The office workplace is changing rapidly. New technologies, new streamlined organizations, and global competition are transforming the way we work and think. Our skills must be constantly updated.

Administrative professionals are being given even greater responsibilities. In today's business environment, you need every advantage to stay on top. What can you do to adapt to these changes and maximize your value to employers?

Professional certification shows employers, clients and associates that you are serious about your career. The International Association of Administrative Professionals^® (IAAP^®) offers the Certified Professional Secretary^® (CPS^®) rating and the Certified Administrative Professional^cm (CAP^cm) ratings.

Certification is a valuable tool for both employers and administrative professionals. For employers, it assures that a prospective or existing employee has the highest standard of professional understanding and technical skill. For administrative professionals, certification opens doors to advancement opportunities and is a valuable learning experience.

VISUAL 2

The Institute for Certification first developed and administered the Certified Professional Secretary examination in 1951. Although the format and content of the test have changed over the years, the exam’s purpose has not. The CPS rating is the achievement of the internationally recognized standard of proficiency as a professional secretary. More than 59,000 office professionals now hold the CPS rating.

The CPS examination is a one-day exam, with three parts. The CPS exam is administered each May and November at more than 250 locations in the United States, Canada, and other countries. You can find a current list of exam sites, as well as the complete application packet, on the IAAP Web site at www.iaap-hq.org

Who’s eligible? You may apply to take the CPS exam if you have completed two to four years of work experience in administrative positions in the past 15 years. You may also apply to take the CPS exam if you do not have your experience complete but are currently employed in an administrative position. The amount of required work experience varies according to your level of college or technical education. Students and business educators may also qualify to take the CPS exam.

VISUAL 3

The Certified Administrative Professional (CAP) program certifies advanced competencies required to perform effectively as an administrative professional. This advanced certification program builds on the existing Certified Professional Secretary (CPS) rating. The CAP exam was offered for the first time in May 2001, and the CAP rating was awarded to 279 administrative professionals.

The CAP examination is a one and one-half day exam, with four parts. The exam is offered twice annually—in May and November.

The CAP and CPS exam have similar eligibility requirements. However, to apply to take the CAP exam, you must have completed two to four years of work experience as an administrative professional in the past 15 years. Your educational background determines the amount of required work experience.

Although advantageous, membership in IAAP is not required to take either exam.

VISUAL 4

What type of work experience qualifies for the CPS or CAP rating? The experience must:

Meet the IAAP definition of an administrative professional.

Be verified. You will need to ask your employer (or employers) to verify your work experience by completing a form called the "Job Function and Employer’s Statement." This form is submitted with your exam application.

Be at least two months of continuous employment.

Be within the past 15 years.

Include at least 12 months with one employer within the past five years.

Part-time and/or volunteer administrative experience is also acceptable provided at least 20 hours a week were worked.

To meet examination requirements, work experience must meet IAAP’s definition an administrative professional. International Association of Administrative ProfessionalsÒ (IAAP) defines an administrative professional as:

"An individual who possesses a mastery of office skills, demonstrates the ability to assume responsibility without direct supervision, exercises initiative and judgment, and makes decisions within the scope of assigned authority."

To apply for the CAP and CPS ratings, it is important that your work experience meets this definition.

As an example, two years of work experience as a retail store sales associate would not count towards your CPS or CAP rating. However, two years of work experience as office manager for the retail store headquarters would qualify.

A year of volunteer work (20 hours per week) in the infant room of a day care center would not count towards your CPS or CAP rating. However, a year of volunteer experience (20 hours per week) as a secretary in the volunteer administration office would most likely qualify.

VISUAL 6

The number of years of work experience required varies depending on your level of formal education:

· Candidates with a high school diploma must have 4 years of experience

· Candidates with an associate degree must have 3 years of experience

· Candidates with a bachelor’s degree must have 2 years of experience

Documentation of formal education must be submitted with your exam application. This can be a copy of your college transcript or diploma.

There are special considerations for full-time students in a degree program and business educators, in the CPS exam requirements.

The application, complete requirements, employers’ form, and exam center list are all found in the Certification Application Packet. This packet is available through local IAAP chapters, IAAP Headquarters, and the IAAP web site www.iaap-hq.org

To earn the CPS rating, administrative professionals must study a wide range of materials and gain a broader education. This equips them to effectively handle a bigger array of problems and to develop innovative ideas.

The three-part CPS examination covers Finance and Business Law, Office Systems and Administration, and Management.

The CAP examination includes the three parts of the CPS examination, plus a fourth exam area covering "Organizational Planning."

