Answers to Frequently Asked
Questions about the Certified Professional Secretary®
(CPS®)
and Certified Administrative Professional®
(CAP®) Programs
How often can I take the exam?
What are refund and withdrawal policies?
What are qualifications for taking the exams?
Applying for the CPS or CAP Exam?
These frequently asked questions will assist you in submitting your application.
| Q | What is the application deadline? |
|
A |
Applications must be postmarked by February 15 for the May exams; August 15 for the November exams. |
| Q | What are the dates of the exams? |
|
A |
The CPS and CAP exams are administered the first consecutive Friday and Saturday of May and November. |
| Parts 1–3 of the CPS and CAP exams are administered all day Saturday and Part 4 of the CAP exam is administered Friday afternoon. (Certain Sabbatarian centers have been approved to give the exams on Thursday and Friday due to religious beliefs of those testing). Exam dates are posted on the IAAP Web site (www.iaap-hq.org) under “Events & Conferences.” | |
| Q | What is the cost for a new three-part CPS candidate? |
|
A |
IAAP members pay a processing fee of $50 plus a $160 examination fee. Nonmembers pay a $75 processing fee plus a $210 examination fee. |
| Q | What is the cost for a new four-part CAP candidate? |
|
A |
IAAP members pay a processing fee of $50 plus a $210 examination fee. Nonmembers pay a $75 processing fee plus a $260 examination fee. |
| Q | What methods of payment are accepted? |
| A | Check, credit card, or a bank draft. Do not send cash. We do not accept postal money orders. |
| Q | If I take the four-part CAP exam will I also gain the CPS rating? |
|
A |
No. New candidates have the option of applying for either the three-part CPS exam and achieving that rating, or applying for the four-part CAP exam and achieving that rating. |
| Q | How does a new candidate attain both ratings? |
|
A |
Enroll as a CPS candidate first, pass the exam and meet the experience requirements, and then enroll as a CAP candidate (taking Part 4 only). |
| Q | How does a current CPS holder earn the CAP rating? |
| A | By applying for and passing Part 4 of the CAP exam. |
| Q | What is the cost for a CPS holder taking Part 4 of the CAP exam? |
| A | IAAP members pay $120; non-members pay $145; there is no processing fee. |
| Q | What is the cost for retaking a part of the CPS or CAP exam I previously did not pass? |
| A | The cost per retake is $50 per part for IAAP members, $75 per part for nonmembers. |
| Q | How do I submit the fees and application? |
|
A |
Mail application and backup documents, along with check payable to IAAP, to 10502 NW Ambassador Dr., PO Box 20404, Kansas City MO 64195-0404. |
|
A |
Or fax application and backup documents with credit card authorization and expiration date to 816.891.9118 or 816.801.1378. |
| If faxing application with credit card authorization, do not mail original. | |
| Q | How will I know if my application has been received and approved? |
|
A |
You will be notified by e-mail when the Certification Department has reviewed and processed the application. Those who do not have e-mail will be notified by mail. |
| NOTE: Due to the large number of applications coming in at one time, the Certification Department is not able to confirm receipt of each application as we receive it. If you have not received a confirmation after 4 weeks, please contact the Certification Department. |
Are you wondering how often you can take the exams?
These frequently asked questions will assist in understanding the IAAP time limit regulations.
| Q | How many parts do I have to take on my first attempt? |
| A | New CPS candidates must take all three parts. New CAP candidates must take all four parts. |
| Q | How many opportunities do I have to pass all parts? |
|
A |
You may use six consecutive attempts (three years), if necessary, to pass all parts of either the CPS or CAP exam. The three-year time limit starts the first time the examination is taken, and ends six exams later (whether or not the exam has been taken at each administration). |
| Q | What happens if I do not pass all parts in the three-year time limit? |
|
A |
If all parts are not completed in the three-year time limit, you may submit a new application and fees and start over. Credit for parts previously passed will not be carried over. |
Do you have questions about refund and withdrawal policies?
These frequently asked questions will assist you in answering those questions.
| Q | If I apply for a given exam and decide to not take it, what happens to my fees? |
|
A |
Candidates withdrawing up to 15 days prior to the exam for which they are registered may receive a refund of one-half the examination fee paid. No refund is given in case of absence without written notice to the IAAP Certification Department. |
| Q | What happens to the processing fee? |
| A | The processing fee is non-refundable. |
|
Q |
If I apply for a given exam and decide I really won’t be prepared until the next exam, what happens to my fees? |
|
A |
Examination fees are not transferable to future exams for this reason. You would need to withdraw from the given exam and re-register for the next exam, paying all exam fees. |
What qualifications are needed to be approved to take the exams?
