Applying Online

Refer to Appendix C for detailed instructions on how to complete the application.

If you have questions or problems, please call us at (866) 898-4724 or e-mail us at exams@hrci.org.

Affirmation

All applicants—whether applying online or via a paper application—will be asked to sign an affirmation attesting that the information submitted on the application is complete and true. The affirmation also attests that the applicant has read the Certification Handbook, which includes our Code of Ethical and Professional Responsibility (see Appendix F), and agrees to be bound by all policies and procedures set forth in the handbook.

In addition, and in compliance with the accreditation that the HR Certification Institute received from the National Commission for Certifying Agencies (NCCA) in 2009, applicants will have to answer a felony conviction statement.

Application Confirmation

Online applicants will receive an auto-generated e-mail within 24 hours of sending the application confirming successful transmission. This confirms successful transmission only and should not be construed as confirmation of eligibility. Candidates who do not receive this auto-generated message should check the status of their application online before contacting the HR Certification Institute. This may indicate that the application was not successfully transmitted.

HRCI ID Number

All candidates are assigned a 12-digit HRCI ID number. This number will appear on the summary page, the confirmation e-mail and the ATT letter. The ID number is not the same as your SHRM member number, if applicable. Your HRCI ID number and a password will be required to review and modify applications online, to schedule exams and for all communication with the HR Certification Institute. Once certified, this will become your ID number for any future exams and recertification.

All candidates—regardless of how they apply—can review/modify their contact information online. Note that name changes may only be made by HRCI’s staff. If candidates have submitted a paper application, please allow 10 business days from the time of submission before the information will be available in the candidate’s online file.

Additional Forms

The following forms are available online and can be downloaded and completed by applicants as appropriate:

• Supporting Work Documentation form
• Student/Recent Graduate Verification form
• Special Testing Accommodation Request form

When submitting any of these forms, online applicants must include a copy of the summary page printed from their online application. Online candidates have five business days from their online application submission date to forward additional documentation to the HR Certification Institute.

Application Availability

The online application is available until 11:59 p.m. (ET) on the late-deadline date. Online applicants are expected to meet all deadlines. The HR Certification Institute is not responsible for system problems (web site down, etc.). Online applicants are strongly advised to apply well in advance of the regular deadline date. This will allow candidates time to confirm their registration and allow more choices in testing dates, times and locations.

Submitting an Application by Mail

Refer to Appendix C for detailed instructions on how to complete the application.

Completing the Paper Application Form

• Only original applications will be accepted. Paper applications can be obtained from the HR Certification Institute or downloaded from hrci.org.
• When completing the paper application, print the information in the boxes provided, one letter or number to a box.
• Applications—including supporting documentation, forms and payment—must be submitted in one envelope to the HR Certification Institute. Do not fold the application. Paper applications are read using an optical scanner. Folded applications may cause the scanner to misread vital information.
• Applications may be returned if they are incomplete or cannot be read by the optical scanner.
• Candidates who submit an incomplete application will receive an e-mail from HRCI indicating what is needed to make the application complete. To become eligible, candidates must submit the required information by the date indicated in the e-mail.
• Applications postmarked after the late deadline will not be accepted.
• It is strongly recommended that candidates use a traceable mailing method (e.g., certified or registered mail or expedited mail service that requires a signature) to verify delivery.
• Fees for candidates using the paper application can be paid by VISA, MasterCard or American Express, or by U.S. money order, certified/cashier’s check or organizational check.

Payments made by money order, certified/cashier’s check or organizational check must be in U.S. currency and made payable to HR Certification Institute. Candidate’s name and home telephone number (including area code) must appear on the check or money order to ensure accurate processing. Unidentifiable checks and money orders will be returned to the sender. Personal checks are not accepted. Please do not send cash.

For more detailed information about completing the application, including a complete list of approved position codes, please refer to Appendix C.

Mailing Application Materials

Before mailing your application, be sure to:

• Check the application carefully to ensure that all required information (testing window, e-mail address, fees and contact information) is accurate and complete.
• Sign and date the application.
• Include all applicable forms (e.g., supporting documentation, student/recent graduate verification, special accommodation request).
• Include proper payment in U.S. currency and made payable to HR Certification Institute, making sure candidate’s name and home telephone number (including area code) appear on checks or money orders and all credit card information is complete and accurate.
• Use a 9 x 12-inch envelope for mailing (do not fold the application).
• Affix sufficient postage to the envelope to ensure delivery.
• Send the completed application packet and fees to the HR Certification Institute by some form of traceable mail.