Current CPS holders are required to only take Part 4 (Organizational Planning) of the CAP exam.

Part 1 of the certification exams tests a candidate’s knowledge of:

Economics (30%)

Accounting (35%)

Business Law (35%)

Finance and Business Law is a 2-1/2 hour exam consisting of 135 multiple-choice questions. Candidates are allowed to use a hand-held calculator for the accounting section of the test.

Part 2 of the certification exams tests a candidate’s knowledge of:

Office Technology (50%)

Office Administration (25%)

Business Communication (25%)

Office Systems and Administration is a 2-hour exam consisting of 165 multiple-choice questions.

Part 3 of the certification exams tests a candidate’s knowledge of:

Behavioral Science in Business (36%)

Human Resources Management (19%)

Organizations and Management (45%)

Management is a 2-hour exam consisting of 165 multiple-choice questions.

Part 4 of the CAP exam tests a candidate’s knowledge of:

Team Skills

Strategic Planning

Advanced Administration

Organizational Planning is a 3-1/2 hour exam consisting of 100-150 questions. Part 4 of the CAP exam is a scenario based multiple-choice exam with one best answer and one less preferable answer, and two incorrect answers.

The first three parts of both exams primarily focus on testing a candidate’s knowledge of a single concept in a single question. In contrast to the first three parts of the exam, Part 4 of the CAP exam requires candidates to analyze a situation, determine the critical factors of the situation, and then properly apply a wide range of knowledge. Critical thinking skills will be very important.

Note: Those who have already attained the CPS rating can obtain the additional certification by passing Part 4 of the CAP exam, Organizational Planning.

The investment you make to attain the CPS or CAP exam can yield significant personal and professional advantages. Certification is a mark of excellence that you carry with you everywhere you go.

Applications for the CPS or CAP exam must be submitted by March 1 for the May test and by September 1 for the November test.

The exam fee to take all three parts of the CPS exam is $160. New candidates are required to take all three parts on their first attempt. There is a $75 fee to retake individual parts of the exam.

In addition, there is a non-refundable processing fee of $35 for IAAP or $60 for non-members.

The exam fee to take all four parts of the CAP exam is $225. New candidates are required to take all four parts on their first attempt. There is a $75 fee to retake individual parts of the exam.

In addition, there is a non-refundable processing fee of $35 for IAAP or $60 for non-members.

For both the CAP and CPS exams, candidates must start the exam the year they are approved or the following year; otherwise a new application and processing fee will be required and qualifications must be reevaluated.

Candidates have three consecutive years (six attempts), if necessary, in which to pass all parts of the CPS or CAP exam.

There are some special circumstances and special fees that may apply to the CPS and CAP certification programs.

Administrative professionals who have already attained the CPS rating, must pass Part 4 "Organizational Planning" to attain the CAP rating. The fee for the Part 4 exam only is $110 for IAAP members or $135 for non-members.

In some cases, new candidates may wish to obtain both the CPS and CAP ratings. New candidates who elect to receive both ratings must pay an additional administrative fee of $50 for IAAP members or $75 for non-members.

How can you prepare for the CPS and CAP exams?

Work experience will provide valuable background for both exams. It is expected that competent administrative professionals will:

be thoroughly familiar with current techniques in office practices and procedures,

be aware of developments in office systems and technology, and

have the ability to apply sound management concepts.

However, some of the exam is based on knowledge gained from formal education and informal reading. There are a variety of ways you can get ready to take the CPS and CAP exams.

Many candidates choose to set up a self-study program. IAAP publishes "The Certification Review Guide" to help candidates outline a course of study. This guide includes the content outline for the exam, sample questions, and a bibliography of recommended study materials. References listed in the Certification Review Guide are actual college textbooks used to write exam questions. It is recommended that candidates use the latest edition of at least one textbook listed in each of the major test areas. No one source is intended to provide all materials tested on the certification exams.

Review classes are especially good for candidates who have been away from the classroom for a number of years, or who have limited background in some of the exam areas. For example, you may benefit from a CPS review class in economics, business law, or accounting, if you are not completely familiar with these areas. Many colleges and IAAP chapters offer review courses to help administrative assistants prepare for the exam.

Many regular classes at a local college or community college will provide essential background for the CAP and CPS exams. For example, course work in the areas of business law, management, information systems, accounting, and communications are recommended for the CPS exam. For Part 4 (Organizational Planning) of the CAP exam, upper division management courses or on-the-job management training courses are recommended.

