HR Certification Institute Certification Policies and Procedures Handbook

Transcription

1 HR Certification Institute 2013 Certification Policies and Procedures Handbook PHR SPHR GPHR PHR-CA SPHR-CA

2 Table Contents Message from the HR Certification Institute s Chairman of the Board of Directors and the Executive Director: Accreditation Certification Exams... 5 Exam Delivery Nondiscrimination Statement QUICK REFERENCE....6 HR Certification Institute:... 6 Prometric CERTIFICATION POLICIES and PROCEDURES HANDBOOK EXAM PERIODS, APPLICATION DEADLINES AND FEES....7 Testing Dates and Application Deadlines How to Apply and Schedule Your HR Certification Exam PHR ELIGIBILITY....9 SPHR ELIGIBILITY....9 GPHR ELIGIBILITY....9 PHR-CA / SPHR-CA ELIGIBILITY....9 CERTIFICATION OVERVIEW WHAT IS CERTIFICATION? Components of Professional Certification Programs. 10 Why Earn a Credential? Choosing the Appropriate Exam Profile of a Candidate EXAM OVERVIEW Pretest Questions Phr and Sphr Exams Gphr Exam Phr-Ca/Sphr-Ca Exam How the Exams Are Developed Passing Score APPLYING FOR AN EXAM ELIGIBILITY REQUIREMENTS Apply and Schedule Early Terms and Conditions Application Confirmation Application Review Your Authorization to Test Letter (Att) Address Changes Name Corrections and Name Changes Additional Forms Application Submission Deadlines Exempt-Level (Professional) HR Work Experience.. 16 If Your Job Title Is Not Listed on the Application Documenting Work Experience Exam Application Audit Special Accommodation Requests Payment Methods SPECIAL SERVICE FEES Exam Type Change Review of Exam Score Duplicate Score Report After Applying For the Exam Application Status Categories Appeal Process Exam Eligibility Appeal Decision Disciplinary and Certification Action/Appeals EXAM TEST CENTERS AND APPOINTMENT SCHEDULING Test Center Locations Schedule Early Exam Scheduling Exam Dates Affected By Severe Weather and Local or National Emergencies EXAM RESCHEDULES, RESCHEDULE FEE, CANCELLATIONS AND REFUNDS Rescheduling Process and Fee To Reschedule Your Exam Appointment: Exam Appointment Cancellation and Application Withdrawal To Cancel an Exam Appointment Exam Refunds Medical or Personal Emergency Refund PREPARING FOR THE EXAM EXAM PREPARATION HR Certification Institute s Online Glossary of Terms. 23 Assessing Your Readiness Phr, Sphr, Gphr and California Online Assessment Exams EXAM DAY Forms of Identification Presenting Proof of Identity at International Test Centers Middle Initial, Signature, and Photo Hyphenated Names

3 TEST CENTER RULES Registration Processes (All Candidates) Registration Processes (International Candidates) Exam Processes (All Candidates) AFTER THE EXAM Exam Scoring and Official Score Reports Understanding the Score Report How the Passing Score Was Set Why Are Scaled Scores Used? Use of the Designation Retaking the Exam Recertification Requirements Recertification Through Continuing Professional Development Recertification By Exam Record Retention Verification Policy CONFIDENTIALITY Examination Results Application Status Credential Verification Aggregate Data HR Certification Institute Database Appendix A PHR and SPHR BODY OF KNOWLEDGE APPENDIX B GPHR BODY OF KNOWLEDGE APPENDIX C CALIFORNIA BODY OF KNOWLEDGE APPENDIX D FORMS HR Certification Institute Application Audit Process. 48 Exam Audit Form Exam Eligibility Appeals Form Additional Certificate Request Form Duplicate Score Report Request Form Special Testing Accommodation Request Form Exam Refund Request Form Exam Type Change Form Qualifying HR Work Experience Form Review of Exam Score Form APPENDIX E PROMETRIC REGIONAL CONTACT CENTERS APPENDIX F CODE OF ETHICAL AND PROFESSIONAL RESPONSIBILITY APPENDIX G HRCI Complaints and Disciplinary Policy

4 Message from the HR Certification Institute s Chairman of the Board of Directors and the Executive Director: Thank you for your interest in attaining professional certification demonstrating your knowledge and experience in Human Resources. We appreciate your commitment to promoting the highest global standards of the HR profession. The HR Certification Institute developed this Handbook to help you achieve your professional goals and to provide the information you need about the different certification options available to you. It outlines the content knowledge and experience required for exam eligibility and provides detailed information to guide you through the entire certification process. The HR Certification Institute welcomes your questions as you prepare to earn your credential. We wish you success as you pursue your HR certification.

