Competence Development Record Keeping Tutorial - Ipenz

Getting Started with 

Record-keeping 

A guide for IPENZ Graduate Members on using the IPENZ web-based record-keeping tools. 

http://www.ipenz.org.nz

IPENZ Introduction Career Pathways: to IPENZ Get web-based the Recognition record keeping… You Deserve! 

Irrespective of where you are in your career and what direction you want to take, progressive record-keeping can help you get there! 

--------- Professional Engineer Engineering Technologist Engineering Technician 

Qualification 

(or equivalent) 

IPENZ competencebased 

membership 

class 

IPENZ-administered NZ 

current-competence 

register* 

IPENZ-administered 

international register* 

Four-year Bachelor of 

Engineering (BE) 

Professional Member 

(MIPENZ) 

Chartered Professional 

Engineer (CPEng) 

International Professional 

Engineer (IntPE) 

Three-year Bachelor of Engineering 

Technology (BEngTech) 

Two-year Diploma of Engineering 

(DipEng or NZCE) 

Technical Member (TIPENZ) Associate Member (AIPENZ) 

Engineering Technology Practitioner 

(ETPract) 

International Engineering 

Technologist (IntET) 

Certified Engineering Technician 

(CertETn) 

* Current-competence registrants must be reassessed at intervals not exceeding five years to maintain registration. 

--------- 


Introduction to IPENZ Online Record-keeping 

Start progressively recording your professional development with the IPENZ online record-keeping tools! 

The Work History and Competence Recording tool 

� Use this tool to record your work history and summarise key projects/activities. 

� Document examples that best demonstrate your competence against individual elements 

of the competence standard. 

� Prepare self-review forms ready for submission to IPENZ for a competence assessment. 

� Request feedback and advice in preparation for competence assessment from one of our 

experienced Work History Reviewers. 

Continuing Professional Development (CPD) Activities 

This is where you should record professional development courses or other activities 

that have contributed to the development of your knowledge and skills. 

Mentoring Log 

This is a formal record of meetings with your mentor. Use it to set action plans, send 

meeting reminders and make the most out of the mentoring relationship. 

Progressive records make up an integral part of an application 

for competence-based membership/registration.

‹‹‹ Get started! ››› 

Work History and 

Competence Recording Tool 


When logged into the 

IPENZ Members Area, 

click on Work History 

and Competence 

Recording Tool to 

access the tool. 

Work History and Competence Recording Tool 

Step 1: Accessing the Work History and Competence Recording Tool 

Tip: To log into the Members Area go to http://www.ipenz.org.nz


Before you can begin recording 

work history and competence you 

need to create an Employment 

Period. 

Step 2: Creating a new Employment Period 



Step 3: Adding details to a new Employment Period 

Enter the required information 

so you can begin recording 

work histories against an 

employer or role. Each 

employer you have worked for, 

and preferably different roles 

for the same employer, should 

be recorded as a separate 

Employment Period. 

Click Submit when you are 

finished. 

Tip: You can write your descriptions in a word processor and copy 

them into the tool. This allows spell-checking and advanced formatting.


Step 4: Adding an Activity or Project to an Employment Period 

You now have an Employment 

Period set up. To begin adding 

projects or activities to this 

employer, click 

Add an activity or project. 

Note: While the projects/activities that you 

record should broadly account for your 

time in a particular role, you are not 

expected to document an exhaustive list 

of the work you do. Short term or 

recurring projects/activities can be 

combined as a group of experiences. 



Enter the required 

project or activity 

information. 

If this project or activity 

is a particularly good 

example of one of the 

engineering 

competencies, tick the 

corresponding box. 

Note: be selective and only 

tick if the project/activity is 

one that you think you may 

like to reference in your selfreview. 

Step 5: Adding details to a new Activity or Project 

Click Submit when you 

are finished. 

Tip: Not sure what to write? See exemplars here.


Step 6: Elaborating on Examples of Competence 

If you indicated that this 

project is a particularly good 

example of one or more of 

the competencies, you will 

be asked to elaborate. 

Note: The questions after each 

Element Descriptor provide some 

prompts for the type of information 

to include. 

Click Submit when you are 

finished. 



Your project/activity is now saved in 

the View/Edit Records area. Here 

you can edit your existing projects 

and add other projects to any 

existing employment period. 

Step 7: Viewing/editing Employment Periods and Activities or Projects 



In the Reports area you can view 

a number of reports at different 

levels of detail. 

These can be used as personal 

records, or as part of a 

submission for competence 

assessment, as indicated. 

Step 8: Producing reports out of your work history and competence records 

The Detailed C.V. Level 

Report can be used in place 

of a CA04 Work History 

Summary application form. 

You can also create a 

CA03/CA13 Competence Self 

Review application form. 

Note: This creates a completely 

separate document viewable by 

assessors that is not updated by any 

subsequent changes to your work 

history records, so do not create this 

document until your work history 

records are up to date and you are in 

the final stages of preparing an 

application for assessment. 