Local IAAP chapters can provide advice and guidance to CAP and CPS candidates. Many of the IAAP chapters have lending libraries of CPS review materials. Some IAAP chapters sponsor mock exams to simulate the actual testing environment under which candidates sit for the exam.

Each candidate for the CPS or CAP exams must decide which methods of preparation work best for them. It is recommended that all candidates use a variety of materials to prepare for these certification exams.

Why have more than 59,000 administrative professionals worked for and achieved professional certification?

Certification provides opportunities for career advancement. The increased skills and knowledge you gain through certification will give you a competitive edge for promotion and hiring. An IAAP survey of 1,098 secretarial job descriptions found that CPS holders are more likely to perform supervisory tasks, actively participate in staff meetings, write articles for publication, perform tasks requiring decision-making, and handle other advanced responsibilities.

There is always competition for the best jobs. An opening for a prized executive or administrative position can receive an overwhelming number of applications. Some companies use the certification as a requirement for executive level administrative support positions, and as a screening tool in identifying highly skilled candidates. Having the CAP or CPS certification gives you a competitive edge in today’s job market.

Certification can result in salary increases and bonuses. A recent IAAP Membership Profile study shows that CPS holders earn an average of $2,228 more per year than those without certification do.

Many colleges and universities offer academic credit for studying for and passing the CPS exam. Each college sets its own policies on credit and degree requirements; however, the American Council on Education (ACE) recommends 32 semester hours of academic credit for the CPS rating. Obtaining the CPS rating can be a stepping stone to a two-year or four-year college degree. In 2003, IAAP will request an ACE recommendation for the CAP exam as well.

The Directory of Colleges and Universities Granting Credit for the CPS Rating is available for purchase from IAAP. This directory lists schools who have contacted IAAP. It is a good idea to contact your local college or university to determine if credit is awarded.

Earning certification boosts the individual’s confidence and skills. When CAP or CPS candidates are asked about their reasons for pursing certification, they often list self-esteem, self-improvement, self-confidence, and self-satisfaction. Personal growth and personal fulfillment are the strongest motivators you can have to complete this program. There is a high level of pride in achieving professional certification.

Attaining certification demonstrates to your employer, your customers, and your co-workers that you are committed to your profession. By bringing a higher level of skills and knowledge to your job, you will earn greater levels of respect.

A survey by Dataquest indicated that management associates certification with higher levels of service, higher productivity, and faster learning. The perception is that that certified employees—in any field—are:

Better trained

More highly skilled

Have stronger work ethics and personal integrity

Career-oriented and professional

More knowledge with up-to-date information

Committed to quality and continuous improvement

More reliable

More productive

Provide a higher level of customer service

What happens after you achieve the CAP or CPS rating?

Approximately 45 days after the exam, you will receive notice (by mail) from IAAP indicating if you have successfully passed the exam. Those candidates who pass the exam and meet the work experience and education requirements receive a highly prized certificate and pin. Many certification holders frame their certificate and proudly display them in their work area.

After achieving certification, you become eligible to join the Certification Academy. Membership in The Academy is offered exclusively to individuals who have attained the CAP or CPS rating. The Academy provides a network for those who have earned certification to assist in promoting and supporting the IAAP certification programs. The annual membership fee ($15 for IAAP members or $30 for nonmembers) includes a subscription to the Academy News that is published twice a year.

Another exclusive opportunity is open to all CPS and CAP recipients and exam registrants. Each year, IAAP holds a three-day seminar offering advanced professional education. [The presenter is encouraged to add information about the most current seminar here]. The annual seminar provides intensive, specialized training and education to keep your skills current and maintain your status as an exceptional performer. This is also a valuable time to network with other certified professionals.

Businesses recognize the value of education, and encourage employees to take classes, attend seminars, and update their skills. The CPS and CAP program can help you meet the continuing education requirements of your employer through re-certification. CPS and CAP holders are required to re-certify every five years. This assures that you are staying abreast of new technologies, techniques and issues in the profession. It helps maintain the high quality standards and value that comes along with certification.

 

The business world is changing dramatically and we, as professionals, must change with it.

The CPS and CAP ratings offer significant and attainable goals for those who want to be identified as exceptional administrative professionals.

Deciding to participate in the CPS or CAP program is an investment in your future. Individuals who complete certification and re-certification set themselves apart from their peers. Achievement of the CAP or CPS rating demonstrates a special personal commitment to quality, professionalism, and life-long learning.

Administrative professionals and their employers will gain a new standard of excellence through the certification programs offered by the International Association of Administrative Professionals (IAAP).