5 THE HR CERTIFICATION INSTITUTE The HR Certification Institute was established in 1976 as an internationally recognized certifying organization for the human resource profession. The Institute has certified more than 125,000 HR professionals worldwide. HR certification represents a high level of professional achievement valued by employers and organizations in every country. ACCREDITATION The HR Certification Institute was accredited by the National Commission for Certifying Agencies (NCCA) in NCCA is an independent, third party organization that accredits more than 300 programs from 120 organizations in a variety of industries. Certification programs must demonstrate compliance with rigorous standards that represent the best practices in the professional certification industry to earn and maintain accreditation status. For more information on NCCA accreditation, visit www. credentialingexcellence.org. CERTIFICATION EXAMS The HR Certification Institute offers different types of certification exams for the human resource profession including: PHR Professional in Human Resources PHR-CA Professional in Human Resources - California SPHR Senior Professional in Human Resources This booklet provides information about the PHR, SPHR, GPHR and PHR-CA/ SPHR-CA certification programs. For detailed information about the HRBP and HRMP certification exams, please refer to global. EXAM DELIVERY HR Certification Institute partners with Prometric for exam delivery. Prometric s full range of test delivery solutions provides convenient locations, flexible delivery models and customized programs. They have one of the largest and most secured test delivery systems in the world. Prometric tests every day of the week, any week of the year, in approximately 8,000 individual testing centers in more than 160 countries. NONDISCRIMINATION STATEMENT The HR Certification Institute does not discriminate based on race, color, national origin, sex, age religion, marital status, sexual orientation or any other status that is protected by applicable law. SPHR-CA Senior Professional in Human Resources - California GPHR HRBP sm * HRMP sm * Global Professional in Human Resources Human Resource Business Professional Human Resource Management Professional * NOTE: the HRBP and HRMP certification exams are not offered in the USA, Alaska or Hawaii. hrci.org HR Certification Institute 5

6 QUICK REFERENCE HR Certification Institute: 1800 Duke Street, Alexandria, VA USA / Web site: For application or test site questions: For refunds: For login: For all other general information: Service Hours: Monday to Friday, between 8:30 a.m. and 6:30 p.m. (US Eastern Time) 2013 CERTIFICATION POLICIES and PROCEDURES HANDBOOK This handbook contains complete information about the Professional in Human Resources (PHR), the Senior Professional in Human Resources (SPHR), the Global Professional in Human Resources (GPHR) and the California certification (PHR-CA/ SPHR-CA) exams. It outlines the eligibility requirements, exam content, application and testing process. Certification candidates must follow all procedures and deadlines in this handbook. Please contact the HR Certification Institute with additional questions. Prometric 1501 South Clinton Street, Baltimore MD USA Web site: To schedule, reschedule or cancel an appointment, call Monday-Friday, 8:00 a.m. to 8:00 p.m. Eastern Time (closed during US holidays). To report any problems that occur during your testing experience, call For test site closure information: For general information: For test site issues: complaintform.htm 6 HR Certification Institute hrci.org

7 EXAM PERIODS, APPLICATION DEADLINES AND FEES The HR Certification Institute offers exams during two time periods annually. The chart below outlines the testing dates, the application deadlines and the fees for each exam. All deadlines are postmark dates. The term postmark date refers to the Institute s computer system date/time stamp for online applications. Applications will not be accepted after 11:59 p.m. ET (GMT-5) on the late registration deadline date. TESTING DATES AND APPLICATION DEADLINES Exams Testing Dates Registration Dates SPRING Late Registration Dates (subject to a 75 USD Late Fee*) GPHR, PHR-CA & SPHR-CA May 1 May 31, 2013 Jan. 22 Mar. 22, 2013 Mar. 23 Apr. 19, 2013 PHR / SPHR May 1 Jun. 30, 2013 Jan. 22 Mar. 22, 2013 Mar. 23 Apr. 19, 2013 WINTER GPHR, PHR-CA & SPHR-CA Dec. 1 31, 2013 Jul. 15 Oct 4, 2013 Oct. 5 Nov. 8, 2013 PHR / SPHR Dec. 1, 2013 Jan 31, 2014 Jul. 15 Oct 4, 2013 Oct. 5 Nov. 8, 2013 EX AM FEES NOTE: The exam fee includes a 75 USD nonrefundable administrative fee. Fees are subject to change without notice. GPHR PHR SPHR PHR-CA / SPHR-CA HR exam pricing 525 USD 400 USD 525 USD 325 USD Association member pricing** 475 USD 350 USD 475 USD 275 USD * Applications postmarked during the late registration dates will incur a 75 USD late fee. ** Association Member Pricing is for a person who is a national member of the Society for Human Resource Management (SHRM). Exam candidates must provide their current membership number on their application form at the time it is submitted to receive the reduced pricing. hrci.org HR Certification Institute 7

