1. Standards for Registrants
1.1 Registrants in the Register of Educational Psychologists held by the Hong Kong Association of Educational Psychologists Limited (HKAEP), also referred to as HKAEP members; demonstrate an acceptable standard of professional skills and competencies based on a defined body of knowledge in educational psychology.
1.2 HKAEP members meet the educational and training standards set by the HKAEP.
1.3 HKAEP members apply professional knowledge and skills in the practice of the educational psychology profession in accordance with the Scope of Practice for Educational Psychologists in Hong Kong.
1.4 HKAEP members adhere to the Code of Professional Conduct for Educational Psychologists in Hong Kong which provides guidance and rules for the performance of professional responsibilities.
1.5 HKAEP members participate in continuing professional education to keep abreast of knowledge and developments in the profession.
1.6 HKAEP members acquire appropriate indemnity cover/professional liability insurance for their practice.
1.7 HKAEP members make a declaration of no criminal convictions.
1.8 HKAEP members maintain open communication with service users about their services, such as providing service users with clear information necessary for making informed decisions, informing service users about the complaints processes of the HKAEP, and adhering to the principles and rules governing the practice of advertising outlined in the Code of Professional Conduct for Educational Psychologists in Hong Kong.
1.9 HKAEP members promote and engage in inter-professional and multidisciplinary collaboration to assure a safe and effective practice of the profession.
2. Membership Review for Initial Application
2.1 Secretarial staff check documents and issue acknowledgement receipts within 1 week from the date that a membership application for HKAEP is received.
2.2 Secretarial staff follow up with applicants for clarification of information, missing information or missing documents, when necessary.
2.3 Secretarial staff conduct initial vetting by checking each of the following:
2.3.1 the completed application form with supporting documents
2.3.2 academic eligibility
2.3.3 supervised clinical practica completed for the postgraduate degree;
2.3.4 thesis completion
2.3.5 the certificate of professional indemnity insurance
2.3.6 the registration free HK $1500
2.3.7 the initial application fee HK$500 (waived for applications submitted in 2019)
2.4 The Registration Committee should hold a meeting at least every 3 months to discuss and endorse the applications.
2.4.1 Registration Committee member(s) should declare a conflict of interest if an applicant concerned is working in the same organization / institution as the Registration Committee member(s)
2.4.2 Registration Committee member(s) who have collaborated with the applicant concerned, including in a mentor / mentee relationship, during the 3 years prior to the time of application should not review the application concerned.
2.4.3 Registration Committee member(s) who were former colleagues / collaborators of/with the applicant concerned, but have not been in the same organization / institution in the 3 years prior to the time of application, are allowed to review the application, unless a conflict of interest is identified.
2.4.4 A Registration Committee member in attendance will be appointed to moderate the discussion of an application for which the Chairperson of the meeting has a conflict of interest.
2.5 Secretarial staff should record decisions and comments occurring during the Registration Committee meeting.
2.6 Secretarial staff should contact applicants for any clarification or additional information (if required) and relay this to the Registration Committee for a decision.
2.7 Secretarial staff should issue decision letters to applicants within 1 month from the date of a decision by the Registration Committee.
2.8 If applicants provide sufficient documents to the HKAEP, the normal processing period for the membership application is 3 months.
2.9 If an applicant does not submit documents required by the HKAEP within 6 months from the date of HKAEP’s written request, the HKAEP will destroy the application and supporting documents. The applicant will have to re-apply by re-submitting the application and required documents.
2.10 In the event of an appeal request received regarding the decision of the Registration Committee, the following actions will be taken –
2.10.1 The HKAEP Council Chairperson will appoint a representative from the Council to conduct an initial examination to collect relevant information about the decision made by the Registration Committee, determine the nature of the appeal, and report initial findings to the HKAEP Council.
2.10.2 The HKAEP Council will advise on a course of actions (including but not limited to instructing the Registration Committee to reconsider the decision if additional information is provided by the applicant, or setting up an ad hoc committee with at least one registrant who is not involved in the HKAEP Council or committees to make a decision where necessary).
2.10.3 The HKAEP Council will make the final decision, considering the advice from the ad hoc committee (if applicable).
2.11 In order to maintain accurate documentation and integrity of the Register, an internal audit will be undertaken annually by an appointed person to randomly check five percent of the application files handled by the secretarial staff to check for accuracy and completion of all required information and documents.
2.12 Annual audits of randomly selected individual registrants will be undertaken to maintain the integrity of the Register and regulation standards. Every year five per cent of registrants will be randomly selected for auditing of their compliance with all registration requirements for the past year(s) including continuing professional development (CPD) logs and documents and certificates of professional indemnity insurance. Auditees will be required to submit the supporting documentation within a specified period of time. Registrants will not be selected to participate in 2 consecutive audits. Failure to meet the HKAEP registration requirements or present acceptable supporting evidence may result in removal from the register.
2.13 In order to improve the transparency of registration decisions regarding membership, a regular internal audit will be undertaken to review these decisions, including those regarding admission to and removal from the register. Ten percent of the registration decisions on admission of registrants, at least one case of rejection (if applicable), and one case of removal related to disciplinary or renewal cases (if applicable) will be reviewed every year by an auditing group of educational psychologists who are not members of the Registration Committee.
3. Membership Reviewing Procedures
|Document checking by Secretarial staff|
|Initial Vetting by Secretarial staff|
|Decision making by Registration Committee Meeting
(held every 3 months)
4. Membership Review for Renewal Application
4.1 Secretarial staff send a renewal notice by ordinary mail to registrants whose registration will expire in two months’ time.
4.2 Secretarial staff check documents and issue acknowledgement receipts within 1 week from the date that a renewal application for HKAEP is received.
4.3 Secretarial staff follow up with applicants for clarification of information, missing information or missing documents, when necessary.
4.4 Secretarial staff conduct initial vetting by checking the following required items and seek endorsement from the Registration Committee within 1 month from the date that the application is received.
4.4.1 A completed renewal form with supporting documents
4.4.2 A certified copy of a certificate of professional indemnity insurance
4.4.3 A cheque payment of HK$1500 for the annual registration fee
4.5 Secretarial staff sends a new registration certificate as evidence of registration status to registrants upon approval of the renewal application.
4.6 For rejected applications, Secretarial staff should issue decision letters to applicants within 1 month from the date of a decision by the Registration Committee.