Prometric currently has more than 250 test centers throughout the United States, U.S. territories and Canada. In addition, Prometric has test center locations throughout the world.

Before scheduling an exam, be sure to visit the Prometric web site at www.prometric.com/hrci to determine the latest test center information (including hours of operation). Most Prometric test centers are open Monday through Saturday. Prometric reserves the right to change test center locations as necessary.

See Appendix E for information about taking the exam outside of the United States, U.S. territories or Canada.

The HR Certification Institute complies with the Americans with Disabilities Act and Title VII of the Civil Rights Act, as amended, to accommodate candidates with disabilities who need special arrangements to take the exams. Auxiliary aids and services will be provided except where these may fundamentally alter the exam or result in an undue burden.

Prometric, our test delivery vendor, cannot comply with special accommodation requests made by candidates taking the exam outside of the United States, U.S. territories or Canada where local operating conditions or local laws and customs render such requests unlawful, impossible or economically unfeasible to perform.

A special accommodation request must be made by the candidate at the time of application by marking the appropriate box on the online or paper application form and submitting the
Special Testing Accommodation Request form (included in Appendix D and online). This form includes the Documentation of Disability-Related Needs by Qualified Professional section, which must be completed by a professional with a license or credential appropriate to diagnose and treat the candidate’s disability. The nature of the disability, identification of the test(s) and protocols used to confirm the diagnosis, a description of past accommodations made for the disability and the specific testing accommodations requested must be included.

Incomplete or late requests may not be honored.

Optional Service Fees

Optional service fees are not refundable.

VISA, MasterCard, American Express, certified/cashier’s checks, money orders or organizational checks in U.S. currency are accepted for these services. Personal checks and cash are NOT accepted.

It is strongly advised that a traceable method (“signature required”) be used when mailing documentation.

Credit Cards

Fees are due at the time of application submission. Applicants may pay by VISA, MasterCard or American Express.

Money Orders, Certified/Cashier’s and Organizational Checks

Candidates using the paper application can also pay by money order, certified/cashier’s check or organizational check made payable to HR Certification Institute. Personal checks will not be accepted. Please do not send cash.

Candidate’s name and home telephone number (including area code) must appear on all payments made by money order, certified/cashier’s check or organizational check.

If fees for more than one candidate are paid by a single check or money order, a list of all candidates’ names and home telephone numbers (including area codes) must be included with the check and the application materials. Checks and money orders received without proper candidate identification may be returned to the sender unprocessed.

The “testing window” represents the dates in which the exam is offered. Deadline dates for each exam testing window are listed on page 12. All deadlines are postmark dates. The term “postmark date” includes system date/time stamps for online applicants. Applications will not be accepted after 11:59 p.m. (ET) on the late-deadline date. It is strongly recommended that international applicants apply online.

Apply and Schedule Early

The HR Certification Institute shares Prometric test centers with many other certification and licensure programs. The earlier you apply, the sooner your application will be reviewed for eligibility and the sooner you will receive an Authorization to Test (ATT) letter (if eligible) so you can schedule the exam for the date, time and location of your convenience.

Candidates who attempt to schedule their exams after the opening of the testing window may not be able to schedule them for the time and test location of their choice. In rare instances, candidates who attempt to schedule or reschedule their exam late into the testing window may find that they are unable to schedule an exam, date and location. If this occurs, candidates may withdraw from the exam and apply for a 50 percent refund of their exam fee (see the “Cancellations” and “Refunds” section in this handbook). The US$75 application fee is nonrefundable.

Testing Windows and Deadlines

Two testing windows are offered annually. The chart on page 12 outlines the testing windows for each exam and the registration deadlines. A notification e-mail will be sent to eligible candidates within five business days of receipt of a paid and completed application indicating that your ATT letter is accessible. This letter will provide candidates with the information needed to schedule an exam. Applications that require additional documentation (such as a Student/Recent Graduate Verification form) are considered incomplete until the information is received and processed.