8 HOW TO APPLY AND SCHEDULE YOUR HR CERTIFICATION EXAM STEP 1 STEP 2 STEP 3 STEP 4 CREATE A PROFILE SUBMIT APPLICATION CHECK APPLICATION SCHEDULE THE EXAM 1. Create your profile from the login box located on the right side of the web page 2. Click Create Login and choose I am an HR professional and I would like to apply for a certification exam. 3. Follow the steps from the online services to create your profile. 4. Enter your first and last name(s) exactly as they appear on your valid government-issued photo identification (ID), such as a driver s license or passport. Do not enter nicknames. 5. Receive a User ID Number generated by the website. Your last name will be your temporary password. Change this password to a more secure one upon logging into the system. 1. Log into your profile. 2. Click on the link Apply for an Exam/Review Exam App, which is located below your contact information under a list of Action Items. 3. Choose a certification exam from Exam Application Summary. 4. Click Apply for Exam to begin the application process. 5. Review and update your profile when prompted, before clicking on the submit button. 6. Select the role that applies to you. 7. List your HR work experience in the Qualifying HR Work Experience section. 8. Submit the application and pay the fees. 1. Log in to your profile. Click the link Apply for an Exam/ Review Exam App. Or, check the status of your application by calling the Institute at Review your status. If you selected position code 999 or if you need special accommodation, your application status will be Waiting for Documents. 3. Complete any necessary forms. You have five business days from the date you submit your application to send the following forms: special accommodation form, official job description, and the work experience form. These forms are on our website under the Resources tab. The names of the forms are: Qualifying Work Experience Form Special Testing Accommodations Request Form 1. Follow the instructions in your ATT letter to schedule the exam. 2. Schedule your exam online as soon as possible at www. prometric.com/hrci or call If you need special accommodations, call International candidates may schedule online through Prometric or by contacting their regional testing center. 3. Reschedule your exam, if necessary. You can only reschedule within the same testing period. Prometric charges an $85.00 rescheduling fee each time you reschedule. You may change the exam level only once during each testing period. Read the entire policy on our website under the HR Certification tab. 4. Click on Refunds to request a refund. The refund policy is on our website under the HR Certification tab. 4. Receive your Authorization to Test (ATT) letter. After your application is approved, you will receive an saying that your ATT Letter is available in your online profile. If your application is not approved, the Institute will notify you by and your exam fee will be refunded. 5. If your application is not eligible, we will notify you in an and refund your exam fee. The application and late fees are nonrefundable. 8 HR Certification Institute hrci.org

9 Candidates must meet one of the exam eligibility requirements from the chart below to be eligible for the exam(s). NOTE FOR GPHR CANDIDATES: Global HR experience is defined as having direct HR responsibility for more than one country or global region. An applicant who works for a company that operates in two or more countries but who does not have HR responsibility for more than one country is not eligible for the GPHR exam. PHR ELIGIBILITY A minimum of 1 year of experience in an exempt-level (professional) HR position with a master s degree or higher GPHR ELIGIBILITY A minimum of 2 years of global experience in an exemptlevel (professional) HR position with a master s degree or higher OR A minimum of 2 years of experience in an exempt-level (professional) HR position with a bachelor s degree OR A minimum of 4 years of experience in an exempt-level (professional) HR position with a high school diploma SPHR ELIGIBILITY A minimum of 4 years of experience in an exempt-level (professional) HR position with a master s degree or higher OR OR A minimum of 3 years of experience (with 2 of the 3 being global HR experience) in an exempt-level (professional) HR position with a bachelor s degree OR A minimum of 4 years of experience (with 2 of the 4 being global HR experience) in an exempt-level (professional) HR position with a high school diploma PHR-CA / SPHR-CA ELIGIBILITY Needs to be PHR - or SPHR -certified to qualify for the exam A minimum of 5 years of experience in an exempt-level (professional) HR position with a bachelor s degree OR A minimum of 7 years of experience in an exempt-level (professional) HR position with a high school diploma hrci.org HR Certification Institute 9

10 CERTIFICATION OVERVIEW This handbook describes the following exams: Professional In Human Resources (PHR): this exam is designed for HR professionals whose primary responsibilities are operational rather than strategic. Their focus is on HR program implementation rather than creation and their function is primarily within the HR department rather than organization wide. Senior Professional in Human Resources (SPHR): this exam is designed for HR professionals whose primary responsibilities involve designing and planning HR policies and practices. Their decisions have an impact both within HR and throughout the organization. Global Professional In Human Resources (GPHR): this exam is designed for HR professionals with HR management responsibilities in more than one country. They develop and implement HR strategies dealing with global mobility and multinational operations. PHR-CA and SPHR-CA: these exams are designed for HR professionals with job responsibilities in the state of California. Applicants must have a current PHR or SPHR to qualify (see for more information). The exam focuses on California employment laws and practices and does not test knowledge already covered in the PHR or SPHR exam. Each exam measures a candidate s mastery of a specific HR body of knowledge. See Appendices A, B, & C for descriptions of the content focus for each exam. WHAT IS CERTIFICATION? HR certification is a career-long commitment that demonstrates a mastery of essential HR knowledge to peers, employers and the organization. Candidates who earn certification show they are committed to staying current in the HR field. Candidates must also show they have the required education and work experience to be eligible to apply for the exams. Passing the exam is only one part of the certification process. Afterwards recertification requirements ensure that HR professionals continue to remain knowledgeable and current with changes in the field. COMPONENTS OF PROFESSIONAL CERTIFICATION PROGRAMS HR Certification Institute s professional certification programs have several components that differentiate them from other training or educational programs, sometimes referred to as certificate programs. Candidates who have passed these rigorous exams demonstrate the following: A high level of knowledge and skill through experience and education in the HR field; A dedication to continued mastery of knowledge and skill through recertification; and The mark of distinction indicating their credential (letters), such as Norman Fowler, PHR, or Sandra Brown, SPHR, GPHR. WHY EARN A CREDENTIAL? Certification provides a respected distinction for HR professionals who achieve the credential. The advantages of earning certification include: Hiring managers often consider an HR applicant s professional certifications when making hiring decisions. A growing number of organizations prefer to employ HRcertified professionals. Business leaders frequently find HR-certified professionals to be highly motivated, strong performers who are more knowledgeable of the HR field. HR professionals report that having a certified HR staff is good for their organization s financial performance. SOURCE: The Value of HR Certification Around the World study, 2010 (To obtain a copy of the study, please exams@hrci.org) Achieving certification validates the individual s professional knowledge and helps the industry and the organization become more successful. PHR, SPHR, GPHR, and PHR- CA/SPHR-CA certifications show that a professional has mastered the domestic or international HR body of knowledge and will stay informed of new developments in the HR field. 10 HR Certification Institute hrci.org

