Certification FAQS (Updated 12/4/00)

CERTIFICATION FAQ FOR TREATMENT AND DISTRIBUTION (As of 11/21/2000)

A. The most recent draft of the operator certification regulation is available on the Department’s web site (www.dhs.ca.gov/ps/ddwem/index.htm) and scroll down until you see "Regulations".

A. All individuals who operate or supervise the operation of a drinking water treatment facilities must possess a water treatment operator certificate. Additionally, some distribution operators must possess distribution operator certificates.

An individual who makes decisions addressing the operational activities identified in subsection 63770(b) must possess a distribution operator certificate.

An individual who makes decisions addressing the operational activities identified in subsection 63770(c) must possess a distribution operator certificate or possess a treatment operator certificate and have appropriate training to make such decisions.

An individual who makes decisions addressing the operational activities identified in subsection 63770(d) must possess either a distribution operator certificate or a treatment operator certificate.

A3. What do the Ts and Ds mean on the operator certification, distribution classification, and facility classification?

A. Either a "T" or a "D" now precedes all operator grades, as well as treatment facility classifications and distribution system classifications. A "T" prefix is used to indicate treatment and a "D" prefix is used to indicate distribution.

A4. If I am already certified as a water treatment operator, does that make me eligible to be certified as a distribution operator at the same level?

A. No. The treatment operator certifications and distribution operator certifications are independent of one another. Having one does not qualify an operator for the other. As an example, a T3 treatment operator may only meet the requirements for a D1 or D2 distribution certificate, and vice versa.

A. The previous fees were established in 1987. The increased fees reflect the inflation rate over the past 14 years and the fact that the certificate renewal periods have been increased from 2 years to 3 years. Additionally, the new program is more complex and requires additional resources for reviewing continuing education credits, meeting new federal exam criteria, and operating an enforcement program.

A6. What is the process for obtaining an operator certificate?

A. An applicant must pass the operator exam and meet the experience requirements for certification. Before being admitted to the exam, the applicant must meet the examination eligibility criteria. If the applicant meets the criteria, the applicant may take the exam. After successfully completing the exam and obtaining the required experience, the applicant may apply for certification.

A. The Department is currently developing its distribution operator certification program and will notify water suppliers and operators as soon as exam dates are established.

A8. How will I know when it’s time to renew my certificate?

A. The Department will send a renewal notice to the operator when it is time to renew the certificate. However, it is ultimately the operator’s responsibility to keep track of the certificate’s expiration date and to submit the renewal application during the appropriate time frame. It is also the responsibility of the operator to notify the Department within 60 days of any change in address or name (section 63840(a)).

A. If an operator has been designated by the water supplier as the Chief Operator or Shift Operator, the operator must be certified at the level specified by the following table. Operators that have not been designated as Chief or Shift operator may be certified at any grade.

A10. If the Chief operator goes on vacation, what level of certification does the "fill-in" operator need to have?

A. Any operator acting as the Chief operator, even if it is only temporary, is required to hold a certificate at the same level as, or greater than, the treatment facility or distribution system being operated. For example, if the treatment plant is classified as a T4, the Chief operator, or operator acting as the Chief operator, must hold either a T4 or T5 certificate.

A11. If my certificate was revoked can I reapply for certification?

A. If the certificate was revoked as the result of negligence or fraud the operator cannot reapply for certification unless the revoked certificate is reinstated. If the certificate was revoked because the operator failed to either pay the appropriate fees or to obtain the necessary continuing education credits the operator may reapply for certification.

A12. The regulation posted on the web site indicates it is a draft. When will the regulation be finalized?

A. The regulation has been drafted and is currently going through internal reviews by the Department of Finance and the Office of Regulations. These reviews are not under the control of the Drinking Water Program so an exact date of adoption cannot be provided. However, the Department’s target date for adoption of the regulation is January 1, 2001.

A13. When will the regulation become effective?

