Continuing Professional Development (CPD) audits are carried out by the Audit Committee up to twice a year. Selection for an audit is random based on CPHRTM ID numbers. If audited, a CPHRTM holder must provide supporting documents for their CPD activities to the audit committee within 30 days. It is important to retain documents relating to professional development activities. These include the original description of the program and confirmation of completion issued by the activity sponsor, payment receipts or outcome reports. The CPHRTM designation may be revoked if the person reporting CPD hours is unable to satisfy the audit criteria. The audit process will verify the appropriateness, suitability and adequacy of the professional development activities listed in the documents provided.
Frequently Asked Questions
Why do we need an audit process?
The audit process is a demonstration of our commitment to maintain the highest standard of professional practice of human resources management by CPHRTM designates. This is the proof of our conviction that the CPHRTM designation can safeguard the interests of the employer, employees, and general public. We establish the credibility of CPD reporting practices through an independent, verifiable audit process.
Who will be audited? What do you mean by random selection and why?
Every CPHRTM member will be subject to audit each year. Exceptions include members on medical leave. For full details, please refer to the full CPD Standard. With the use of software to draw randomly, all CPHRTM members have an equal chance to be audited. There is no skewing of sampling, or pre-determined criteria in our selection. The random selection concept reconfirms the credibility of an objective, independent process.
In view of the audit process, should I complete the CPD Summary Log?
The completion of the CPD Summary Log is optional. You are responsible for providing documentation detailing each activity for the hours you reported, including he name of sponsoring institutions, title of the program or session, a brief description of the professional development activity, dates of each activity, and duration in hours. You should also keep all the supporting documents, including certificates of completion and receipts of payment of each activity. The CPD Summary Log is only one of the tracking tools provided for member use.
Will I know if I am selected for the audit process?
Yes. You will receive a letter by email from the Audit Committee advising that you have been randomly selected. You will be contacted to provide documents supporting your CPD hours. You will also be advised of the 30-day timeframe of when the supporting documents are needed.
Can you give me an example of the type of documents you expect me to show you?
For example, in A1 of the CPD Summary Log, the required information includes: name of the session or program, date and duration, details of sponsor organization, program description with HR contents specified, completion certificate, and, in some cases, official transcripts. If you do not have these supporting documents at the time of audit, it is your responsibility to obtain them to present to the committee.
How long do I need to keep the supporting documents to professional development activities?
You need to keep the supporting documents to professional development activities for each year within the most recent three year reporting period. Please note: the rolling three year reporting period begins in 2019.
If I am selected for an audit, how do I know I have provided satisfactory documentation?
Once the Audit Committee receives your supporting documents, these will be reviewed and verified. At the end of the review process, you will receive a communication as to the outcome of the process. Usually within 90 days.
Does the Audit Committee get to decide if my CPHRTM designation is to be revoked?
The Audit Committee reports the outcome of the review process to the CPHR Registrar at CPHR BC & YK. They provide opinion and make recommendations in regards to the CPD hours that are audited. The Audit Committee does not make the final decision relating to the status of any CPHRTM designation.
What course of action can I take if I disagree with the outcome of the audit process?
You may appeal to the Board of Directors of CPHR BC & YK if you disagree with the outcome of the audit process. However, the appeal process does not re-open the contents and sufficiency of verification that has been audited, as the audit process is final. The appeal process may look at new information relating to specific circumstances if it involves revoking the CPHRTM designation.
If I have a question on the audit process, how do I get an answer?
Contact the Audit Committee.