These frequently asked questions will assist you in making that determination.
| Q | How much experience do I need to be approved to take the CPS or CAP exam? |
|
A |
The amount of experience needed is determined by educational background. An applicant with a bachelor’s degree needs two years administrative experience. An applicant with an associate degree needs three years administrative experience. And an applicant with no college degree needs four years administrative experience. If using a college degree to reduce the work experience requirement, please submit a copy of the degree with your application. |
| Q | Must all of the experience be complete before I apply to take the exams? |
|
A |
CAP exam applicants must have all experience complete and verified at the time they submit their application. |
|
CPS exam applicants may apply prior to having all experience complete, as long as they are currently working in an administrative position, or are a full-time student in a degree granting program. Business educators with 12 months administrative experience in the past 15 years may also apply for the CPS exam. |
|
|
Q |
If I am currently employed in an administrative position, but have not met all experience requirements, how much time do I have to complete the balance? |
|
A |
CPS exam applicants have six years to complete the remaining experience. However, the CPS rating will not be granted until the candidate has fulfilled the experience requirements and submitted verification to the Certification Department. |
| Q | Is only full-time administrative experience acceptable? |
|
A |
No. Administrative experience of at least 20 hours per week is also considered. Each segment of experience must be at least 2 months continuous. |
| Q | Am I required to be a member of IAAP before taking the CPS or CAP exam? |
|
A |
No, though members of IAAP do receive discounts on exam fees and some study materials. Details on all member benefits are on the IAAP Web site (www.iaap-hq.org). |
| Q | Must I have a college background to take the CPS or CAP exam? |
|
A |
No. However, based on your administrative experience, a combination of courses may be helpful. Candidates may need three to six hours of course work at community college level in the areas tested on Parts 1–3 of the CPS and CAP exams. For Part 4 of the CAP exam, 6–9 hours of upper division management courses are recommended (or the equivalent in on-the-job management training courses). |
| Q | How far back can I go to support my administrative experience? |
|
A |
All experience submitted must be within the past 15 years. Also, all experience must be at least two months continuous. |
| Q | Does all experience have to be with one employer? |
|
A |
No. However, total experience submitted must include 12 months continuous with one employer in the past five years. |
| Q | How is experience verified? |
|
A |
Administrative experience should be submitted using the Job Function & Employer’s Statement (included in the Application Packet) or a letter from the supervisor listing dates of employment, job title, and job duties. |
| Q | Is a resume sufficient documentation of experience? |
|
A |
No. A resume provides clarification of work experience history, but does not verify work experience. |
| Q | If I have proctored the exam may I apply for approval to take the exam? |
|
A |
An examination proctor may take the exam after two years have lapsed since proctoring and when all other criteria are met. |
|
Q |
What employment verification does a CPS holder need to submit when applying to take Part 4 only of the CAP exam? |
|
A |
A CPS holder applying to take Part 4 only of the CAP exam is required to submit only the completed application and fee. No employment verification is needed. |
Do you have questions about where you can take the exam?
These frequently asked questions will assist you in determining a location near you.
| Q | How do I find out where the exams are given? |
|
A |
The center listing can be found on the IAAP Web site (www.iaap-hq.org), under Professional Certification and then Forms. Not all centers listed are used for each exam, so candidates are asked to make three choices of possible centers. |
| Q | How will I know what center I’ve been assigned to? |
|
A |
An admission ticket is sent to each approved candidate prior to the exam. The admission ticket provides the location of the exam center, directions, and the proctor’s name and phone number. |
| Q | What if I am military personnel or a military dependent? |
|
A |
IAAP has an agreement with Defense Activity for Non-Traditional Education Support (DANTES) to administer the exams to military and civilian personnel in military installations overseas. You need to include the name and contact information of the base test control officer with your application for approval to take the exam. |
| Q | What if I am a U.S. citizen working abroad? |
|
A |
We do have some examination centers overseas open to all candidates. For others where there is no center, the applicant can check with the U.S. Embassy to see if they are able to proctor the exams. If so, the applicant will include the name and contact information of that individual with their application for approval to take the exam. |
Wondering what to study? How
to prepare?
These frequently asked
questions will assist you in directing your course of study.
| Q | What are the parts of the CPS and CAP Exam? |
|
A
|
The examination outline for CPS candidates is Office Systems and Technology, Office Administration, and Management. The outline for CAP candidates is Office Systems and Technology, Office Administration, Management, and Advanced Organizational Management. |
| Q | What do I study? |
|
A |
The Certification Review Guide should be used to direct any course of study for these examinations. The Guide includes examination outlines, sample questions, bibliography of recommended study materials, and suggestions on exam review. |
| References listed in the Certification Review Guide are actual college texts used to write examination questions. It is recommended that candidates use the latest edition of at least one textbook listed in each of the major areas tested. | |
| Q | Where do I get the Certification Review Guide? |
|
A |
The Certification Review Guide is available free of charge on the IAAP Web site (www.iaap-hq.org). Select Professional Certification and then Forms. |
| Q | Are there review materials available specific to the CPS and CAP exams? |
|
A
|
Several review materials are available from which to study.
