The Board performs an “audit” of those architects who successfully renew after each renewal cycle.  The Board normally begins preparing for the audit in October.  At that time, randomly selected individuals receive a letter from the Board notifying them that they must participate in the audit with a deadline for supplying the needed verification.

If you are selected to participate, you must provide verification of all continuing professional education (CPE) you reported on your last renewal submitted to the Board.  You must provide verification whether or not you believe you provided information with your last renewal.  If you used carryover (up to 12 hours) from the previous renewal cycle, you must provide verification of that CPE, as well. 

The most common form of acceptable evidence is a certificate of completion from each CPE provider.  Another common form of acceptable evidence may include your AIA transcript.  However, the AIA transcript is not acceptable verification for any self-reported CPE listed.  For this type of CPE, you will need some other verification (such as the certificate of completion). 

If there is a question about whether the CPE is health, safety, and welfare (HSW) subject matter, you may be asked to provide verification of that, as well.  It may be that the HSW designation is listed right on the certificate of completion.  If not, you will need something further.  Your explanation of the CPE, the syllabus, or course outline, etc.; are all evidence you can provide that may be able to show that the CPE you obtained was HSW subject matter. 

A majority of those who are selected to participate in the audit provide evidence that they did obtain the CPE they reported on their renewals.  This process is made much easier if you keep good records and are able to provide those records to the Board, when they are requested of you.  The rules require architects to keep evidence of completion for two renewal cycles. 

If the Board disallows CPE during the audit which leaves you short the requirements for the last renewal cycle, you may be given time to "make up" the CPE.  However, there will be an additional ($100) fee required as part of the process.  However, if you do not have any records and cannot obtain acceptable evidence of completion in a timely fashion to provide to the Board, you will have difficulty with the audit process.  Your credibility may be on the line.  The Board determines whether such cases are deserving of disciplinary action or not; on a case-by-case basis. 

The rules for CPE and the audit of licensee renewals can be found under ORS 671.080, OAR 806-010-0145 (especially subsection 5 – record keeping).  Also, see OAR 806-020-0010, 806-020-0080(6) & ORS 671.90(9).

If you have any questions regarding the CPE audit, you may contact the Board’s Business Services Coordinator, Shelly Coffey.