11 The exams are completely voluntary, although some organizations or employers may have policies that encourage their employees to earn certification. HR professionals should decide if attaining HR certification meets their needs and the needs of their employers. CHOOSING THE APPROPRIATE EXAM Candidates should choose the exam that best represents their mastery of the HR body of knowledge, as described in appendices A, B, & C. Having the appropriate exemptlevel (professional) HR work experience and educational background contributes significantly to success on the exams. The HR Certification Institute provides online practice exams for the PHR, SPHR and GPHR exams. These assessments help candidates to determine their readiness to pursue certification. (Note: additional information about the practice exams and the corresponding fees are found on the website: You can hold the GPHR with either the PHR or SPHR. However, you cannot hold the PHR with the SPHR. PROFILE OF A CANDIDATE A careful assessment of the individual s skills, knowledge and responsibilities within the HR field is critical when deciding which certification to seek. Below are general job descriptions of candidates who apply for each type of exam. PHR The Professional in Human Resources (PHR) certification is designed for the HR professional who: Focuses on implementing HR programs; Handles operational matters; Reports to another HR professional within the organization; Has at least one to four years of professional-level work experience, depending on education, handling a wide range of general HR responsibilities; Follows policies and guidelines for decision-making. Seeks to gain credibility through increasing HR knowledge and experience SPHR The Senior Professional in Human Resource (SPHR) certification is designed for the HR professional who: Designs and plans programs in addition to implementing programs; Has authority in the HR department; Has at least four to seven years of wide-ranging and complex HR experience; Has extensive HR generalist knowledge; Can judge complicated situations using HR knowledge acquired over many years; Understands the business beyond HR and has influence within the overall organization; and Seeks to strengthen the HR profession and gain credibility through increasing HR knowledge and experience. PHR-CA / SPHR-CA The PHR-CA and SPHR-CA are programs are designed for HR professionals who currently hold the PHR or SPHR designation and are experts in regulations and legal mandates specific to California. The California certification is designed for the HR professional who: Is currently certified as a PHR or SPHR. Practices or has HR responsibility for employees in the state of California. Understands the unique and complex HR laws and regulations that are specific to the state, and is able to apply them effectively. Holds a job that focuses on HR department responsibilities rather than on the whole organization; and hrci.org HR Certification Institute 11

12 GPHR The Global Professional in Human Resources (GPHR) certification is designed for the HR professional who: Has HR responsibilities for more than one country and handles global mobility. Understands how to apply HR policies and programs globally. Establishes HR policies and initiatives that support the organization s global growth and reputation. Designs organizational programs, processes and tools to achieve worldwide business goals. Ensures that programs, processes and tools align with competitive practices, the organization s objectives and legal requirements. Oversees practices that balance employer needs with employee rights and needs. Knows the organization s international HR activities. EXAM OVERVIEW PRETEST QUESTIONS The HR Certification Institute is committed to offering exams that contain current and relevant content. The Institute ensures this goal is achieved by reviewing current questions and developing new ones to reflect changes in the industry. All of the Institute s exams include new questions that have not been used on previous versions of the exam. These items are known as pre-test items. Including pre-test items allows the Institute to gather valuable data about the new questions before they are included in the candidate s overall score. The HR Certification Institute does not identify the pre-test items and scatters them throughout the exam so that candidates will answer them with the same care in which they address scored questions. The pre-test items are not included in the final score. PHR AND SPHR EXAMS The PHR and SPHR exams are based on U.S. federal laws, regulations and practices. The exams are general in nature, so they assess all areas of the HR field. PHR questions test basic knowledge and experience at an operational or technical level. The SPHR questions test knowledge and experience at the strategic or policy-making level. Exam questions relate to the most recently published PHR/ SPHR Body of Knowledge (see Appendix A). The table on the below shows the percentages of questions in each functional area covered in the exams. Each exam has a total of 175 multiple-choice questions, which includes 150 scored questions and 25 pretest questions randomly distributed throughout the exam. Pretest questions are not counted in the final score. Each question lists four possible answers. There is only one correct answer for each question. Candidates have three (3) hours to complete the exam. Please note that seat time on the appointment confirmation from Prometric is a reflection of time needed to occupy the computer and is longer than the actual exam time to allow for the exam tutorial and post exam survey. 12 HR Certification Institute hrci.org

