How to Choose the Right Validators in CBA?

Choosing the right Validators is a pivotal step in Canada’s Competency-Based Assessment (CBA) process. For engineers seeking licensure across the country, Validators stand as credible witnesses to the depth, breadth, and authenticity of an applicant’s engineering work experience. They are the ones who confirm whether your claims about solving technical problems or managing projects actually reflect the competence required by regulators such as Professional Engineers Ontario (PEO), The Association of Professional Engineers and Geoscientists of Alberta (APEGA), The Association of Professional Engineers and Geoscientists of Saskatchewan (APEGS), Engineers and Geoscientists British Columbia (EGBC), and Engineers Geoscientists Manitoba.

Yet, despite the importance of Validators in the licensing journey, many applicants still struggle with the nuances of selecting the right individuals. Whom do you choose? On what criteria should you base your selection? How can you ensure that each Validator you pick can genuinely speak to your engineering responsibilities and competencies? Answering these questions thoughtfully can prevent frustrating pitfalls, such as delays in the assessment process or a submission that fails to highlight your most compelling work experiences.

This article aims to demystify the process of choosing the right Validators. We will begin by clarifying the fundamental role Validators play in CBA. Then, we’ll look at key selection criteria—from professional and technical qualifications to the depth of the relationship each Validator has with your engineering work. We’ll also examine practical strategies for identifying and approaching potential Validators, along with tips to prepare them for success in fulfilling their responsibilities. By the end, you’ll have a clearer roadmap to ensure that your Validators will not only support your application but also reinforce your credibility as an engineering professional.

Understanding the Role of Validators

In the Competency Based Assessment framework, Validators are professional references who attest to the authenticity and quality of your reported engineering experience. Their main duty is to confirm the specific details you provided in your competency records, from the technical complexities of a project to how you demonstrated teamwork or leadership.

A Validator’s signature or confirmation carries significant weight with your regulator. It substantiates that you have competently practiced engineering under certain guidelines, that you have faced complex scenarios requiring problem-solving skills, and that you have integrated professional ethics into your work. In some provinces, Validators may also be asked to comment on your readiness to practice as an independent engineer. They often do so through online portals or standardized forms. The weight of their endorsement can make or break your overall application.

Competency indicators can differ among provinces. No matter where you apply, the Validator’s core task remains the same: verifying that the stories and claims you make in your work experience record align with the actual responsibilities you held.

Because of their critical role, Validators must be carefully selected. They should be individuals who observed your day-to-day functions or at least had a sufficiently close involvement in your projects to confirm the authenticity of your statements. While it might be tempting to choose well-known figures in your company or the broader engineering community, recognition alone isn’t enough. If that person lacks intimate knowledge of your work, they won’t be able to confidently validate your claims. As a result, their endorsement may be considered less reliable by the regulator.

Another important aspect of the Validator’s role is that it demands honesty. A thorough reading of your experience means that if any part of your submission does not accurately match their observations, they are obligated to disclose it. Indeed, the integrity of the CBA process depends on honest and ethical practice, both from applicants and Validators. That’s why choosing someone with a strong moral compass and a sense of responsibility is as crucial as their technical expertise.

Key Criteria for Selecting Effective Validators

Selecting effective Validators isn’t just a box to be checked—it’s a strategic decision that can significantly influence how your application is perceived. Two of the most critical criteria revolve around professional and technical qualifications and the depth of understanding the individual has regarding your day-to-day engineering responsibilities. Let’s unpack both in more detail.

Professional and Technical Qualifications

The best Validator is someone with a solid grasp of the engineering principles you apply, as well as an understanding of the regulatory standards you must meet. Ideally, they will be licensed as a Professional Engineer (P.Eng) in a Canadian jurisdiction, or at the very least, they should possess comparable professional standing in another recognized area of practice.

• Knowledge of Regulatory Requirements: A P.Eng will better appreciate the competencies required by PEO, APEGA, APEGS, EGBC, or Engineers Geoscientists Manitoba. Their familiarity with professional guidelines can help them provide more precise feedback on whether your work meets the necessary indicators in CBA, from technical ability to risk management and ethical considerations.
• Experience in the Same or Related Field: If you work in structural engineering, you may want a Validator who understands structural design codes and practices. If your specialization is in oil and gas, or in software and embedded systems for engineering applications, picking a Validator who can appreciate the intricacies of those projects will allow them to validate your claims more convincingly.
• Credibility and Objectivity: Look for a professional recognized among peers for their integrity and depth of expertise. If someone has a questionable reputation or lacks sufficient credibility, your regulator might view their validation with skepticism.

