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Applying for The Examination




Applying for the Examination

Documenting Education and Experience

Applicants must complete and submit an application form either online or by mail with supporting documentation indicating acceptable work experience and education. These credentials are reviewed and evaluated by the ICRM’s Certification Standards Committee to determine if the applicant has fulfilled the qualification requirements.

Purpose of the Application Review

The members of the Certification Standards Committee review the application, and the accompanying documentation. The Committee is responsible for evaluating the evidence of the applicant’s education and experience. The Committee does not evaluate factors such as the person’s effectiveness as a records manager, their participation in professional activities, nor as a community minded citizen. Neither does the Committee evaluate the applicant’s Records and Information Management (RIM) knowledge nor their capability to pass the six part exam. The exams will test the level of knowledge and writing skills.

Since the Committee makes its judgment solely on the paperwork submitted by the applicant, appropriate documentation has to be provided. Experience has shown that submission of complete and accurate documentation with the application form will significantly increase an applicant’s opportunity to become a Candidate.

If the Committee determines that additional documentation is needed to support the application, the applicant will be asked to supply the additional material. An applicant is not considered a “CRM Candidate” and will not be scheduled for the exam until the Committee approves the application.

Applicant’s Responsibility for Documentation

Applicants bear the full burden of providing written confirmation of their qualifications. Each applicant is responsible for providing all the documentary evidence that the Committee may require to make a determination of eligibility. The Committee members are not obligated to follow up on references or other documentation; although, they may do so if they determine that only minor clarification is required. Using statements on the form such as, “see attached resume,” are not acceptable.

The official language of the form is English. If needed documentation is not available in English, the applicant may be asked to provide a satisfactory translation.

Education Requirements

The minimum acceptable education is graduation from high school (completion of 12 grades) or equivalent (e.g. GED Certificate).

The preferred education is a 4-year (bachelor’s) degree from an accredited institution of higher education. The academic major (course of study) need not have been in a records related field. Professional seminars, conferences or workshops are not acceptable even when CEUs are granted.  All claimed education must be documented.  Academic degrees may be documented by either official transcripts or a photocopy of the diploma.  If the status of the educational institution is not known to the Committee, the applicant may be asked to provide evidence of its accreditation.  If academic credits are not expressed in typical US, college semester hours, the applicant may be asked to provide evidence for conversion to equivalent US college semester hours.

Professional Experience Requirements

Applicants who properly demonstrate achievement of a 4-year (bachelor’s) degree from an accredited institution of higher education must also demonstrate one year of professional Records and Information Management (RIM) experience.

Alternatively, one year of professional Records and Information Management (RIM) experience can be substituted for each year of college education.

Experience time is rounded to the nearest completed month. It is calculated based on the date the application was received. It is not calculated to the date of the exam.

Acceptable work experience at the professional level includes the following: conducting studies and surveys or developing, designing, and implementing Records and Information Management (ROM) systems; direct managerial or operational responsibility for programs; or teaching courses in Records and Information Management (RIM) for an accredited institution of higher education on a full time basis.

Unacceptable Technical, Secretarial, Library or Clerical Work

Technicians, secretaries, librarians, and clerks are not automatically excluded because of their job titles. They can be eligible for the exam if they can show the proper work experience. However, people in these jobs do not normally perform the duties determined to be professional records management. For example, “handling” the records “in full compliance with company standards” is not considered professional activity. Generally the work is considered clerical if it is following procedures and professional if it involves developing, implementing and monitoring procedures.

Documenting Professional Work Experience

All claimed professional work experience must be documented and verified by an employer or client.  The Committee requires external, written verification of claimed experience containing sufficient detail to determine if the work meets the standards described above. Verification must include dates the applicant held the job responsibilities described. The documentation can come directly from the employer or can be submitted by the applicant.

Employer can include a supervisor, a manager, a company owner or director, or someone from the Human Resources office.

Formal, detailed job descriptions can be submitted. An acceptable job description contains the job title; the position, scope, and duties in detail; the organization name; the employee’s (incumbent’s) name; the effective date(s); and is dated and signed by both the employee and an appropriate organization official.

If job descriptions meeting the above criteria are not available, letters from employers can be considered if they contain the needed information.

Teachers should provide the syllabi of course taught and a letter from the department head (or equivalent) substantiating the applicant’s position and activities within the Institution. Specific information on the amount of teaching time is needed for the Committee to convert to full-time equivalent.

Consultants and sales (vendor) personnel require additional documentation for the Committee to differentiate acceptable experience from regular sales work. For example, significant system design and implementation for a major client by a full-time consultant might be fully qualifying. Conversely, system advice to a customer in support of a hardware sale, would not be fully qualifying. Job descriptions are helpful but letters from clients are needed. These letters must be in sufficient detail to describe thoroughly the work performed for the clients and provide evidence the services performed meet the criteria for professional Records and Information Management (RIM) experience. Information is also needed on time involved to calculate the full-time equivalent.

Job experience information prepared by the applicant (e.g. a detailed resume) may be helpful to the Committee in following career chronology. However, it can be considered acceptable only when verified in writing by an appropriate employer or client.

Unnecessary (and unwanted) Material

Many applications are approved with only the application form and two pieces of paper in the folder (a copy of the diploma and a certified job description). Voluminous submissions are neither desired nor helpful. Specific items not to include are:

  1. Resumes and other personally prepared items. Personally prepared material cannot be considered unless it is verified by an appropriate third party.
  2. Evidence of conferences, seminars or other (non-college) training attended or presented. Copies of publications, speeches, awards, plaques, etc.
  3. Award and congratulatory letters (unless they are the only evidence of work experience).
  4. Evidence of professional association membership  and accomplishments. Being president of the local chapter is not qualifying job experience.
  5. General letters of recommendation or endorsement from any source that are primarily personal and which do not contain needed details of job performance. Applicants are not approved on their personality or the personal endorsements of colleagues – they are approved on the basis of documented education and job performance.
  6. Copies of certifications, licenses, or credentials from other professions. A certification for tax preparation or financial planning is not creditable.

Application Fees

The fee for an application for CRM Candidacy is $100.00 USD. Since the application fee is charged for reviewing the applicant’s file, it is non-refundable. If the applicant is not approved, the fee is not refunded. 

Time Limits

An applicant who is asked to provide the Committee with additional documentation has one year after the original application date to be provide it.  If additional documentation  is not provided in that time frame, the file is considered closed. If the applicant then wishes to be reconsidered (a resubmission) another $100 (US) application fee will be charged.

Appeals

A decision by the Certification Standards Committee is final unless formal written appeal procedures are followed. An appeal can be filed by any unapproved applicant by addressing a letter requesting such an appeal to the Appellate Process Committee of the Institute.