Policies and Procedures

Yearly Membership Dues Policy

Annual membership fees/dues must be paid within 60 days of the due date. Failure to pay yearly membership dues may result in termination of membership. The Registrar will notify Members who have not paid their annual dues that their membership has been terminated.

All emails and mailed invoices are sent to the preferred emails and mailing addresses as indicated in the Member’s profile. Letters returned undeliverable will be sent to the alternative Member mailing address on file if there is one recorded.

Below is the general timeline for the membership renewal process:

Mid-January	Annual dues issued and notice sent to all Members via email. Due by March 1st
April 1st	If paid after April 1st, a $20 late fee will be applied to the amount of the invoice.
June 1 (Revocation)	Those with outstanding annual dues will have their membership terminated and status revoked at this time. A registered letter sent to revoked Chartered and Candidate Members with loss of designation and progress towards achieving the designation.

Reduced Dues

Members who are unemployed, on parental leave or temporary medical leave during the membership renewal period (January 1st to February 28th) may apply for reduced membership dues for that year.

A Member applying for reduced dues is required to provide documentation to substantiate his or her application (i.e., record of employment obtained by Service Canada, letter from employer confirming parental leave or medical leave). Members who become unemployed after the dues renewal period will not be issued a partial refund.

A Member may only qualify for reduced dues two (2) out of every four (4) years.

A Member paying reduced dues retains his or her right to use the designation and have access to all Member benefits.

A Member must apply for reduced dues prior to March 1st and submit payment prior to March 31st of each calendar year to qualify for reduced dues. If a Member has his or her membership terminated for non-payment of dues, the Member is no longer eligible for reduced dues and must apply for reinstatement under the reinstatement policy.

CPHR MEMBERS

To maintain their designation, CPHRs must report a minimum of 10 hours of Continuing Professional Development (CPD) activities each year and a minimum total of 60 hours of CPD activities gained in at least two of the qualifying categories over any cumulative three-year period. Example: The rolling CPD requirement is effective as of 2019, meaning that by 2021, all designated Members must always have 10 annual CPD hours minimum and 60 CPD hours minimum over any three-year period.

CPD logs must be submitted by the end of January each year with the required minimum CPD hours to maintain the CPHR designation. CPHR New Brunswick automatically accepts all CPD logs submitted rather than fully reviewing each log to pass or deny. Three per cent (3%) of all submitted CPD logs each year are selected for audit and CPHRs must then provide supporting documents for the activities submitted.

Acceptable CPD activities can include ongoing learning, both formal and informal; leadership activities, volunteer activities; academic research or publications; and significant work projects.

Completing and Organizing your Continuing Professional Development Log

CPD Qualifying Activities Summary

Chartered Professionals are required to meet the Continuing Professional Development minimum requirement of 60 hours over a three-year period, and a minimum of 10 hours per year.

Calculation of Hours:

For most activities, calculations are based on actual hours per occurrence or per period maximums.

Categories: (hours are required in at least two categories)

Continuing Professional Development Policies and Processes

(1) Submitting CPD Log Early

Please note that if you submit early

• It does not change the beginning of your new CPD submission date. The CPD submission date for all CPHR Members is December 31 each year (due in the log by January 31st). Submitting early will not change your next CPD submission date; and,
• Points gained in the last several months of the year (after you have submitted your CPD log) will not count towards your next CPD log submission. Example: if you submit your CPD log in September 2018, any activities you complete from October – December 2018 cannot be counted towards your next submission period in December 2019. All activities submitted each year must be gained within that calendar year.

(2) Submitting CPD Log Late

CPD Logs can still be submitted online within the 30 days after the CPD submission date; however, a
late fee will automatically apply.

If a Chartered Member has not been in touch with the Registrar about an exemption and has not submitted his or her CPD log within the 30 days following the CPD submission date, his or her CPHR designation is revoked pursuant to CPHR New Brunswick’s bylaws.

(3) CPD Extension or Exemption

CPD Log submission extensions or exemptions may be granted for special circumstances:

(a) Short-Term Extensions

Based on written requests, CPHR New Brunswick may grant an extension of 28 days (maximum) to submit your CPD log. Please email your request to admin@cphrnb.ca prior to the CPD submission date of January 31. If your request is approved, you must submit your CPD log within 28 days of the deadline (by February 28 the following year) and you will be required to pay a Late Fee of $ 50.00 + GST.

