Exciting Changes in Certification/Last Day to Submit an Application under currrent model: December 31, 2024

We wanted to update the IOA Community regarding the status of Program Accreditation and its impacts on individual certification.  

As we have previously shared, a Joint Task Force was established in 2022 to explore the development of a program accreditation model.  This was the natural next step based both on IOA’s current Strategic Plan and the Board of Certification’s recommendations.  To support the Task Force’s work, IOA hired a subject matter expert to review and benchmark our certification program against others.  The consultant made a series of recommendations that matched the thinking of the Joint Task Force and also confirmed the direction we needed to go.  

One of the recommendations was to stand up a Program Certification model, not a Program Accreditation model, so the Joint Task Force focused on what a properly structured office would need to look like, and how an office can be structured to allow the ombuds to adhere to the Standards of Practice.  Many offices and organizations have expressed an interest in Program Certification to help demonstrate and highlight the importance of both the ombuds function and a properly structured office.  Certain sectors i.e. higher education, government, healthcare, biomed research, also have a culture that values certification and accreditation, so this additional certification will be especially important for those offices.    

Creating a Program Certification model is both exciting and has positive implications for those who were/are not able to be certified under the current model that combines individual skill with environmental compliance to the Standards of Practice.   It also means that we are embarking on a series of changes that will begin in December and move through June of 2025.  Some aspects of these changes are known, because the Board has approved a new model.  Some of the details we have not finalized,  as the Board is still discussing and has yet to act.   But please know we are committed to sharing what we know and what we don’t know, and are also committed to updating the community monthly though June.    

What We Know:   

Timeline:    We are guided by this timeline for decision-making and launch: 

Do No Harm:   We are also guided by the goal not to disadvantage or disenfranchise anyone as changes are made and finalized.  Our goal is to remove as many barriers to access certification as possible, especially for issues that are outside an ombuds control.   This means both at the ombuds’ organization as well as at IOA.   

Program Certification:  Last week, the Board of Certification approved the Task Force’s final recommendations to certify ombuds offices and we will begin accepting applications for programs and offices to be certified starting June 2025.    This will allow us time to set up new committees and train those involved.  

Changes to Individual Certification:  By standing up a program certification model that focuses on environmental compliance to the Standards of Practice, we have paved the way for individual certification to be retooled.   A workgroup composed of members of the Board of Certification, leadership from the Eligibility Committee and our Executive Director is preparing a draft proposal for the Board of Certificaiton’s consideration that will be acted on no later than February.  This proposal will reimagine certification requirements with a focus on individual skills, knowledge, experience, and ethical requirements that celebrates individual achievement and will not include whether an ombuds is working in an office that is properly structured, but rather understands how to practice in a properly structured office and navigate the Standards of Practice.   

In anticipation of these changes, the last day we will accept applications for CO-OP Certification under the current model will be December 31, 2024.  This will allow the Eligibility Committee time to process any existing applications before a new model is adopted.   We plan to begin accepting applications under a new model beginning April, 2025.   

CO-OP Exam:  There are also exciting changes on the exam front.   We have been able to work with our existing exam provider to 1) offer the exam remotely in addition to physical testing centers, and 2) keep the exam window open year round.  Starting in March, you will be able to register for the exam and decide if you want to take it remotely and/or  when you want to take it.   To be able to handle the anticipated applicants, we will establish a schedule that uploads applicant information into the Prometric platform once a month, allowing the applicant to then schedule the exam at a time that works best for you.   

What We Don’t Know/Still In Progress:   

We also recognize that some interim changes may need to be adopted to move from one model to another.  For example, under the current model the exam is valid for 3 years. If your exam expires during the hiatus from December 31- April 15, we may need to “toll” the expiration date so you will not be disadvantaged by the hiatus.   Another example applies to those currently certified as Candidates for CO-OP.  This category of certification was established to meet the needs of those ombuds whose office could not adhere to SOPs, so this category of certification will change as a result of changes to individual certification.  As you come to us with specific scenarios and questions, we will create a FAQ that will be available on the CO-OP section of the website so the community can see decisions and our thinking.  

In addition, changes to individual certification may cause changes to the recertification.  The recertification committee is discussing how best to address any changes that may be needed and how best to handle the transition.    We know that many CO-OPs need to recertify in 2025, so this is of great importance and we will inform you as soon as decisions have been made.   

Timing of Exam:  Currently, anyone can take the exam, even if the required hours have not been obtained.   In the new model, we are exploring whether one must complete hours in practice before taking the exam. If you do not yet have hours in practice but would like to take the exam when it opens, we suggest holding off until further decisions have been made. 

Name change:  In anticipation of two types of certification, the Board of Certification has discussed names for the various certifications and whether CO-OP as a certification name serves us.   For years, certified ombuds have expressed concern that CO-OP (used as an acronym) was misunderstood, and/or that title practitioner doesn’t fully articulate or adequately define our expertise as certified ombuds.   Therefore, the Board is exploring a new naming convention to register and more details will be shared once finalized.    

We are excited about these changes and also recognize that with change comes questions.   We welcome your questions.   Please feel free to contact Mollie Berg, Board of Certification President, or Ellen Miller, IOA Executive Director and we will circle back.