13 PHR / SPHR EXAM: FUNCTIONAL AREAS PHR SPHR GPHR EXAM FUNCTIONAL AREAS GPHR Business Management and Strategy 11% 30% Strategic HR Management 26% Workforce Planning and Employment 24% 17% Global Talent Acquisition and Mobility 22% Human Resource Development 18% 19% Global Compensation and Benefits 18% Compensation and Benefits 19% 13% Organizational Effectiveness and Talent Development 22% Employee and Labor Relations 20% 14% Workforce Relations and Risk Management 12% Risk Management 8% 7% GPHR EXAM GPHR exam questions relate to the most recently published GPHR Body of Knowledge (see Appendix B). The table below shows the percentages of questions in each functional area covered in the exam. The exam has 165 multiple-choice questions, which includes 140 scored questions and 25 pretest questions randomly distributed throughout the exam. Pretest questions are not counted in the final score. Each question lists four possible answers. There is only one correct answer for each question. Candidates have three (3) hours to complete the exam. Please note that seat time on the appointment confirmation from Prometric is a reflection of time needed to occupy the computer and is longer than the actual exam time to allow for the exam tutorial and post exam survey. PHR-CA/SPHR-CA EXAM PHR-CA/SPHR-CA exam questions relate to the most recently published California Body of Knowledge (see Appendix C) and does not test knowledge already covered on the PHR or SPHR exam. The table below shows the percentages of questions in each functional area covered in the exam. The exam has 125 multiple-choice questions, which includes 100 scored questions and 25 pretest questions randomly distributed throughout the exam Pretest questions are not counted in the final score. Each question lists four possible answers. There is only one correct answer for each question. Candidates have two hours and 15 minutes (2.25 hrs) to complete the exam. Please note that seat time on the appointment confirmation from Prometric is a reflection of time needed to occupy the computer and is longer than the actual exam time to allow for the exam tutorial and post exam survey. hrci.org HR Certification Institute 13

14 PHR-CA/SPHR-CA EXAM FUNCTIONAL AREAS (effective May 2013) PHR-CA/ SPHR-CA Compensation/Wage and Hour 22% Employment and Employee Relations 46% PASSING SCORE The passing score for each exam is at least 500. The maximum possible score is 700. For more information about scoring, please see Understanding the Score Report and How the Passing Score Was Set on page Benefits and Leaves of Absence 20% Health, Safety and Worker s Compensation 12% NOTE REGARDING EMPLOYMENT LAW CHANGES: Employment laws frequently change. HR Certification Institute will test candidates on the current HR laws and regulations that are in effect at the start of each exam period. HOW THE EXAMS ARE DEVELOPED The HR Certification Institute follows certification-industry best practices to create and update all of the exams it offers. Practicing HR professionals are involved in every step of the exam development process which is overseen by the testing organization, Prometric. Following are the steps taken to develop the exams: Step 1: The exams are based on a body of knowledge, which is created by a small group of practicing HR professionals and then validated by a much larger group through a practice analysis study. Step 2: Certified HR professionals write the exam questions (also known as items ), based on the body of knowledge. Step 3: The questions go to another group, the item-review panel, which checks for accuracy and proper coding. Step 4: Approved questions are then pre-tested for reliability. Step 5: Exam forms are created and reviewed by an exam forms-review panel. Step 6: A passing score for each exam form is determined. 14 HR Certification Institute hrci.org

15 APPLYING FOR AN EXAM ELIGIBILITY REQUIREMENTS Candidates must meet both HR work experience and education requirements to qualify for each exam, as described on pages 8. NOTE : if the candidate resides in one of the following countries, additional requirements are required due to the United States trade sanctions: Bosnia, Belarus, Burma/Myanmar, Democratic Republic of Congo, Cuba, Iran, Iraq, Ivory Coast, Kosovo, Lebanon, Liberia, Macedonia, Montenegro, North Korea, Serbia, Somalia, Sudan, Syria and Zimbabwe. This list of countries may change at any time based on United States trade sanctions. You will be notified via of the next steps after you apply. YOUR application APPLY AND SCHEDULE EARLY The HR Certification Institute contracts with Prometric to deliver and administer the exams. For more information about Prometric, see page 2. The earlier you apply, the sooner the HR Certification Institute will review your application and determine if you are eligible. If deemed eligible, you will receive the Authorization to Test (ATT) letter. Once you receive your ATT, you will be allowed to schedule your exam appointment. See Steps to Apply and Schedule Your Exam on page 7. TERMS AND CONDITIONS You must agree to the following statements on the application form: 1. Privacy Policy 2. Code of Ethical and Professional Responsibility 3. I declare that all of the information that I have provided on all pages of my application are true and accurate. I understand that misrepresentation or incorrect information provided to the HR Certification Institute may result in disciplinary action, including revocation of my eligibility or credential. APPLICATION CONFIRMATION You must provide an active address in your application to ensure you receive all communications from the HR Certification Institute including notifications, confirmations and reminders. Within 24 hours of processing payment, you will receive an auto-generated confirming receipt of the application. This confirmation does not indicate that you are eligible to take the exam. NOTE: Check the junk mail or spam folder if the confirmation does not appear in the inbox and ensure s settings accept s from hrci.org. You may also check your application status in your online account. APPLICATION REVIEW Your application may be denied and therefore set to ineligible for several reasons. Missing payment Late application Incomplete application Missing documentation Failure to meet eligibility requirements The Institute will communicate with you about application issues and help to resolve them, if possible. If the HR Certification Institute denies an application because you did not meet the eligibility requirement or did not submit sufficient documentation, a 100% refund of the exam will automatically be made to the original method of payment. your AUTHORIZATION TO TEST LETTER (ATT) You will receive an indicating that your ATT letter is available in your online profile within five business days of your application approval. The ATT letter contains detailed instructions for scheduling your exam appointment. ATT letters will be available in your online profile until four weeks after the end of the exam period. ADDRESS CHANGES If your address changes, you must notify the HR Certification Institute online or call at If you pass the exam, your certificate will be mailed to your hrci.org HR Certification Institute 15