(b) Leaves of Absence

Members who are granted one year maternity or disability leave from their workplace are entitled to apply for and receive a one-year exemption from CPD log submission. This means instead of submitting the 10 CPD hours necessary for one year, CPHR New Brunswick will grant you a total of 20 CPD hours for the year of leave. Applicants can request either the current or following year for their exemption. Applicants who receive a one-year exemption still need to gain 40 hours of CPD to meet the required total of 60 CPD hours in any three-year period (including the 20 CPD hours from CPHR New Brunswick).

Example:

2019 CPHR submitted minimum of 10 CPD hours

2020 CPHR received a one-year exemption for maternity leave and 20 CPHR New Brunswick CPD hours

2021 CPHR must submit at least 30 CPD hours to meet the minimum of 60 CPD hours over
the three-year period

2022 CPHR only needs to submit minimum of 10 CPD hours to meet the minimum of 60 CPD
hours over the three-year period

Members who have two (2) one-year leaves in a three-year period receive an exemption of 20
CPHR New Brunswick CPD hours for the first leave and 10 CPHR New Brunswick CPD hours for the second leave to a maximum exemption of 30 CPHR New Brunswick CPD hours in a three-year period.

Applications for extension or exemption must be accompanied by written confirmation from the workplace of the type and term of leave granted. In the case of self-employed Members, confirmation from a physician is required in lieu of an employer confirmation. Please email your request to admin@cphrnb.ca

(4) Reminders to Submit CPD Logs

Email reminders are sent to Chartered Members about their impending CPD submission date and the need to submit a CPD log. These are sent from CPHR New Brunswick’s database to Members as follows:

• 90 Day Reminder email
• 60 Day Reminder email
• 30 Day Reminder email
• 2 weeks Reminder email or phone call
• 1 week Reminder email or phone call

Continuing Professional Development Audit

Each year, CPHR New Brunswick randomly selects 3% of the submitted Continuing Professional Development (CPD) logs submitted the previous year using specialized software. All audits are performed using Board approved guidelines.

Only Chartered Members can be audited as they are the only ones who submit CPD logs. CPD audits are commenced each year after we have completed dues collection for the year.

Failure of a Member to respond to notice of a CPD Audit can result in the loss of their CPHR designation. If the audited Member does not respond to email notices, phone calls and registered mail within 30 days of the registered letter’s date, the CPHR can be revoked by the Registrar. The Member will be offered 30 days to appeal this decision pursuant to CPHR New Brunswick bylaws.

(1) Audit Process

1. CPHR New Brunswick randomly selects CPD logs for audit
   • CPHR New Brunswick randomly selects Chartered Members for the 3% CPD audit. The CPD Audit is carried out by CPHR New Brunswick.
2. Audited Members have up to 90 days from the date of notification to submit documentation to CPHR New Brunswick.
   • CPHR New Brunswick notifies audited Member of audit and requests supporting documentation if necessary.
   • Audited Members have 90 days to submit documentation to CPHR New Brunswick
   • Extensions may be granted and will be reviewed by CPHR New Brunswick based on individual circumstances.
3. CPHR New Brunswick will complete audit within 60 days of receipt of ALL supporting documentation
   • CPHR New Brunswick completes audit within 60 days of receipt of ALL supporting documentation. The timeline for the audit begins once final supporting documentation is received.
   • CPHR New Brunswick may seek clarification from the audited Member.
4. CPHR New Brunswick communicates outcome to audited Members
   • CPHR New Brunswick will communicate outcomes to Members within 60 days of receipt of all supporting documentation.
   • Failed outcomes will be sent via registered mail and will note the revocation of the audited Members’ CPHR designation and membership as well as provide information on the appeal process.
5. Audit file is retained by CPHR New Brunswick
   • CPHR New Brunswick will keep notes and emails from all direct contact with audited Members to be retained in the audit file.
   • *Situations may arise that dictate an exception to the aforementioned process. CPHR New Brunswick will decide how best to proceed, ensuring that fairness in the audit process is maintained and the audit can be completed.