Late-Deadline Fee

Applications postmarked after the regular deadline (11:59 p.m. ET) but postmarked on or before the late deadline will incur a US$50 late fee. To be considered complete, applications must include all required supporting documentation. Applications that require additional documentation (such as a Student/Recent Graduate Verification form) are considered incomplete until the information is received and processed. Paper applications received after the late deadline date will be returned to the candidate unprocessed.

SHRM Member Rate

To receive the reduced national SHRM member rate, candidates must have a current SHRM membership and provide their SHRM membership number on the application at the time it is submitted.

A crucial component to any certification program is its recertification requirements. Recertification demonstrates the certificant’s commitment to staying abreast of the changes taking place in the field. The HR Certification Institute requires that certificants recertify their credential every three years either through continuing education activities or by retaking the exam.

Recertification Through Continuing Education

The most popular method for recertifying is by obtaining continuing education credits. Maintaining one’s PHR, SPHR or GPHR credential requires certificants to accumulate 60 hours of HR-related recertification activities through one or more of the following activities:

• Continuing education.
• On-the-job activities.
• Instruction.
• Research and publishing.
• Leadership.
• Professional membership.

For detailed information on the HR Certification Institute’s recertification requirements, please review the Recertification Handbook at www.hrci.org.

Recertification by Exam

Some certified professionals prefer to recertify
by retaking the exam. Recertification-by-examination candidates must:

• Take the exam before their certification cycle expires.
• Recertify only at their current certification level.
• Wait at least two testing windows from their beginning certification date before taking the test.

Recertification-by-examination candidates are subject to the same exam fees as outlined in this handbook and are subject to all optional service fees, if applicable.

Students and recent graduates enrolled in a bachelor’s or graduate degree program may take the PHR and GPHR exams at an initial registration rate of US$120. Passing students and recent graduates must pay the balance of the exam fee once they have graduated and documented two years of exempt-level (professional) HR work experience. They have five years from the date of passing the exam to obtain the two years of exempt-level (professional) HR work experience. Student/recent graduate candidates are not eligible to take the SPHR certification exam.

Student/recent graduate candidates must take the exam no earlier than 12 months before their graduation date and no later than 12 months after graduation from a bachelor’s or graduate degree program.

Completing the Student/Recent Graduate Verification Form

To determine eligibility, students/recent graduates must submit a completed Student/Recent Graduate Verification form in lieu of completing the Qualifying Work Experience section of the application.

Students should complete the top portion of the Student/Recent Graduate Verification form and have it signed by a college or university official. If a college or university official will not verify the date with a signature, then the individual may not apply to take an exam.

Recent graduates should sign the Student/Recent Graduate Verification form and attach a copy of their diploma or a transcript showing that the degree was granted. The date the degree was granted must appear on the diploma or transcript. Official transcripts are preferred.

Candidates who have changed their names since graduation should indicate their former name on the Student/Recent Graduate Verification form and follow the instructions in the “Name Changes” section in this handbook.

Students who obtain a degree from a college or university outside of the United States or Canada must provide an equivalency certificate in order to take the exam as a student/recent graduate. For a list of organizations that offer this service, please go to the “For Students and Recent Grads” section under the “Certification” tab on the HR Certification Institute’s web site.

The completed Student/Recent Graduate Verification form should be mailed with the completed paper application or faxed with a copy of the summary page from the online application to the HR Certification Institute.

Submitting Proof of Work Experience

Students/recent graduates have five years from passing the exam to obtain two years of exempt-level (professional) HR work experience. The PHR and GPHR certification is awarded after student/recent graduate candidates:

• Obtain and provide an official job description for the two years of exempt-level (professional) HR work experience.
• Provide proof of graduation (an official transcript or a copy of the diploma).
• Pay the balance of the exam fee.

Passing students will receive more information about how to submit this information when they receive their score report.

For more information about completing the application form as a student/recent graduate, please see “Completing the Application” in Appendix C.

Student Use of the PHR and/or GPHR Designation

Passing students/recent graduates cannot use the PHR and/or GPHR designation until they obtain the required work experience and have been officially approved to use the credentials by the HR Certification Institute.