16 primary address. NAME CORRECTIONS AND NAME CHANGES To correct small errors in your name (for example, an incorrect middle initial or missing hyphen) as printed on the confirmation notice or ATT letter, please the HR Certification Institute at at least five business days before your exam appointment. To change your legal name, send the HR Certification Institute a scanned copy of a notarized document or government-issued ID at least five business days before your scheduled exam appointment to exams@hrci.org. The HR Certification Institute retains all copies of documents. Please do not send the original, notarized documents. For security reasons, you may not make name changes online after submitting your application. ADDITIONAL FORMS Appendix D provides copies of important forms that you may need during your application and certification process. These forms are also available on the HR Certification Institute s web site at You must include a copy of the summary page printed from your online application when submitting any of these forms. You have five business days from when you submit your application to send completed documentation to the HR Certification Institute. APPLICATION SUBMISSION DEADLINES The HR Certification Institute exam applications must be submitted online by the published deadline. Applications will not be accepted after 11:59 p.m. ET (GMT-5) on the dates specified on page 6. You are responsible for meeting all application deadlines. Complete the online application as early as possible to avoid delays due to increased web site traffic around the deadlines. EXEMPT-LEVEL (PROFESSIONAL) HR WORK EXPERIENCE You must be able to demonstrate that your exempt-level (professional) work experience is in an HR position to meet the exam eligibility requirements. Exempt-level (professional) work experience can be demonstrated by having: Direct supervision of those who deliver HR services; OR overall accountability for a specific HR function. Independent decision-making about important matters; and advanced HR knowledge. If selected for the exam application audit, you must provide official documentation, such as an official job description, verifying the required exempt-level (professional) HR work experience. All managers and supervisors have some HR responsibilities. However, if HR is not your main responsibility, you are not eligible to take the exams. In the United States, exempt-level (professional) HR positions are categorized as: HR practitioners (those whose job duties are normally found in the typical HR function) HR educators (those whose main areas of instruction are in the HR field at an accredited institution of higher learning) HR researchers (those who focus on research in the HR field) HR consultants (those who consult primarily in the HR field) IF YOUR JOB TITLE IS NOT LISTED ON THE APPLICATION You must include your exact job title on the application. Select 999 on the position code if your specific job title is not listed in the job codes. If you select 999, you must also submit a completed Qualifying HR Work Experience Form (see Appendix D) and an official job description as part of your application. The supporting documentation must also include the number of years that you have been working in an exempt-level (professional) HR position. The required years of HR work experience does not need to be current or sequential. However, recent experience will be more helpful for the exam. To review the list of approved job titles, go to approvedjobtitles. 16 HR Certification Institute hrci.org

17 DOCUMENTING WORK EXPERIENCE All candidates must complete the Qualifying HR Work Experience section of the application to document eligibility. We cannot review or approve an application until it has been completed and submitted with payment. EXAM APPLICATION AUDIT The HR Certification Institute conducts random audits of exam applications. The audit is separate from the application process. This means that you can be chosen for an audit after you receive your ATT letter and after you have scheduled an exam appointment. We will notify you by if you are chosen for the audit. If selected, you must complete the Audit Documentation Form (Appendix D) and submit it with the required documents which may include proof of your work experience, a copy of your official job description, or a copy of your educational transcript. If you cannot provide this information, your application will be ineligible and you will not be allowed to test. If ineligible, your exam fees will be refunded, less the administrative fee of 75 USD and 75 USD late fee, if applicable. SPECIAL ACCOMMODATION REQUESTS The HR Certification Institute complies with the Americans with Disabilities Act and Title VII of the Civil Rights Act to accommodate candidates with disabilities who need special arrangements to take the exams. We will provide reasonable auxiliary aids and services. Please note that in some cases, Prometric may not be able to fulfill special accommodation requests made by candidates taking an exam outside of the United States and U.S. territories. Additionally, Prometric will not comply with the request if the operating conditions, local laws, or customs make the request unlawful, impossible or economically unfeasible. You must request special accommodations when you complete the application by marking the appropriate box on the application form and submitting the Special Testing Accommodation Request Form (Appendix D). A person with a professional license or credential must complete the Documentation of Disability-Related Needs section. Their description must include the type of disability, an explanation of past accommodations made for the disability, and the specific testing accommodations requested. You must submit the Special Accommodation Testing Request Form within five days of submitting your application. Do not schedule an exam appointment before you have submitted your special accommodation request. If you submit the request after you have scheduled an exam appointment, you must cancel that appointment at least three business days before it is to occur or forfeit all fees. Once the accommodation has been set up, you will receive a new ATT letter and may schedule a new appointment. PAYMENT METHODS The Institute accepts VISA, MasterCard, American Express, money order, certified check, cashier s check and company or organizational check. Checks must be made payable to the HR Certification Institute. The Institue does not accept cash, personal checks, or wire transfers. Please note: The Institute will not review your application until all fees have been received. Candidates may complete the online application and send payment via certified check or money order via mail. Include a photocopy of the application summary page and include the User ID for candidate with the check. Note: A single check may be used to pay for multiple candidates. Include the name and User ID for each candidate with the payment. SPECIAL SERVICE FEES The special service fees below are nonrefundable. EXAM TYPE CHANGE The fee to change the exam type is 50 USD in addition to the difference of the exam +/- 125 USD. You may opt to change the exam you are scheduled to take (for example, changing from the PHR to the SPHR) one time per exam period by following these steps: 1. Verify eligibility for the new exam type. 2. Submit the Exam Type Change Form (Appendix D) to the HR Certification Institute at least 10 business hrci.org HR Certification Institute 17