A. The exact effective date will not be known until the regulation is adopted. When the regulation is adopted it will immediately become effective. The Department’s target adoption and effective date is January 1, 2001.

A14. I am currently a certified water treatment operator. Will the new regulations affect my current certification?

A. No. Operators who possess valid DHS treatment operator certificates as of December 31, 2000, will automatically be assigned the equivalent certification under the new regulations. For example, a Grade 1 will be assigned a Grade T1, a Grade 2 a T2, etc.

A15. Will my current DHS Grade 2 certificate be replaced with a new certificate indicating that it is a T2?

A. No. The regulation makes the transfer automatic, recognizing existing DHS Grade 2 certificates as equivalent to the new T2 certificates. Existing certificates will not be replaced unless the operator wishes to pay for a replacement certificate.

A16. What water systems will need certified water treatment and distribution operators?

A. As required by the existing law (Section 106885, Health and Safety Code), all public water systems that have water treatment facilities will require certified water treatment operators, except that water systems that only use disinfection facilities for groundwater, where no Giardia or virus reduction is required, can meet the operator certification requirements with a certified distribution operator. All community and nontransient noncommunity public water systems with or without water treatment facilities must have certified distribution operators.

A. No. Operators that are new to the field are eligible for T1, T2, D1, or D2 certificates without having any operator experience. To obtain higher certifications, operators will need to have operator experience.

B1. If I currently have a CA/NV AWWA distribution operator certificate, what must I do to convert it to a DHS certificate?

A. Operators who possess a valid CA/NV AWWA distribution operator certificate at the time the regulation becomes effective are deemed by the regulations to have a valid DHS certificate one grade higher than the AWWA certificate they hold. In order to renew the certification, a renewal application must be submitted to the Department by September 1, 2001. No examination will be required to convert the CA/NV AWWA distribution certificate. When the AWWA certificate is renewed, the Department will provide the operator with a DHS certificate.

B2. When can I submit my application to renew my CA/NV AWWA distribution certificate?

A. After the regulation is adopted the Department will notify all eligible operators and provide instructions for submitting renewals.

Q. The initial renewal period for AWWA certificate holders is 2 years, with subsequent renewal periods of 3 years.

B4. If my initial renewal period is just 2 years, am I still required to obtain all the continuing education credits to renew my certificate?

A. No. The continuing education requirements only apply to certificates that expire after 12/31/2003. The initial 2-year period for all AWWA certificate holders will expire on or before 12/31/2003 and therefore the continuing education requirements will not apply to those certificates until the following renewal period, which will be a full three years.

B5. If I have a CA/NV AWWA Associate Distribution Operator certificate will it transfer over into the DHS program?

A. No, the regulations do not recognize the "Associate" level certification. However, you should contact the CA/NV AWWA via e-mail (http://www.ca-nv-awwa.org/) and ask whether or not your Associate certificate may be eligible for conversion to full certification.

CONTINUING EDUCATION REQUIREMENTS

A. Operators must provide evidence of continuing education hours in order to renew certificates that expire after 12/31/2003. The number of hours is dependent upon the level of certification held. The continuing education must be obtained since the previous renewal or issuance of the certificate. Continuing education that was obtained prior to the effectiveness of the certificate that is being renewed does not count toward the renewal of the current certificate.

C2. Does safety training count towards the continuing education requirement?

A. Operators may fulfill up to 25% of the required contact hours with safety training.

C3. How will I know whether or not the training I want to take will be acceptable?

A. The regulation requires that the course "transmits information related to the operation of a treatment facility and/or distribution system." During the first year the regulation is in place, the Department, in cooperation with a stakeholders committee, intends to develop and maintain a list of "recommended" continuing education courses. It is suggested that operators choose courses from this list in order to avoid any possible issues related to relevancy of a particular course. However, it is important to keep in mind that continuing education requirements only apply for certificates that expire after 12/31/2003.

C4. When must I obtain my continuing education contact hours?