(2) Guidelines for CPD Audit Supporting Documents

The supporting documents should contain all required information to align with the CPD log. Documents should clearly show

• Date of activity;
• Hours of learning for activity; and,
• Content description of the activity.

You must show that you have learned from the activity cited, and you must show a clear idea of how many hours of learning were gained. Whenever possible, submit your supporting documents electronically – you can upload documents in the system when filling out your CPD Log. If you are unable to do so, hard copies should be sent to CPHR New Brunswick. Any documentation submitted to CPHR New Brunswick for audit purposes will not be returned unless requested by the audited Member.

(3) Valid CPD Audit Supporting Documents

Examples of Supporting Documents
Professional Practice • Official report or documentation of the project, program or process improvements and updates. • Work Project Confirmation Form
Leadership • Signed Mentoring Agreement and Session Confirmation Forms • Signed contract or official appointment to facilitate or teach course • Course outline for workshops facilitated – to include name, date and presenter name • An agenda from the presentation noting time, topic date and presenter’s name • Service contract with professional coach outlining meeting dates and times, topics discussed and outcomes if applicable.
Volunteer or Community Involvement • Volunteer Time Log signed by the organization outlining hours spent • Letter of confirmation from the organization • Meeting minutes with attendees listed
Learning • Transcripts or certificate showing final grade or outcome of completion • Printouts from event with your notes, supported by an agenda with the with name, date and topic • Certificate of completion of the course or activity • Copy of course material • Course/workshop outline of developed course/workshop • Signed confirmation from institute or workshop
Research or Publication • A copy of or a reference to view the publication or article • Documentation from the post-secondary institute verifying successful defense of thesis or dissertation

(4) Audit Frequently Asked Questions

Revocation of CPHR Designation

CPHRs may have their designation revoked for the following reasons:

The Registrar will notify CPHRs who have not paid dues that membership is terminated and CPHR status revoked. The letter sent to CPHRs who have lost their membership and designation due to non-payment of dues will state they have 30 days to appeal the revocation as per CPHR New Brunswick bylaws. After the 30-day appeal period, revoked CPHR Members should refer to the Reinstatement Policy if their revocation is due to non-payment of dues.

Reinstatement Policy for CPHR Candidate and CPHR Members

A Member who applies for reinstatement of the Candidate or Chartered membership status would be subject to the following requirements:

Members who were away for less than one (1) year (Candidates and CPHRs) (i.e., reinstating after the current year’s membership renewal period has ended)

1. Payment of a $100 reinstatement fee (This fee will be waived for Members that were unemployed, on parental leave or temporary medical leave during their absence/suspension of membership) 2. Payment of the current year’s dues, including the late fee. 3. Submission of a CPD log for each year of absence (Chartered Members only)

Members who were away between 1 to four (4) years (Candidates and CPHRs) (based on the membership year when dues were last paid)

1. Payment of a $300 reinstatement fee (This fee will be waived for Members that were unemployed, on parental leave or temporary medical leave during their absence/suspension of membership) 2. Payment of the current year’s dues 3. Submission of a CPD log for each year of absence (Chartered Members only)

Members who were away between four (4) and ten (10) years (CPHRs only) (based on the membership year when dues were last paid)

1. Payment of a $300 reinstatement fee 2. Payment of the current year’s dues 3. Pass the VPWE requirement, demonstrating three years of professional level experience in the past 10 years. Note: VPWE submission costs $500 4. Pass the NKE exam if it has been greater than 10 years since they wrote the exam.

Members who were away for greater than 10 years (CPHRs only) (based on the membership year when dues were last paid)

1. Must re-start the process to gain the designation and must meet the requirements applicable at the time.

The Reinstatement policy outlined above will apply to Candidate and Chartered Members whose membership was terminated for non-payment of dues, Retired Members who wish to return to active practice and Candidate and Chartered Members who voluntarily resigned their designation. Members who are approved for reinstatement will have 30 days from the date of approval to submit payment for the applicable dues and fees.

A CPHR or Candidate Member who had their membership and designation revoked due to a Discipline Committee finding of unprofessional or unethical conduct may not apply for reinstatement through this policy.