These are listed in the Certification Review Guide under "References
for Broad Overview." Each of these materials is intended for use as a review
of materials previously learned. They should be used in conjunction with the
bibliographic references listed in the Guide. Keep in mind that no one source is intended to provide all materials tested on the CPS or CAP examination. Each candidate must decide which method or methods of preparation work best for them. |
| Q | Where do I find the materials listed in the Certification Review Guide? |
|
A |
Materials to assist candidates are available from various sources, such as public college libraries, bookstores, publishers, Web sites such as www.amazon.com, etc. |
Tips to assist you in preparing for the CPS and CAP exams
1. Obtain the latest Certification Application Packet for complete requirements, application forms, fees, etc. This Packet is available through the Certification Department, Distribution Department, or on the IAAP Web site under Professional Certification – in Forms. Pay close attention to deadline dates and proper fees.
2. Download and print the Certification Review Guide on the IAAP Web site under Professional Certification – in Forms. This Guide, which should be used to direct any course of study, includes the outline, bibliography, and sample questions. Comparing the outline with your own background helps you determine what course of study will work best for you.
3. Obtain at least one or two comprehensive textbooks in the areas tested (these are listed in the bibliography). Check public libraries, college libraries, publishers, www.Amazon.com, etc., for these references. It is important to use several sources when studying for the CPS and/or CAP exams. References listed in the bibliography are actual college texts used to write examination questions.
4. Plan your study schedule for each area tested. Plan to spend 8-10 hours per week dedicated to intensive study of each area. If you have a good background in the areas tested, a minimum of 2-4 weeks will be required for a review of materials previously learned. Without a good background, candidates may need 3-6 hours of course work at community college level in the areas covered on Parts 1-3 of the CPS and CAP exams. For Part 4 of the CAP exam 6-9 hours of upper division management courses are recommended, or the equivalent in on-the-job management training courses.
5. If you prefer to study in a group, some IAAP chapters and local colleges provide review courses. These courses are intended strictly as a review of materials previously studied.
6. Review materials are available in various forms. These review materials are listed in the “References for Broad Overview” section of the Certification Review Guide. Prentice Hall has review manuals and self-study guides, a Computerized Study Guide, and an on-line review for the CPS and CAP exams. Metcalf Educational Services has audio tapes, a PC tutorial, PC mock exams, and flash cards. (Keep in mind that these are intended strictly for review of materials previously learned. These materials are not intended to teach or to cover everything that will be on the exams. These materials are not used to write the actual examination questions. Any review materials should be used in conjunction with the bibliographic references listed in the Guide.)
7. Whatever methods of study are used, take notes, re-read chapters, highlight and make notes in the margins of books you have purchased. Quiz yourself after completing the study of each area.
8. After completing your initial study for an area, again compare what you’ve studied with the outline found in the Guide. Make sure all areas in the outline have been covered. Quiz yourself.
9. A few days before the exam, go over your notes again. Some candidates like to spend this time taking quizzes from the review materials they have used. Remember though, you will not see those same questions on the exam.
10. Get a good night’s sleep the night before the exam. If you are not familiar with the location of the exam center make a test drive to avoid any delays exam day. For those candidates traveling a distance to take the exam, make sure you check into the hotel early and have time to relax.
11. Exam day is not the day to cram. Your studying should be done and you should take time to calmly arrive at the exam center.
12. When the exam starts, listen carefully to the proctor’s instructions. Properly fill out the answer sheets. Read each question carefully. Do your best.
13. After the exam, don’t try to rehash how well you did. Enjoy the evening with your family and friends.
14. Relax and wait for the performance report that will be mailed to you approximately 45 days after the exam.
Do you have questions about what happens after you take the exams?
These frequently asked questions will address those concerns.
| Q | How soon will I be notified, after the exams, if I have passed? |
|
A |
Performance Reports are mailed from Kansas City MO approximately 45 days after the administration of the exam. |
| Q | What does the Performance Report tell me? |
| A | A “Pass” or “Need” will show on Performance Reports. |
| Q | How is the passing score set? |
|
A |
The pass/fail cut-score is determined using a criterion-referenced method. |
| Q | What is the criterion-referenced method? |
|
A |
This is a method where candidates’ performance is measured based on a predetermined standard or set passing score. |
| Q | Who determines what cut-score will be used for the CPS and CAP exams? |
|
A |
The Educators on the Institute for Certification, using psychometric data from the current exam and psychometric history, set the cut-score. A psychometric consultant is included in this process. |
| Q | What do I receive if I have passed all parts? |
|
A |
A certificate plaque, dated for five years, and pin are received after meeting all requirements and passing all examination parts. |
| Q | Why is the certificate dated for five years? |
| A | CPS and CAP holders are required to recertify every five years to keep their certification active. |
| Q | How is recertification achieved? |
|
A |
Recertification is achieved by earning 90 points every five years in the categories of education and experience, leadership, and an elective category. Complete details on recertification can be found on the IAAP Web site (www.iaap-hq.org), under Professional Certification and then Recertification. |
| Q | Is it possible to attain college credit after passing the CPS or CAP exams? |
|
A |
The American Council on Education (ACE) does recommend college academic credit for those who have passed the exams. Complete details can be found on the IAAP Web site (www.iaap-hq.org), under Professional Certification and then Forms. |