A. Continuing education contact hours must be obtained since being awarded a certificate or since the previous renewal of the certificate and prior to the submittal of the renewal application. Because the renewal application is due 4 months prior to the certificate expiration date, it is necessary to complete the contact hours at least four months prior to the expiration of the certificate, since late renewals are subject to a late fee. However, if your current certificate expires on or before 12/31/2003, continuing education is not required to renew your certificate.

C5. What evidence should I keep in my records to prove that I’ve completed the required number of continuing education contact hours?

A. You should keep a copy of the certificate of completion, course syllabus or outline, and maintain a record of the instructor’s name, the location of the course, the number of contact hours, and the date it was completed. If the instructor does not provide a certificate of completion or course syllabus or outline, you should keep notes on what the instructor covered during the course. With your renewal application, you will be required to submit the name of the instructor, the location of the course, the number of contact hours, and the date it was completed.

C6. How many continuing education contact hours are college semester units worth?

A. The following table provides conversions for commonly used credit units.

QUESTIONS SUPPLIERS MAY ASK

D1. How will I know what my treatment and distribution system classifications are?

A. The DWFOB will classify treatment facilities and distribution systems after the regulation is adopted. Sections 64413.1 and 64412.3 of the regulation provide very specific classification criteria. If you have any questions you should contact your DWFOB field office after the regulation is adopted.

D2. If the water supplier hires a contractor to do work on the distribution system, does the contractor need to be certified?

A. If they make any decisions addressing the operational activities specified in section 63770 they must be certified.

D3. Does a distribution operator who has been designated as the emergency standby person need to be certified?

A. If the person is only a designated contact, and they in-turn contact a certified distribution operator without making any decisions addressing the operational activities specified in section 63770, they do not need to be certified. However, the supplier does need to have a certified operator available to respond to emergencies.

D4. Does a certified distribution operator need to be on-site?

A. Only if it is necessary to be on-site to make decisions addressing the operational activities specified in section 63770. If the certified operator can make an informed decision based only on information received over the telephone or by other means, without actually being on-site to gather the information, then that operator does not need to be on-site.

D5. Does a water system that provides only disinfected groundwater need to employ a certified treatment operator?

A. If the treatment facility is not required to provide Giardia or virus inactivation pursuant to section 64654(a), a certified treatment operator is not required. However, a certified distribution operator is required. Additionally, if the DWFOB determines that site-specific circumstances warrant the use of a certified treatment operator, that requirement can be made a condition of the water system permit.

D6. If new tract homes are being constructed and a contractor is building the sewer and water systems, does that contractor need to be certified as a distribution operator?

A. Probably not. The new construction is not a water distribution system until it is connected to the water supply and therefore the contractor is not required to be a certified distribution operator. The water supplier is responsible for the new system when it is connected to the existing distribution system and a certified distribution operator must make the decision that the new system is connected properly and has been appropriately tested.

D7. If we are a small system and we have only one certified operator, how can that operator ever go on vacation?

A. You can develop a partnership with other nearby water suppliers that would provide coverage of your system during times when your operator is on vacation.

D8. Can a single operator serve as the Chief operator for both the distribution system and the water treatment facility?

A. Yes, so long as the operator is certified at the appropriate level for both treatment and distribution, the operator may serve as the Chief operator for both.

D9. Can a single operator serve as the Chief operator for multiple water treatment facilities?

A. Yes, so long as the operator is certified at the appropriate level for each treatment facility, the operator may serve as the Chief operator for more than one treatment facility.

D10. If the local fire department is responsible for maintaining fire hydrants in the distribution system, must their personnel be certified in order to flush the hydrants?

A. If the fire department is simply "exercising" the hydrants and the fire department isn’t administering an intentional distribution system flushing program, certification would not be necessary. However, the water system should be aware that such flushing of hydrants can cause water quality problems and may wish to restrict or closely supervise such activities.

