Work Record Validator List

The Work Record Validator List (WRVL) is a high-level, chronological overview of an applicant’s work experience and the first form to be completed in the CBA process.

The WRVL is the first e-Form to be completed in the Competency Based Assessment System. It includes dates of employment, employment position titles, responsibilities, and reference/validator information.

Each WRVL page must include:

  • The name of the employer and the position that was held
  • The country the work was performed
  • The start date, end date, and total months that were worked with the company

Applicants must provide at least forty-eight (48) months of engineering experience supported by validators and references. Periods of unemployment, education, parental/maternity leave or non-engineering experience are not required and should not be listed. Applicants are encouraged to provide all their relevant experience. Gaps should be no longer than seven (7) years. When describing the brief overview of a position, applicants must explain how and where they personally applied engineering theory through:

  • Design
  • Design Review
  • Analysis
  • Problem Solving

They must also briefly describe:

  • The engineering problem they solved
  • Focus on their specific contribution to the work, structure or process
  • The calculations and/or analysis they performed
  • Engineering principles applied

Also, applicants should avoid using examples where they performed:

  • Routine maintenance
  • Testing
  • Construction
  • Assembly

These should only be included if it involved a problem for which they provided an engineering solution (i.e., the applicants applied engineering principles)

You must type your employment history in a chronological order and provide contact information for your validators and references.

Verifying Work History and Competency

Work experience history and competencies must be verified in two ways:

  1. References confirm the applicant was employed for a given period and position
  2. Validators review and score the competencies in the CBAT that the applicant has claimed for that position
RoleResponsibilityProfessional BackgroundNumber Required
ReferenceConfirms employment, duration, and position(s)
  • Manager at the employer


  • Human Resources at the employer


  • The validator (as below)
At least one for each position
Validator Validates and scores each listed competencyExpected to be a P.Eng. or equivalent senior practitioner in engineering who took responsibility for the applicant's technical work.At least three


Technical Responsibility

Taking technical responsibility could mean providing guidance on the applicant’s technical work and/or authenticating the work and/or conducting a detailed review of the applicant’s technical work.  

Senior Practitioner

A non-P.Eng. that has an engineering degree and (10 or more years of) professional engineering experience.

Any validator who is not a P.Eng. must explain how they are a senior practitioner in engineering. This may include providing their engineering qualification (engineering degree and professional designation). If needed, this information will be requested by the Registration Program Administrator during processing.

Additionally, family members and relatives are not allowed to be references or validators. If a family member is used as a reference or validator, an explanation must be provided. Acceptability of the reference or validator is at the discretion of the APEGA Board of Examiners.

Failure to provide an appropriate validator or reference could result in an application being deferred or refused. The onus is on the applicant to ensure that they are using appropriate validators and references.

Work Record References

A reference is a person who can confirm the applicant's position and duration of their experience with a company. Ideally this person is also listed as a validator however, the reference can be a manager, colleague, or a human resources staff member. The reference does not need to have technical knowledge of the applicant's work and does not need to have been their direct supervisor.

There needs to be at least one reference for each employer the applicant has worked for.

Modified Reference Questionnaires

APEGA sends the Modified Reference Questionnaire (MRefQ) out to any reference identified on the Work Record Validator List (WRVL).

A reference, they should review the work record looking at the dates the applicant worked for the company, the details the applicant has provided, and the validator the applicant provided. These details are included on page 3 of the questionnaire. It is highly encouraged to incorporate comments on the Modified Reference Questionnaire (MRefQ) to assist APEGA in their review of the applicant. The reference will need to complete each MRefQ that they receive from APEGA.

Reference waiting for outstanding MRefQs, should check the spam, junk, and quarantined folders of their inbox. The emails come from an auto-send email address and may be flagged.

The Modified Reference Questionnaires are confidential.*

If an applicant is providing two or more validators for the same employment position, copy and paste the details of the position onto separate pages of the WRVL and provide each validator's information on a different page.

If an applicant is not using their experience at a company to prove a competency, they may include their reference's information in the validator section. 


Work Record Validators

A validator is a Professional Engineer (P.Eng.) or Professional Licensee Engineer (P.L.(Eng.)) who took technical responsibility for the applicant's work.   Validators will be asked to review the applicant’s self-assessment and provide a score and commentary for each competency they were assigned to. Validators will also be asked to provide overall feedback about the applicant’s suitability and readiness for registration.

A validator must have first-hand knowledge of the provided examples and be able to comment on the quality and competence of the work. Supervisors, mentors, managers, colleagues, or clients are all possible validators for the application. Applicants must provide at least three (3) validators who can rate and validate the examples provided for each of the 22 key competencies. 

Colleagues or mentors that the applicant did not directly work with do not qualify to be validators because validators need to have taken technical responsibility for the work.

If the validator is not registered with an engineering regulatory body in another Canadian jurisdiction, please identify the following:

  • Professional designation
  • Registration country

Failure to provide an appropriate validator could result in the application being deferred. The onus is on the applicant to ensure appropriate validators are being used. 

Validator Response Forms (VRFs) & Validator Overall Reference Forms (VORFs)

APEGA requires validators to complete 2 forms for a CBA application, the Validator Response Form (VRF) and Validator Overall Reference Forms (VORF).

The Validator Response Form (VRF) is sent to validators at the beginning of the application and as the  validator , they will have to look at the competency they are validating, the action, situation, and outcome example that was provided by the applicant and then they will score that competency based on the example provided. Comments are only mandatory for scores of 0, 1, 2, and 5 but it is strongly encouraged to provide a comment to assist the reviewer of the application. The validator will have to complete as many VRFs as they were assigned by the applicant; a minimum of 1, a maximum of 20.

The Validator Overall Reference Form(VORF) is sent to the validator  1 – 3 months   after the application has started processing. Again, as the validator completing the VORF, they will be answering a questionnaire based on their experience with the applicant. They will confirm the following:
If using a Professional Licensee Engineer (P.L.(Eng.)), the experience being validated must be in the same scope of practice that they are registered under. The scope can be found on the member directory.
  • Their designation and discipline
  • Their relationship with the applicant
  • How long they have known the applicant and the dates they worked with the applicant
  • If they have taken technical responsibility for the applicant's work
  • Exhibition of good character
  • The applicant’s knowledge and understanding of the application of the Code of Ethics
  • The applicant’s awareness of the social implications of their work
  • The applicant’s communication abilities

Technical Responsibility

Taking technical responsibility could mean providing guidance on the applicant’s technical work and/or authenticating the work and/or conducting a detailed review of the applicant’s technical work.  

When completing the VORF, the validator does not need to provide comments however it is strongly encouraged they do so, to provide more context and details for the reviewer.

Validator waiting for VRFs and VORFs, should check the spam, junk, and quarantined folders of their inbox. The emails come from an auto-send email address and may be flagged.

Both the Validator Response Forms and Validator Overall Reference Forms are confidential. * 

*All Modified Reference Questionnaire, Validator Response Forms and Validator Overall Reference Forms are confidential and will not be released to the applicant unless the application has been refused and the applicant has requested a Section 32 Appeal. In the case of an appeal, the Registration Department is required to provide all application documentation to the Appeal Board and applicant.