In some scenarios, you may need multiple Validators to cover different segments of your engineering record. For instance, if you completed part of your experience in mechanical systems design and another part in project management, you may require a Validator for each area. Each set of competencies should be thoroughly validated by someone qualified to assess them.

Relationship and Understanding of Your Work

Beyond the question of professional qualifications lies the relationship a Validator has with you and your projects. Even a highly accomplished engineer may not make a good Validator if they barely know the specifics of what you do.

• Direct Supervisor or Project Lead: The ideal Validator is often a direct supervisor or team lead who can confirm how you performed daily tasks and overcame technical hurdles. They understand the scope of your responsibilities and can speak to both the routine and exceptional facets of your role.
• Frequency of Interaction: If you worked with a prospective Validator briefly—perhaps for only a week or two—it might not be sufficient to speak authoritatively on your competencies. On the other hand, a colleague or mentor who saw you progress in your engineering tasks over months or years can illustrate your development curve and speak to how you overcame challenges.
• Relevant Period of Overlap: CBA typically requires you to demonstrate competencies acquired over a specific timeline. Your Validator should have observed your work during that exact period. A mismatch between the time you claim to have performed certain tasks and the time your Validator can speak to might raise red flags.

Establishing that a Validator has seen your work up close and can confirm its authenticity is essential. Rather than seeking out the highest-ranking person in your organization, choose someone who has the best vantage point into your real contributions. That vantage point is invaluable for regulators who want trustworthy, detailed endorsements of your professional growth.

Strategies for Finding and Approaching Potential Validators

Selecting the right Validator can feel daunting, particularly if you’ve worked at multiple companies or moved across various projects. Moreover, people’s schedules may be busy, and not everyone will immediately understand the significance of the CBA process. Nonetheless, a proactive approach can help you identify and gain the support of willing and qualified Validators.

1. Reflect on Past Projects and Supervisors
   Sit down with a timeline of your major engineering projects. List the individuals who directly oversaw or closely collaborated with you on these efforts. Think back to who assigned tasks, reviewed your work, or provided feedback that shaped your approach. These are your top candidates because they can speak to the practical details of your competence.
2. Identify Subject Matter Experts (SMEs)
   Beyond immediate supervisors, consider experts who may have co-led projects or served as internal consultants. If, for example, you spearheaded an environmental impact assessment, an environmental engineer who worked alongside you can validate the technical details. The more specific your project’s focus, the more critical it becomes to enlist a Validator who understands the relevant domain.
3. Use Your Professional Network
   Some potential Validators might be people you worked with indirectly. Maybe you contributed a key piece to a larger multi-disciplinary project, and the project manager noticed your expertise. Leverage your professional network to reconnect with individuals who can provide robust validation of your role.
4. Discuss the Process Early
   Don’t wait until you’ve fully written your competencies to approach a prospective Validator. Reach out as soon as you can to gauge their willingness and availability. Provide them with an overview of CBA, including a timeline for when you expect to submit. That way, they can plan accordingly and won’t be blindsided by a last-minute request.
5. Offer Clear Explanations
   People outside of the licensing sphere might not understand why a letter or online confirmation is so pivotal. Explain that their validation is crucial to proving you have the competencies required to practice engineering independently. Show them the official guidelines from your provincial regulator if needed. The more context you give, the more likely they are to provide thorough, accurate endorsements.
6. Be Prepared for Rejection or Redirection
   Some individuals, despite being suitable, may not have the time or may feel uncomfortable with the responsibility. If that’s the case, politely accept their decision and move on to the next choice. Provide them with the opportunity to suggest other potential Validators who might be equally qualified and more available.

Remember, your approach to finding Validators should be systematic. Don’t rely on last-minute requests or assumptions that someone will automatically say yes. Treat the selection and engagement of Validators with the same diligence you would give to a critical engineering task, documenting each step as you go.

Preparing Your Validators for Success

Once you’ve identified suitable Validators and gained their agreement, set them up for success. A Validator can only provide strong, credible input if they have clear, organized information about your engineering work and an understanding of the regulatory requirements you need to fulfill.