18 days before the scheduled exam date. The Institute may not be able to change exam types if the form is submitted late. By submission of this form, you authorize the Institute to cancel the original test date while processing the change request. 3. Pay the exam type change fee, 50 USD. 4. Pay additional fees if changing to a more expensive exam. If you change to a less expensive exam, the Institute will refund the difference in fees within five business days after the change request has been processed. 5. Schedule a new exam appointment time, date and location once the notification has been received that a new ATT letter is available. Note: The HR Certification Institute will not process exam change requests until you have submitted all required fees. ADDITIONAL CERTIFICATE The fee for an additional certificate is 25 USD. You may request an additional copy of your certificate by completing the Additional Certificate Request Form (Appendix D). The check must be made payable to the HR Certification Institute and mailed to the address on the form. Only current certificants may request an additional certificate. REVIEW OF EXAM SCORE The fee for a review of the exam score is 50 USD. You may request a review of your exam score within two months of taking your exam. However, please note that our exam vendors use quality assurance procedures in their testing and scoring so it is not likely that your score will change. To request a review, complete the Review of Exam Score Form (Appendix D) and submit the form using the mailing address on the form. PES will send the results of the review within seven business days. DUPLICATE SCORE REPORT The fee for a duplicate score report is 50 USD. You may request a duplicate copy of your examination results for 50 USD by completing the Duplicate Score Report Request Form (Appendix D) and submitting it to Professional Examination Service (PES). The duplicate score report is available for six months after the date of your exam. AFTER APPLYING FOR THE EXAM PROCESSING TIME FOR APPLICATIONS AND FORMS TYPE OF APPLICATION Application that does not require additional documents Application that requires an official job description and Qualifying Work Experience Form Applications with a Special Accommodation Request Form Application that is selected for audit Exam Type Change Form Cancellation/Refund Request Form TIME IT TAKES FOR PROCESSING 24 hours 10 business days 10 business days 10 business days 5 business days 5 business days 18 HR Certification Institute hrci.org

19 APPLICATION STATUS CATEGORIES Application Category Why this category? Next steps Consequence Incomplete Your application is missing information OR you didn t pay the fees. Submit the additional information and/or pay the application fee by the end of the registration period. The Institute will cancel application if you do not submit additional information and/or pay the fees. Waiting for Documents Your application requires additional documentation i.e. Qualifying HR Experience Form to verify eligibility You have five business days from the application submission date to send additional documentation. The Institute will cancel application if you do not submit the additional documentation within five business days. Under Review Some part of the application needs to be reviewed by the Institute. Wait for the Institute approval. If selected for the audit, you must complete the Audit Documentation Form and submit the necessary documentation. The Institute will cancel application if you do not submit the additional documentation within five business days. Eligible The Institute approves the application. Wait for the Institute approval. If selected for the audit, you must complete the Audit Documentation Form and submit the necessary documentation. Ineligible The Institute denies the application. The Institute will notify you in writing and refund the exam fee. The Institute will not refund the administrative fee or late fee, if applicable APPEAL PROCESS You may appeal an eligibility decision in writing to the HR Certificate Institute Director of Administration & Client Relations. To make an appeal, complete the Exam Application Appeal Form (See Appendix D) and pay the 35 USD fee within 10 business days of the application decision. The appeal must include the following: The Exam Application Appeal Form and payment. A detailed letter explaining the nature of the appeal and a description of the additional documentation submitted to support the claim. New official documentation such as an updated job description or other required documents. EXAM ELIGIBILITY APPEAL DECISION The HR Certification Institute s Director of Administration & Client Relations will review the appeal and render a decision via within 10 business days after the application fee is processed. The Institute may deny an application and set it to ineligible, if any of the following is determined: The experience fails to meet the eligibility requirements. The information on the exam application has been falsified. The work experience or other information on the exam application has been misrepresented. NOTE: Letters from a supervisor are not acceptable as new official documentation. hrci.org HR Certification Institute 19

