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TREASURERS’ ASSOCIATION OF VIRGINIA

CERTIFICATION PROGRAM

HANDBOOK FOR DEPUTIES

Introduction

The Certification Program advances the professionalism of local government officials and their staff and is administered by the Weldon Cooper Center for Public Service and the School of Continuing and Professional Studies, University of Virginia, under the auspices of the Treasurers’ Association of Virginia.

This handbook gives complete information on the professional Certification Program for local government deputy treasurers that began in January 1989 and was revised in June 1997, August 2000, August 2003, and March 2005, with the latest revision in May 2010. The latest changes are effective November 16, 2010.

The Certification Program for Treasurers is presented in a separate handbook.

The Career Development Program for Deputy Treasurers as adopted by the 2004 General Assembly is also contained in this handbook. The funding for this program was approved beginning with fiscal year 2006. It is administered by the State Compensation Board.

General guidelines are provided for the Association of Public Treasurers of the United States and Canada’s (APTUSC) certification program for Certified Municipal Finance Administrators (CMFA). This program is administered by the University of Virginia for APTUSC.

General guidelines are provided for the Virginia Government Finance Officers’ Association (VGFOA) certification program for Certified Public Finance Officer (CPFO). This program is administered by the Radford University for VGFOA.

Table of Contents

I. Purpose of the Program Page 3

II. Designation of Professional Titles Page 3

III. Administration of the Program Page 3

IV. Definitions Page 4

V. General Rules & Eligibility for Certification Page 6

VI. Requirements for Initial Certification Page 6

A. Mandatory Courses Page 7

Exam Retakes Page 7

Course Exemptions Page 7

B. Continuing Education Page 7

Elective Courses Page 8

Deputy upgrade to Treasurer Page 9

VII. Requirements for Re-Certification Page 9

“Annual” Requirements Page 10

Failure to Meet Minimum Requirements Page 10

Continuing Education Point Options Page 11

Complete course listing Page 11

VIII. Standards for Judging Education Programs Page 13

IX. Presentation of Professional Designation Certificates Page 14

X. Application Deadline & Fees Page 14

I. Purpose of the Program

The Certification Program is designed to advance the professionalism of the local governmental treasurer and his/her staff in the Commonwealth of Virginia. Local government finance, like other professions, requires special study, knowledge, and skills.

The constituency that is served by the treasurer and his/her staff deserves a high level of professional competence. This Certification Program is designed (a) to set forth regulations and standards that recognize professional attainment, and (b) to meet and update those standards.

The Certification Program will:

• Assure the public of the basic knowledge and competency of the local deputy

• Assure the local deputy of reasonable professional recognition

• Assure professional advancement and acknowledgement of the competency of the local deputy by his colleagues in the field of municipal finance.

When properly implemented, the Certification Program will lead to acceptance as finance professionals by the public, the business community, the academic society, and the field of municipal finance.

II. Designation of Professional Titles

A professional Certification Program is hereby established. Deputies completing the Certification Program shall be designated as Master Governmental Deputy Treasurer, MGDT.

III. Administration of the Program

The Certification Program shall be administered by the University of Virginia’s Weldon Cooper Center for Public Service and the University’s School of Continuing and Professional Studies under the auspices of the Treasurers’ Association of Virginia.

The Association, in conjunction with the Center, shall prescribe the standards deputy treasurers in Virginia must meet in order to be recognized as Master Governmental Deputy Treasurer.

All records of the Certification Program shall be kept at the Weldon Cooper Center for Public Service at the University of Virginia. All correspondence dealing with the Certification Program should be directed to the designated Center staff member. The Center shall also be the official record keeper, responsible for maintaining accurate, updated records for use by the membership of the Association. The records will remain the property of the Association.

The Certification Review Committee is a standing minor committee consisting of three (3) members appointed by the President of the Association. The Committee is responsible for reviewing and approving all applications for certification and re-certification, and for hearing appeals of decisions on certification and re-certification.

IV. Definitions

As used in this set of regulations and standards, unless the context clearly shows otherwise, these terms or phrases have the following meanings:

Application Form:

A Form to be completed and sent to the Center once the participant has met the requirements to be certified or re-certified.