Students and recent graduates can notify perspective employers that they passed the exam and will become certified if they obtain the work experience within the five-year timeframe.

Candidates whose applications are denied or certifications are revoked may follow the established appeals process outlined below.

Application may be denied or certifications revoked for any of the following reasons:

• Falsification of work experience or other information on the exam application.
• Misrepresentation of work experience or other information on the exam application.
• Violation of testing procedures.
• Failure to pass the certification exam.
• Failure to meet recertification requirements.

Application Denial and Certification Revocation Appeals Process

Candidates whose applications are denied or certifications revoked for any of the reasons stated above will be notified in writing. Candidates may appeal the decision to the HR Certification Institute. Appeals must:

• Be in writing, signed by the candidate and sent to HRCI by certified mail.
• Include the specific reason(s) for appeal.
• Be accompanied by evidence or other pertinent information refuting the original decision.
• Be postmarked no later than 10 business days after the date on the notification letter.

To be eligible to sit for the PHR, SPHR and GPHR exam, candidates must have at least two years of exempt-level (professional) HR work experience. In the Qualifying Work Experience section of the application, the candidate’s position(s) must be an exact match of the exempt-level HR position codes found in Appendix C of the handbook.

If Your Title is Not on Position List

If a candidate’s title is not on the approved position title list, candidates will need to mark “Other - Non Exempt Level (000)” or “Other - Exempt Level (999)” on the application, submit a completed Supporting Work Documentation form, and submit an official job description. The form must demonstrate that:

• At least 51 percent of the candidate’s daily activities are within the human resource function.
• Those activities are at the exempt (professional) level.

It is in a candidate’s best interest to ensure that supporting documentation clearly demonstrates two years of exempt-level (professional) HR work experience.

The exams reflect today’s HR practices. Although the two years of exempt-level (professional) HR work experience need not be current or sequential, more recent experience is more likely to coincide with the exam’s content.

The HR Certification Institute also offers a special student/recent graduate category. For more information about taking the exam as a student/recent graduate, please see “Student/Recent Graduate Eligibility Requirements” in this handbook.

The HR Certification Institute does not discriminate on the basis of race, religion, national origin, gender, sexual orientation or disability.

Documenting Work Experience

With the exception of students, recent graduates and recertification-by-examination candidates, all candidates must complete the Qualifying Work Experience section of the application to document eligibility. Because of the volume of applications received, we cannot pre-approve applications for eligibility.

NOTE: Candidates may be randomly selected for a certification exam application audit. If selected for audit, a candidate must be able to officially document two years of exempt-level (professional) HR work experience by providing a copy of his or her job description(s) to satisfy the two-year requirement.

Supporting Documentation of Qualifying HR Work Experience

Candidates who cannot find an exact match for a job title on the position code list (found in Appendix C) must list that job title as “Other - Non Exempt Level (000)” or “Other - Exempt Level (999)” on their applications; submit a completed Supporting Documentation form (found in Appendix D) and attach an official job description to show that the position was at an exempt level (professional) and that at least 51 percent of the daily activities were HR focused. Candidates who do not provide this information will be deemed ineligible to take the exam.

Exempt-Level (Professional) Work Experience

Candidates must demonstrate exempt-level (professional) HR work experience. In the United States, “exempt” is defined by the Fair Labor Standards Act (FLSA) and its amendments. All managers and supervisors have some HR responsibilities as part of their jobs, but these responsibilities are generally not the dominant work function on a daily basis and therefore would NOT make them eligible to take the exam.

In the HR field, exempt-level positions are
categorized as:

• HR practitioners (those whose job duties are normally found in the typical HR function).
• HR educators (those whose principal areas of instruction are in the HR field at an accredited institution of higher learning).
• HR researchers (those whose research activities are restricted primarily to the HR field).
• HR consultants (those whose consulting activities are primarily in the HR field).

For those working outside of the United States, the equivalent of exempt-level work is considered to be work done at a “professional” level. For purposes of eligibility for the HR Certification Institute’s exams, professional experience
includes supervisory responsibility and/or creative or original work requiring advanced HR knowledge. If selected for a certification exam application audit, a candidate must be able to provide official documentation–such as an official job description–that demonstrates two years of “professional” level HR work experience.