INTERIM DISTRIBUTION OPERATOR CERTIFICATION

A. Interim distribution operator certification is a tool to help operators and suppliers comply with the new distribution operator certification requirements during the first 3 to 6 years that the regulation is effective. After 6 years, most operators should have had enough time to obtain the necessary certification through the examination process. Distribution operators whose duties at the time the regulation goes into effect include making decisions specified in section 63770 are eligible for "interim certification." The employing water supplier must submit the application for interim certification within 1 year of the regulation’s adoption. Interim certificates will expire on 1/1/2004 and may be renewed once for an additional 3 years (a total of 6 years from the date the regulation goes into effect). Interim certificates may not be transferred to other water suppliers or other operators.

E2. How does a water supplier apply for interim certifications?

A. When the regulation becomes effective the Department will provide all water suppliers with guidance and the forms necessary to apply for interim certifications.

A. No, interim certification is only available for distribution operators because the requirement that distribution operators be certified is new. Water treatment operators have been required to be certified since 1974.

E4. If the water system I work for applies for an interim distribution certificate on my behalf, am I required to obtain continuing education contact hours if I intend to renew that certificate?

A. Yes, in order to renew an interim distribution operator certificate, continuing education contact hours will be necessary.

E5. I am a self-employed circuit rider, providing distribution operating assistance for multiple small water systems. Am I eligible for interim certification?

A. Probably not. Unless you are an employee of the water supplier (i.e., the water supplier pays your social security, provides a W2 form, etc.) you are not eligible for interim certification. Water suppliers can submit applications only for operators that it employs directly. Individuals working as outside contractors are not eligible.

E6. If the water system I work for applies for an interim operator certificate for me, may I use that certificate to work as a certified operator for a different water system?

A. No. Interim certificates cannot be transferred to different water suppliers. If you intend to work for a different water supplier as a certified operator, you will need to obtain either a regular distribution certificate or a temporary certificate.

E7. If I have a D5 interim certificate and I want to obtain a regular distribution operator certificate, am I obligated to apply for the D5 grade or may apply for a lesser grade?

A. You may apply for whatever grade you want, so long as you meet the minimum qualifications.

E8. What if my boss doesn’t like me and he/she doesn’t apply for interim operator status on my behalf?

A. If you are making decisions addressing any of the activities identified in sections 63770(b), (c), or (d) you will be required to be certified. If your boss does not apply for an interim operator certificate for you, you will not be able to continue performing these duties.

A. An operator with an interim certificate must apply for, take, and pass the operator exam for that grade. In order to be approved for taking the exam, the operator must have the specialized training specified in section 63780. After passing the exam and obtaining the necessary operator experience (experience gained as a certified interim operator counts as experience as a certified operator), the operator must apply for certification to receive a certificate.

E10. I have an interim D5 certificate and currently serve as the Chief operator for a D5 distribution system. I do not do well on tests and would like to take the D3 exam instead of the D5 exam. Can I do this, and if I do, does it jeopardize my interim D5 certificate?

A. Yes, you may take an exam and apply for certification at any grade equal to or less than the interim grade you have. Obtaining a lesser certificate does not jeopardize your interim certificate. You may continue to operate under the interim certificate until it expires, regardless of whether or not you have obtained a regular certificate. However, if you have not obtained a regular D5 certificate by the time your interim D5 certificate expires, you will no longer be able to serve as a Chief operator for a D5 distribution system.

CERTIFICATION FAQ FOR CA-NV SECTION, AWWA APPLICATION PROCESS

I. Certification Application Process: Questions and Answers
(Water Distribution)

1. Q. Can I skip a grade level?

A. No. Per rule 4.2 - Application will not be accepted for more than one grade higher than the applicant currently holds.

2. Q. What must be attached to my application?

A. Grade 1 requires only proof of 1 qualifying course of instruction
Grades 2-4 require proof of qualifying courses of instruction (2 courses for grade 2, 4 courses for grade 3 and 8 courses for grade 4), as well as an organizational chart and job description

Note: Each time you apply you must reattach the above item to your application. Although these records are on file at the Section Office, they are not readily available to the Administrator when reviewing your application.