Association:

Treasurers’ Association of Virginia, also referred to as TAV

Center:

Weldon Cooper Center for Public Service at the University of Virginia

Certification Year:

Period from November 16 to November 15 of the following year

Deputy:

Chief Deputy and any other employee designated as a Deputy by their Treasurer; must have been duly sworn by the Clerk of the Circuit Court of the locality

Elective Courses [for deputies]:

Include, but are not limited to TAV elective courses shown in full on page 11, other new TAV courses as developed, as well as approved VGFOA and Commissioner of the Revenue courses

Enrollment Form:

A form to be completed and sent to the Center in order to begin participating in the Certification Program

Liaison:

The following liaison positions are given like recognition as minor committees: National & State Associations Liaison (e.g. APTUSC, NACCTFO, VALECO, VACo, VML, VGFOA, Commissioners of the Revenue Association of Virginia), State Government Liaison (e.g. Auditor of Public Accounts, Compensation Board, Department of Taxation, DMV, State Treasurer, Office of the Attorney General)

Major Committees:

Annual Conference, Public Relations, Education Oversight, Curriculum, Continuing Education, Futures, Accreditation, Innovations & Technology, and Legislative Committees.

Mandatory Courses [for deputy’s initial certification]:

Courses required to be taken and examination passed in order to partially meet initial certification requirements. Mandatory classes are Roles & Responsibilities of the Treasurer and Customer Service

Minor Committees:

Auditing, Certification Review, Career Development Audit, Awards, Constitution and By-laws, Directory, Ethics, Membership, Nominating, Resolutions, Statistical Abstract, Retired Treasurers, and Town Treasurers Committees.

Member in Good Standing:

A member is considered to be “in good standing” if Association membership dues are kept current annually and there have been no material findings from a complaint reviewed by the Ethics Committee.

Related Fields:

Accounting, finance, banking, legal administration, government, political science, public administration, and/or business administration

Treasurer:

City, county, or town treasurer, or director of finance in those localities where the director is charged with the same duties as a treasurer and where the director of finance believes in the principles set forth in the Constitution of the Treasurers’ Association of Virginia, Article II: Objects and Definitions

V. General Rules & Eligibility for Certification in order to qualify for certification and to maintain certified status, deputies must meet the following minimum criteria:

• Be a sworn deputy

• Must have been a member of the Association for at least two years prior to the time of application for certification and shall remain a member in good standing

• Must believe in and practice the Code of Ethics of the Association

• Enroll in the program by submitting a completed enrollment form to the Center and paying the $75.00 enrollment fee

• Must provide a letter of recommendation from the treasurer

• Once the educational requirements in Section VI have been met, must submit a completed certification application form to the Center and pay the remaining certification fee

VI. Requirements for Initial Certification

In addition to meeting the general rules and minimum criteria for certification in Section V, deputy treasurers must meet the following educational requirements:

• Earn 35 points/credits from Parts A and B of this section

• Mandatory classes must be completed (includes taking and passing the exam)

• 3 elective courses must be completed (includes taking and passing the exam)

November 15 is the cut-off date to meet the initial certification requirements in any given year. There is no time limit to achieve initial certification. Participants may take as long as necessary to complete the initial certification requirements. The points earned for certification, as outlined in Parts A and B, below can only be earned beginning July 1, 1988.

On November 15 of each year, the Center generates a list of those deputy treasurers who meet the certification requirements. The Certification Review Committee is responsible for reviewing and approving each application for initial certification. Deputies approved by the Certification Review Committee are considered certified as of November 15 of that year. After approval by the Committee, the list of certified deputy treasurers will be released to the membership. Appeals concerning decisions of the Certification Review Committee must be made to the Committee within fifteen business days of publication of the list of certified deputy treasurers.

Part A – Mandatory Courses

Roles & Responsibilities of the Treasurer

Customer Service

Deputies will earn 4 continuing education points for each mandatory class completed. Once both classes have been taken and passed, the deputies will have earned 8 points towards the 35 points necessary for initial certification.

Exam Retakes

If a participant fails an exam, he/she may retake the exam once at no additional charge. If failed a second time, the participant must retake the course. After the initial course attendance, the registration fee for the same course will be set to cover the cost of meals and updated course materials only.

Course Exemptions

There are no course exemptions at this time.

Part B-Continuing Education

Deputies will earn the remaining points needed to reach a minimum of 35 points required for initial certification by attending TAV conferences and meetings, TAV elective courses, affiliated associations’ classes, and events and other approved training.

TAV Conferences and Meetings

Members may earn continuing education points by attending the following:

1. Treasurers’ Association Annual Conference [7 to 9 points]

2. Annual Continuing Education Conference [6 to 8 points]

3. Spring & Fall District Meetings [5 to 7 points]

4. Other conferences approved by the Certification Review Committee [varies]

TAV Elective courses:

Deputies seeking initial certification are required to take three (3) elective courses and pass the exam. This course selection will earn the candidate 4 points per class with a maximum of 12 points towards certification. All additional courses taken will earn continuing education points only (no exam will be required). A complete list of all classes can be found under Continuing education course listing on page 11 of this document.