20 DISCIPLINARY AND CERTIFICATION ACTION/APPEALS An individual who has already earned a designation may have it revoked for the same reasons noted above as part of a disciplinary action in violation of The HR Certification Institute s Code of Ethical and Professional Responsibility (See Appendix F). EXAM TEST CENTERS AND APPOINTMENT SCHEDULING TEST CENTER LOCATIONS The HR Certification Institute partners with Prometric to deliver the certification exams. Prometric will notify you of any changes in the test site availability due to bad weather, technical issues, or other unscheduled events. SCHEDULE EARLY The HR Certification Institute encourages you to schedule your exam appointment date as soon as you receive your notification that the ATT letter is available in your online profile. Scheduling early increases the chance of receiving the preferred testing date, time and location. Exam appointment dates at the end of each testing period may be difficult to obtain due to the increased volume of test takers during this time. The HR Certification Institute will only refund you 50 percent of your exam fee if you are unable to schedule an exam appointment because the test sites are full. Refer to the Exam Cancellations and Refunds sections of this handbook for more information. EXAM SCHEDULING Exam appointments may be scheduled online or by phone. When scheduling an appointment, have the following information ready: Your name exactly as it is printed on your ATT letter Your User ID number as it is listed at the top of your ATT letter Prometric refers to it as an Eligibility ID. Your daytime phone number The name of the exam sponsor (HR Certification Institute) The exam for which you are registered (PHR, SPHR, GPHR, PHR-CA or SPHR-CA) Your preferred appointment date, time and location. Have one to two alternate dates, times and locations in case your preferred ones are not available. Online scheduling is better because it is faster and more efficient. You must have an address to schedule online. To schedule online, visit and click on Schedule a Test. Note: Candidates scheduling an appointment during the last two days of the exam period must schedule by phone. Phone scheduling is also available by the appropriate Regional Contact Center. See Appendix E for more information about Regional Contact Centers. Keep the confirmation number Prometric provides after the appointment is scheduled. This number is different from the User ID number and is required to confirm, reschedule or cancel an appointment. EXAM DATES AFFECTED BY SEVERE WEATHER AND LOCAL OR NATIONAL EMERGENCIES If there is severe weather, a local emergency or a national emergency near the testing center, go to com/sitestatus for updates on closures or delays, or contact your Regional Contact Center for international test site information (Appendix E). You will not be assessed a rescheduling fee if Prometric cancels an exam due to severe weather or a local or national emergency. EXAM RESCHEDULES, RESCHEDULE FEE, CANCELLATIONS AND REFUNDS NOTE: You can only reschedule an exam appointment to another date in the same testing period. RESCHEDULING PROCESS AND FEE The HR Certification Institute does not charge a rescheduling fee to you if you reschedule an exam appointment before the testing period begins. 20 HR Certification Institute hrci.org

21 If you reschedule your exam appointment after the testing period begins, you must pay Prometric s nonrefundable fee of 85 USD each time you change an appointment. You are not guaranteed a new appointment if you try to reschedule. You must reschedule your exam appointment at least three business days before your original appointment or all fees will be lost. To reschedule your exam appointment, contact Prometric at or the Regional Contact Center (Appendix E). TO RESCHEDULE YOUR EXAM APPOINTMENT: 1. Go to 2. Select Start. 3. Enter country and state. 4. Select Reschedule or Cancel an Exam. 5. Enter Prometric s Confirmation Number and the first four letters of your last name. 6. Select the option I want to reschedule my appointment. 7. Choose schedule an exam from the applicable test site location. 8. Confirm new exam appointment. 9. A new confirmation will be sent by with the new appointment date You must verify the change with Prometric after rescheduling your appointment. Contact Prometric immediately if you do not receive a confirmation with the new appointment information. Call if you have a special accommodation request and want to reschedule your appointment. EXAM APPOINTMENT CANCELLATION AND APPLICATION WITHDRAWAL Note: If you withdraw your exam application, you may not reapply for the same exam in the same registration period. You will need to reapply in the next registration period and pay all applicable fees. You must cancel your appointment at least three business days before your exam appointment. Failure to do so within this timeframe results in a loss of all fees. If you cancel online, keep a copy of the cancellation notice for your files. If you cancel your appointment by phone, the Institute recommends that you also confirm this transaction online at TO CANCEL AN EXAM APPOINTMENT 1. Go to 2. Select Start. 3. Enter country and state, if applicable. 4. Select Reschedule or Cancel an Exam. 5. Enter Prometric s Confirmation Number and the first four letters of your last name. 6. Select the option I want to cancel my appointment. 7. Select Yes, I want to cancel my appointment. 8. Save the Cancellation Summary as proof that you cancelled the appointment at least three business days before the exam appointment. 9. Submit an Exam Refund Request Form to the HR Certification Institute. You must request a refund by the last day of the exam period. 10. Allow 10 days to receive a refund for the eligible portion of your fees TO WITHDRAW FROM THE TESTING PERIOD IF NO APPOINTMENT 1. Submit an Exam Refund Request Form to the HR Certification Institute. You must request a refund within 30 days of the end of the exam period. If your request is not received within 30 days, you are not eligible for a refund. 2. Allow five business days to receive a refund for the eligible portion of your fees. NOTE: It may take up to two billing cycles for a refund to be reflected on a credit card statement. hrci.org HR Certification Institute 21