Documentation and Communication Best Practices

1. Organize Your Records
   Before sending anything to your Validator, ensure your work experience documents, project summaries, and competency narratives are tidy and consistent. If you are using tools such as CertNova’s CBA Pro, you can generate well-structured reports highlighting each competency with corresponding examples. Such clarity makes it easier for your Validator to quickly verify that the details match their knowledge of your work.
2. Provide Contextual Background
   Not all Validators recall every detail of a project, especially if time has passed or if they oversaw multiple people. Offer reminders about the project’s objectives, your specific role, and key deliverables you handled. Aim to give them a snapshot that refreshes their memory while emphasizing the core competencies you demonstrated.
3. Communicate Clearly and Promptly
   Offer straightforward guidance on what is expected from them. If the regulator’s online portal requires them to complete a questionnaire, provide the direct link along with any necessary instructions. If there’s a strict deadline, mention it clearly so they can schedule their contributions well in advance.
4. Invite Questions
   Encourage your Validator to reach out with any uncertainties or clarifications. Sometimes they may recall additional highlights of your performance that you didn’t initially include. Alternatively, they might need more details to feel confident about signing off on your claims. Keep the lines of communication open and responsive.
5. Follow Up Appropriately
   A gentle reminder email or phone call can help ensure your Validator completes their part on time. However, avoid excessive pestering. Maintain professionalism and respect their schedule—especially if they’re taking on this responsibility in addition to other commitments.

Strong documentation and proactive communication can reduce misunderstandings and help your Validator feel well-equipped to support your case. When you approach the situation collaboratively, you empower your Validator to be a true ally in the licensing process.

Aligning with Provincial Guidelines

Though there is a relatively standard approach to CBA across Canadian jurisdictions, some provinces have unique quirks or additional requirements. For instance:

All provincial engineering regulators in Canada require Validators to confirm that applicants demonstrate key competencies, including:

• Technical Competence
• Communication Skills
• Project and Financial Management
• Professional Accountability and Ethics
• Teamwork and Collaboration
• Social, Economic, Environmental, and Sustainability Impact

Regulators such as PEO, APEGA, APEGS, EGBC, and Engineers Geoscientists Manitoba follow a structured CBA framework, requiring detailed validation of an applicant’s experience. Validators may also need to confirm ethical decision-making, professional growth, and readiness for independent practice.

Before finalizing your documentation, cross-check each competency with your province’s guidelines. If there’s a certain phrasing or set of indicators your Validator must address, highlight that clearly. Point out which specific indicators align with the project or tasks they supervised. That way, your Validator can directly address each critical point, saving the regulator the trouble of second-guessing your record.

Conclusion

Choosing the right Validators in Canada’s Competency-Based Assessment process is not just about finding someone who recognizes your name. It’s about selecting respected engineering professionals who understand the nuances of your work, have witnessed your technical acumen, and can confidently attest that your experience aligns with provincial regulatory requirements. This process demands forethought. It requires you to evaluate each candidate’s professional credibility, their familiarity with your daily tasks, and their willingness to engage with the regulatory system on your behalf.

A successful validation strategy rests on clarity, organization, and open communication. By proactively seeking out individuals who can vouch for your engineering competencies—and by equipping them with organized project records and transparent instructions—you set yourself up for a smoother review. The CBA system is designed to verify that aspiring engineers meet Canada’s high professional standards, so the more thoroughly you illustrate those standards in your application, the more favorably you’ll be assessed.

Remember, being methodical in how you choose Validators reflects well on your own professionalism. Regulators see a carefully crafted submission, reinforced by strong, credible endorsements, as indicative of an applicant who takes engineering standards seriously. Each day you spend ensuring that your application and references are accurate and well-documented is an investment in your future career as a licensed Professional Engineer in Canada.

Whether you’re just beginning your CBA journey or you’re fine-tuning your validator list, the steps discussed here can guide you to a stronger, more comprehensive application. Select candidates who know you well and can speak to your distinct projects, skill sets, and ethical practices. Communicate your goals and the regulator’s expectations clearly, and follow up in a timely yet respectful manner. With the right preparation and support from qualified Validators, your road to licensure can be more straightforward—and ultimately more rewarding.