The Curriculum Committee has approved most VGFOA and Commissioner of the Revenue courses as electives; however, the participant should verify with the Center if a class is not on this list.

Training

Members may earn continuing education points by attending the following:

1. Other Compensation Board Sponsored Training [4 to 8 points]

Meetings

For credit to be awarded for the following meetings, a copy of the agenda and proof of attendance must be submitted to the Center. Examples of proof of attendance would be a sign-in roster supplied by the sponsoring organization or a certificate of attendance.

1. Regional district meetings (e.g. NOVA, Tidewater, Southwest Virginia Clerks & Treasurers’ Association [Varies]

2. VALECO annual meeting [1 point]

3. VGFOA, GFOA, APTUSC, or NACCTFO annual, state, province, or regional conferences [Varies]

4. Other meetings approved by the Certification Review Committee [Varies]

Other

The participant should verify with the Center that the following will qualify for credit before taking the class. Proof of attendance will be required before credit will be granted.

1. Class in the field of money management-1 point per credit hour

2. Class in the area of social and interpersonal concerns-1/2 point per credit hour

3. Class in the field of computers and software-3 point maximum per class

4. Other training offering CPE credits

Certification upgrade from Deputy to Treasurer

To upgrade from a certified Master Government Deputy Treasurer to a Master Government Treasurer you must become appointed or elected as Treasurer and take and pass the exam for all missing required mandatory courses as well as earn an additional 35 points.

VII. Re-Certification

The re-certification process takes place over a 4-year period with annual continuing education requirements. Annual requirements must be met by November 15 of the year.

On November 15 of each year, the Center generates a list of those deputies who meet the annual and 4 year re-certification requirements. The Certification Review Committee is responsible for reviewing and approving each application for re-certification. Deputies who are approved by the Certification Review Committee are considered certified as of November 15 of that year. After approval by the Committee, the list of certified deputies will be released to the membership. Appeals concerning decisions of the Certification Review Committee must be made to the Committee within fifteen (15) business days of publication of the list of certified deputy treasurers.

Requirements

Deputies seeking re-certification are required to achieve a 4-year period cumulative continuing education point’s total of forty eight (48) or above. At least 50% of all period required points for re-certification must come from TAV sponsored programs.

Participants are also required to meet cumulative minimum requirements for continuing education points each year while working toward re-certification. The point levels are established on a tiered basis. Points earned over the minimum tier for each year will carry over to help the participant meet the following year’s requirements:

Year 1 6 continuing education points

Year 2 12 continuing education points (cumulative between years 1 & 2)

Year 3 24 continuing education points (cumulative between years 1, 2, & 3)

Year 4 48 continuing education points (cumulative for all 4 years)

Participants are allowed to roll over accumulated points in excess of the 4 year re-certification requirement from one re-certification period to the next up to twelve (12) points (25% of the 4-year requirement). For example, if a deputy has earned 58 points at the end of the 4 year re-certification period, ten (10) points will be carried over to the next re-certification period. Please note, no points are allowed for rollover from initial certification. Caution: deputies who are certified under the MGDT must earn a minimum of four (4) points per year without regard to the above minimum requirements, if they are participating in the Career Development Program.

Failure to meet the annual requirements

If a participant does not earn the required minimum number of points for a given year, he/she will be “suspended” from certified status and may lose career development funding as a result. In order to be reinstated, the participant will need to reach the next tier of points by November 15 of the next year. For example, if a deputy has not earned six (6) points by November 15 of Year 1, he/she would be suspended from certified status. In order to be reinstated, the deputy would need to have earned twelve (12) points by November 15 of Year 2.

Failure to meet the requirements at the end of the 4-year period – “rolling window” reinstatement procedure

If the participant fails to meet the continuing education point’s requirement at the end of the 4-year period, he/she will be suspended from certified status and may lose career development funding as a result. The participant will then be subject to a “rolling window” reinstatement procedure. The 4-year re-certification window will automatically become the last 4 years. As of November 15 of the next year, the participant’s points for the current year and the 3 years prior will be reviewed. If the participant meets the re-certification requirements at that time, he/she will be considered re-certified and will begin the process of re-certifying again from the beginning. If the participant does not meet the re-certification requirements, the rolling window would then be shifted to the next year, and again, points for the then current year and the previous 3 years will be reviewed.

Please note: Once Career Development funding has been lost as a result of certification suspension, it will not be automatically reinstated. The deputy will be placed back in the queue to receive funding as it comes available.