Step 9: Requesting Feedback 

Click on Feedback Requests to 

have a trained Work History 

Reviewer look over your work 

history and provide feedback. 

Tip: You can also send in paper copies to the Competence 

Assessment Administrator if you have not been recording 

your work history online.


Step 9: Requesting Feedback 

Tick the box here. 

Click the submit button, and your 

request will be sent to IPENZ to 

process. 

Feedback can be expected to be 

emailed to you within two weeks 

of submitting your request. 

If you have any questions please email: 

assessmentenquiries@ipenz.org.nz

Continuing Professional 

Development (CPD) Activities 



Step 1: Accessing the CPD Area 

When logged into the 

IPENZ Members Area 

click on CPD Area 

to access your records 

or start recording. 



CPD activities are ways in which 

you have gained additional 

knowledge, skills and attitudes 

that help you practice 

competently as an engineer. 

To enter a CPD activity, click 

Enter CPD Information. 

Step 2: Creating a new CPD activity 

Tip: Get involved with your local IPENZ branch or 

engenerate group to network and share experiences.


Enter the 

type of activity 

and the date 

Enter the total 

activity hours 

and whether the 

activity was 

formally 

assessed. 

Step 3: Adding details to your CPD activity 

Click Submit to 

save the record. 

Write a brief (1-2 

sentence) description of 

the activity and 

summarise (bullet 

point) how it benefited 

your engineering 

practice. 

Tick the specific IPENZ 

competencies that the 

activity related to. 

It is a good idea to 

keep electronic 

records of your 

certificates of 

attendance here 



When you submit a record 

online it will be saved in the 

CPD Area. Click View Your CPD 

Data to view and edit records 

that you have previously 

submitted. 

Step 4: Viewing and editing your CPD data 

Tip: Review your NZE Calendar Notifications in the Members Area to 

ensure you get reminders about professional development activities.


Step 5: Selecting a year of CPD activities to view/edit 

Your CPD records will be 

grouped as Yearly 

Summaries. Click on the 

relevant year to view and 

edit records that you have 

previously submitted. 

Note: you are expected to have at 

least three years worth of records 

to support any application for 

competence-based membership or 

registration. 

Tip: When applying for a competence assessment you 

can use these records in place of a CA05 form.


This graph shows which 

Competence Elements your 

CPD activity is related to for 

the given year. 

Step 6: Viewing/editing a CPD record 

To edit or delete a CPD 

record click on the 

underlined text. 

This indicates your total 

hours of CPD for the given 

year. 

Note: there is no minimum 

requirement for hours of CPD 

each year – you need to 

demonstrate that you have taken 

reasonable steps to develop or 

maintain your engineering skills. 

This may be difficult to evidence 

with less than 50 hours of CPD 

each year. 

Tip: Try to enter records as soon as you 

have performed a CPD activity.

Mentoring Log 


When logged into 

the IPENZ 

Members Area 

click Mentoring 

Services to access 

your Mentoring 

Log. 

Mentoring Log 

Step 1: Accessing Mentoring Services 


Click on Guide to 

Mentoring to view a useful 

reference for both you and 

your mentor. 

If you have been unable to 

obtain a mentor via your 

employer, click Interested in 

being Mentored? to request 

one. 

Mentoring Log 

Step 2: Using your Mentoring Services 

Click on Mentoring 

Templates to download a 

form that you can use as a 

mentoring agreement. 

To create a new Mentoring 

Log click Create New Log. 


Enter your 

mentor’s IPENZ 

number, the 

start date of your 

mentoring 

relationship and 

the estimated 

end date. 

Mentoring Log 

Step 3: Creating a Mentoring Log 

Click Submit to save 

the record. 

Tick here if you want 

your Mentor to be able 

to access your 

Mentoring Log. 

Write what you 

consider the purpose 

of your mentoring 

relationship 

Tip: As a general guide, you should attempt to 

meet with your mentor every three months.

Your Mentoring Log is now 

set up. To record a meeting 

click on Mentoring Log 1. 

Mentoring Log 

Step 4: Viewing/editing your Mentoring Log 


Record the date 

of the meeting 

and the Meeting 

Outcomes.. 

Mentoring Log 

Step 5: Recording a meeting in your Mentoring Log 

Upload any relevant documents (optional). 

Enter the date of 

your next meeting. 

Note: a week before this 

proposed date you and 

your mentor will receive 

an email to remind you 

of this session. 

Click Submit to 

save the record. 

Tip: When applying for a competence assessment 

include a printed copy of your Mentoring Log.

Congratulations! 

If you have come this far then you should be well on your way to recording your 

professional development effectively on the IPENZ website. 

For other enquiries and questions regarding recordkeeping or IPENZ in general, 

please feel free to contact us. 

Phone: 04 473 9444 

Fax: 04 474 8933 

Email: ipenz@ipenz.org.nz 

Ready to be assessed? Check out the Tutorial on 

Making an Application for Competence Assessment.

Competence Development Record Keeping Tutorial - Ipenz

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