3. Q. Can I substitute experience for qualifying courses of instruction?

A. No.

4. Q. What are typical courses which are accepted as qualifying courses of instruction?

A. For grade 1, generally, Water Distribution and Water Treatment classes offered through Cal State Sacramento, local community college and 4-year colleges and universities, or industry consultants meet the requirements.
For grades 2 and above, in addition to the qualifying course types for grade 1, Water Technology classes which meet a minimum of 36 hours and are conducted over a minimum of 3 weeks (per rule 1.7) are acceptable for fulfilling the additional course of instruction requirements. Additionally, all Occupational Safety and health and single session water quality related sessions totaling over 36 hours of instruction may be combined to meet the requirement for 1 qualifying course.

Note: Wastewater courses do not qualify.

5. Q. How come I have to apply 60 days prior to the exam date?

A. Due to the volume of applications, it takes approximately 50 days to enter your application into the database, credit your payment, review the application, generate the acceptance/denial letter, and put together the exam package for the proctor.

6. Q. If I fail, when can I reapply?

A. According to rule 6.4, you may take an exam 6 months after failing. Remember to submit your application 60 days prior to the requested exam date.

7. Q. I used to be certified as a Water Distribution Operator, but I failed to renew on time. What do I do to renew now?

A. According to rule 5, what you need to do depends on how delinquent the renewal is.
Delinquent 1 to 3 months: Pay the renewal fee and a penalty equal to the amount of the renewal.
Delinquent 3 to 6 months: Pay the renewal fee and a penalty equal to the amount of the renewal.
Delinquent 6 to 12 months: Request reinstatement by submitting an application, application fee and show continued employment in the water industry. (no test required)
Delinquent over 12 months: Submit an application and pass the exam at the grade level previously held.

II. General Certification Questions (All Disciplines)

I sent in my application and money to take a Certification exam and have not received or heard anything yet. What's happening with it?

If your application was received by AWWA and you were accepted for testing you would have received a post card stating that your application had been received and that you will be notified 20 days prior to the scheduled exam date. Please allow at least 1-2 weeks from the date you sent the application for a response. If you did not qualify to take the exam you will be notified in writing within 20 days. If it has been over 20 days and you have received no word you should see if your check has cleared the bank. If it has you need to send a copy of the canceled check to 10574 Acacia Street, Suite D6, Rancho Cucamonga, CA 91730 or by fax 909-481-4688. If it has not it may be lost in the mail or it may not have been sent in.

I have not received my renewal notice and I am due to expire. What's up?

If you have moved you need to update with AWWA. Renewal notices are sent only once 3 months before your certification expiration date. If you have your wallet card you should send a copy with a check payable to CA/NV Section AWWA. For renewal costs see the Fee schedule.

When and where are the next available classes?

CA/NV Section AWWA does not give classes for certification, only examination for certification. For upcoming exam information see our Exam Schedule. Contact your local community college or university for class information in your area. The program administrators can be another source for information.

I would like information on how to get certified. Can you supply it?

For information on voluntary certification programs offered by CA/NV AWWA see our Application and Rules and Regulations. For mandatory Water Treatment certification in California contact John Morsefelder at (916) 327-1139, in Nevada call Steve Brockway at (702)687-6615 ext. 235. More information for Laboratory Analyst Certification can be obtained by calling Peggy Roefer at (702) 564-7697.

Where do I get study material for certification?

For AWWA education material contact the Publication Department at 1-800-926-7337 or our order department can help you at (909) 481-7200. In addition, California State University in Sacramento has material available through their course books for several programs (Ken Kerri series). For information call (916) 278-6142. There are many other sources of study material available and the administrators for individual programs may be able to provide more information. The CA/NV Section AWWA does not endorse study material for certification testing.