Continuing Education Point Options

TAV/VGFOA/Compensation Board Courses

All courses are typically 12 points or 1 point per credit hour unless otherwise posted. Exams are not required for recertification (except online courses); however you will receive 1 additional point for taking the exam and 1 more additional point for passing the exam.

|TAV/VGFOA/Comp Board Courses |Continuing Education |CE Points |CE Points plus Passing |

| |Points |Plus Exam |Grade |

|Advanced Cash Management |12 |13 |14 |

|Advanced Governmental Accounting |12 |13 |14 |

|Auditing & Internal Controls |8 |9 |10 |

|Banking & Cash Management |12 |13 |14 |

|Bankruptcy |10 |11 |12 |

|Budgeting |10 |11 |12 |

|Business Ethics (on line only) |8 |9 |10 |

|Cash Management (prior to 2010)* |12 |13 |14 |

|Community Planning |8 |9 |10 |

|Customer Service |8 |9 |10 |

|Delinquent Collections |12 |13 |14 |

|Effective Media Relations |8 |9 |10 |

|General Technology |8 |9 |10 |

|Intermediate Governmental Accounting |8 |9 |10 |

|Introductory Governmental Accounting |8 |9 |10 |

|Investment Management |12 |13 |14 |

|Issuing Debt and Debt Management |12 |13 |14 |

|Lawful Employment |8 |9 |10 |

|Leadership |8 |9 |10 |

|Roles & Responsibilities of the Treasurer |10 |11 |12 |

|Spanish for Government Officials |10 |11 |12 |

|VA Government & Law |8 |9 |10 |

Classes can be retaken for credit as long as 4 years has lapsed between enrollments.

*Cash Management was split into two courses in 2010: Banking and Investments.

**Please remember that exams are required for initial certification and for all online courses**

**Exams are not required when taking for re-certification**

TAV Conferences and Meetings

Members may earn continuing education points by attending the following:

1. Treasurers’ Association Annual Conference [7 to 9 points]

2. Annual Continuing Education Conference [6 to 8 points]

3. Spring & Fall District Meetings [5 to 7 points]

4. Other conferences approved by the Certification Review Committee [varies]

Training

Members may earn continuing education points by attending the following:

1. Compensation Board Sponsored Training [4 to 8 points]

Meetings

For credit to be awarded for the following meetings, a copy of the agenda and proof of attendance must be submitted to the Center. Examples of proof of attendance would be a sign-in roster supplied by the sponsoring organization or a certificate of attendance.

1. Regional district meetings (e.g. NOVA, Tidewater, Southwest Virginia Clerks & Treasurers’ Association [Varies]

2. VALECO annual meeting [1 point]

3. VGFOA, GFOA, APTUSC, or NACCTFO annual, state, province, or regional conferences [Varies]

4. Other meetings approved by the Certification Review Committee [Varies]

College and University Courses in the following concentrations:

1. Management

2. Accounting

3. Public Administration

All others may be submitted to the Curriculum Committee Chairperson for approval.

Other

The participant should verify with the Center that the following will qualify for credit before taking the class. Proof of attendance will be required before credit will be granted.

1. Class in the field of money management-1 point per credit hour

2. Class in the area of social and interpersonal concerns-1/2 point per credit hour

3. Class in the field of computers and software-3 point maximum per class

4. Other training which offers CPE credits

VIII. Standards for Judging Education Programs

The following guidelines must be met for continuing education credit to be recognized:

1. Educational programs should be supervised by an accredited institution of higher learning or by a government agency. Programs offering CEUs should also be approved by an accredited university or college.

2. Attendance at class sessions is required of all students enrolled. Attendance rosters and/or similar forms shall be used for keeping accurate attendance records. No credit for attendance will be given for a certain activity unless the session is attended in its entirety.

3. The contact hours (number of clock hours spent in instruction) shall be distributed over the major curriculum areas as follows:

a. At least 50% of the hours should be in public finance administration, including governmental accounting, investing, budgeting or duties related to the Treasurer’s Office.

b. The remaining hours, if any, should be in areas of social and interpersonal concerns, such as:

Written and oral communications

Personnel management, including individual motivation & work production

Human relations

Office programming & management

Community & public relations

Personal growth & development of the deputy

The deputy in the government environment

Ethics in government

IX. Presentation of Professional Designation Certificates

Once the deputy has met all of the requirements for certification or re-certification, an appropriate certificate shall be presented to him/her from the Association and the Center. Certificates for initial certification will be presented at the Spring District Meeting the following year. Certificates for re-certification will be mailed to the qualified recipients following approval of the list by the Certification Review Committee.

X. Application Deadline & Fees

Applications for certification must be received at the Center by November 15 to ensure adequate time for review by the Certification Review Committee.

Initial Certification

Original amount due $175.00

Less: Deposit at enrollment - 75.00

Net amount due at certification $100.00

Re-Certification

Amount due at certification $ 75.00

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