Records system update
NCEES launched a new and improved Records program on June 20, 2016. The new system features
- Faster processing times. You can now expect to complete the application process electronically within approximately 30 days.
- Online verification process for work experience and professional references.
- No application fee.
- No annual renewal fee.
Accounts that were established prior to the launch of this new system must be linked to your MyNCEES account in order to access and transmit your Record to a state licensing board. NCEES customers are now able to access all NCEES products and services through their MyNCEES account.
New Records system FAQs
- The old Records system was working just fine. Why did NCEES update it?
Many state licensing boards have implemented, or are in the process of implementing, an electronic application process. The Records program is designed to support the application process and requirements of the state boards, which made it necessary to upgrade the system to a fully electronic process that meets their updated specifications.
- How will my new Record differ from my old one?
Your new Record will no longer be a static document that could potentially include outdated information. Instead, it will be generated each time you request a transmittal to ensure it is as up-to-date as possible.
In the old system, as long as your Record was properly updated during the annual renewal process, your Record was eligible to transmit for 12 months. In reality, some of that information could have expired during that 12 month period and a state board may have required you to provide information in addition to your Record in order to consider your licensure application.
In the new system, you will be required to review and update your information before transmitting your Record. This ensures it is as current as possible at the time it’s transmitted and potentially prevent delaying licensure.
At the request of the state boards, the new system will generate a new document each time a transmittal is requested. This ensures that the information included in your Record is as up-to-date as possible and will better provide the state boards with the information they need to quickly process your comity licensure application.
- Does it matter when my original Record was established?
Yes. The application format that was in place at the time your original Record was established will determine the amount of information that can be migrated into the new system. Accounts that were established prior to 2008 were done so before an electronic application process was implemented and will require more updating in order to meet the enhanced specifications of the state licensing boards.
- Will I have to re-enter or re-verify any of my information?
Yes. You will have to re-enter and re-verify information in the new system. The amount of information that must be re-entered or re-verified depends on the application method that was in place at the time your original Record was established. You can request a copy of your original application to assist in this process.
- I do not forsee having to transmit my Record in the future. Do I have to go through the process of re-establishing it in the new system?
- Did NCEES destroy or purge all of my old information in the transition?
No. Your information was not destroyed or purged. The format of the new system simply doesn’t allow for paper documents to be uploaded. If you established your record prior to 2008, you can request a copy of your original application at any time by submitting a help ticket through your MyNCEES account.
- Will my original application be available to me if I wait a while to re-establish my Record?
Yes. If you established your record prior to 2008, your original application will be available upon request at any time. To request a copy, submit a help ticket through your MyNCEES account. If you established your record after 2008, most of your original application information will be brought over from the old system to the new.
- Why does my information have to be re-verified once it’s entered into the new system?
Your information must be officially verified in the new system in order to meet the updated specifications of the state licensing board.
- Is there a fee associated with re-verifying my exam and license information?
Each state licensing board is responsible for setting any fees related to exam and license verifications. Typically, exams and licenses are verified with the appropriate board at no charge. Specific instructions on how to complete a request and any applicable fees are provided for each state board when you make a request.
- Do I still have to pay an annual renewal fee?
No. The new system does not require an annual renewal fee.
- How long will it take to transmit my Record the first time in the new system?
This depends on when your original Record was established. Older accounts include more information and will require more time to update in the new system.
You should allow approximately 30 days to re-enter and re-verify any required information in the new system. Once it’s eligible to transmit, it should take approximately 2-3 days to process.
- What information are you able to transfer from the old system?
This depends on when your original Record was established and the application format that was in place at that time.
- Do I have to re-verify all of my existing licenses?
Most states do not require verification of all licenses. However, you must have current verifications for all of your licenses if you intend to transmit your license to Indiana, Montana, or Pennsylvania. To transmit to other state boards, your initial license must be verified.
- Do I have to re-verify all of my exam results?
Yes. All exam results must be verified through the new system. Only the state licensing board through which you were approved to take the exam can verify your exam results. Exam result verifications do not expire.
- Do I have to re-verify all of my work experience?
While it is best to have as much of your experience re-verified as possible, state boards typically only need to see 4 years of verifiable work experience.
- What if I’m unable to re-verify any portion of my work experience?
If a work experience entry cannot be verified due to the supervisor being deceased, you have lost contact with them, the place of employment has closed, or has changed ownership, you can select to self-verify the experience. When self-verifying your work experience, you must provide an explanation for why the experience cannot be verified.
- Can I provide new professional references if I’m unable to re-verify my current ones?
Yes. Additional professional references can be added at any time.
- How many professional references are required in order to transmit my Record?
You must have a minimum of 5 currently licensed professional references in order to transmit your Record.
- What if my initial PE references from when my Record was first established are no longer available?
References that are no longer available are not valid references. A reference must be someone that a state board could contact should they wish to do so.