Pennsylvania Renewal, Continuing Education & Reciprocity

Pennsylvania water and wastewater operator certification does not end when the initial certificate is issued. Certified operators must maintain their qualifications, complete required continuing education, renew their certificates on time, and keep their certification appropriate for the work they perform.

Pennsylvania also provides a reciprocity pathway for certain operators who already hold valid certifications from another jurisdiction or an approved registry. Renewal and reciprocity are separate processes, but both require operators to understand the current DEP certification requirements.

Three-Year Certification Cycle

A Pennsylvania operator certificate is valid for a three-year certification cycle.

During that cycle, the operator must complete the continuing education required for the certification class and satisfy other applicable maintenance requirements.

Operators should not wait until the final weeks of the cycle to review their training record. Missing continuing education can affect the ability to renew the certificate and continue acting as a certified operator.

Continuing Education Is Required

Certified drinking water and wastewater operators must complete DEP-approved continuing education to renew their certificates.

The number of required hours depends primarily on:

• the operator certification class;
• whether the cycle is the operator's first three-year cycle or a subsequent cycle;
• for certain drinking water certificates, the special class held.

The first three-year cycle generally requires fewer hours than later cycles.

Wastewater Continuing Education Hours

Current Pennsylvania DEP requirements for wastewater operators are:

• Class A: 15 hours in the first three-year cycle, then 30 hours in each subsequent cycle.
• Class B: 15 hours in the first three-year cycle, then 30 hours in each subsequent cycle.
• Class C: 15 hours in the first three-year cycle, then 30 hours in each subsequent cycle.
• Class D: 8 hours in the first three-year cycle, then 15 hours in each subsequent cycle.
• Class E: 8 hours in the first three-year cycle, then 15 hours in each subsequent cycle.
• Grandparented CSSP: 8 hours in the first three-year cycle, then 15 hours in each subsequent cycle.

Drinking Water Continuing Education Hours

Current Pennsylvania DEP requirements for drinking water operators are:

• Class A: 15 hours in the first three-year cycle, then 30 hours in each subsequent cycle.
• Class B: 15 hours in the first three-year cycle, then 30 hours in each subsequent cycle.
• Class C: 15 hours in the first three-year cycle, then 30 hours in each subsequent cycle.
• Class D: 8 hours in the first three-year cycle, then 15 hours in each subsequent cycle.
• Class E: 8 hours in the first three-year cycle, then 15 hours in each subsequent cycle.
• Class Dc: 4 hours in the first three-year cycle, then 9 hours in each subsequent cycle.
• Class Dn: 3 hours in the first three-year cycle, then 6 hours in each subsequent cycle.
• Grandparented NTNC: 8 hours in the first three-year cycle, then 15 hours in each subsequent cycle.

Use DEP-Approved Training

Training intended to count toward Pennsylvania operator continuing education must be approved by DEP.

Operators should not assume that any water, wastewater, safety, college, manufacturer, or online course automatically qualifies for Pennsylvania continuing education credit.

DEP maintains an approved course catalog through the EarthWise Academy system.

Before taking a course for renewal credit, verify that the training is approved for the applicable operator certification.

EarthWise Academy Transcript

DEP uses the EarthWise Academy transcript as the official record of continuing education hours credited to an operator for the current three-year cycle.

Operators can use their DEP client ID to review the training hours recorded by DEP.

This is useful for checking:

• how many hours have been recorded;
• whether recently completed training has been credited;
• how many additional hours are needed before renewal;
• whether there is a discrepancy that should be corrected.

Operators should review the official transcript before the end of the certification cycle rather than relying only on personal course certificates.

Keep Personal Training Records

Even when DEP maintains an official transcript, operators should retain their own training records.

Useful records include:

• course completion certificates;
• course titles;
• training dates;
• provider information;
• DEP approval information when available;
• number of approved contact hours.

These records can help resolve a discrepancy if completed training does not appear correctly in the DEP system.

Required DEP Security Course

Pennsylvania requires all certified water and wastewater operators to complete DEP's system security course.

The requirement applies to all operator classifications, including applicable grandparented certificates.

DEP states that the course must be completed by the end of the operator's first full certification cycle beginning on or after October 1, 2010.

The security course is a one-time requirement. An operator who has successfully completed it does not repeat the course during every renewal cycle.

Failure to satisfy the required security-course obligation can result in loss of certification.

Renew the Certificate on Time

Completing continuing education is only part of maintaining certification. Operators must also make timely application for renewal and satisfy the current renewal requirements.

DEP currently charges a renewal fee for another three-year cycle. Because administrative procedures and fees can change, operators should use current DEP instructions rather than relying on an old study guide or application form.

Upgrades Do Not Restart the Cycle

If an operator upgrades an existing certificate, the operator's three-year renewal cycle does not restart simply because the class or subclassification changes.

DEP states that new continuing education requirements resulting from the upgrade begin with the operator's next full three-year renewal cycle.

This distinction is important when an operator adds a subclass or moves to a higher certification class during an existing cycle.

What Happens if a Certificate Expires?

An expired certificate can have serious consequences because the operator may no longer exercise certification authority after expiration.

DEP guidance distinguishes between operators who completed the required continuing education during their certification cycle and operators who did not.

An operator whose certificate expires after completing the required continuing education may, under applicable DEP rules, have an opportunity to renew within the allowed post-expiration period.

An operator who failed to satisfy the required continuing education before expiration can be required to meet the requirements for initial certification again, including examinations and other current qualification requirements.

Operators should therefore treat the expiration date and continuing education deadline as important professional requirements.

Do Not Rely on a Grace Period

An operator should not plan to let a certificate expire and correct it later.

Even where a regulation allows certain administrative action after expiration, an expired certificate does not provide the same operating authority as an active certificate.

The safest practice is to complete training and renewal requirements before the certificate expires.

What Is Reciprocity?

Reciprocity is a pathway through which the Pennsylvania State Board may issue Pennsylvania certification to an applicant who already holds an appropriate valid operator certification from another jurisdiction or a Board-approved registry.

Potential qualifying credentials include certifications from:

• another state;
• a United States territory;
• the District of Columbia;
• a Board-approved registry.

DEP currently recognizes the Association of Boards of Certification Registry and qualifying United States Military or United States Coast Guard discharge documentation as Board-approved registry sources.

Reciprocity Is Not Automatic

Holding a license from another state does not automatically create a Pennsylvania operator certificate.

The applicant must submit a Pennsylvania reciprocity application and demonstrate that the certification and operating experience satisfy the applicable Pennsylvania requirements.

The State Board determines the Pennsylvania certification that can be granted.

The Outside Certificate Must Be Valid

DEP requires the certification used for reciprocity to be valid.

An operator cannot use an expired out-of-state certificate as the basis for Pennsylvania reciprocity.

An applicant may live and work in Pennsylvania and still apply through reciprocity if the applicant holds an otherwise qualifying valid external certificate.

Reciprocity Experience Requirements

For reciprocity, Pennsylvania evaluates operating experience at the highest comparable Pennsylvania system class.

DEP currently lists the following standard experience requirements:

• Class A: at least 4 years working at a Class A plant.
• Class B: at least 3 years working at a Class B or higher plant.
• Class C: at least 2 years working at a Class C or higher plant.
• Class D: at least 1 year working at a Class D or higher plant.
• Class E: at least 1 year working at a distribution or collection system.

Applicants for reciprocity must meet the applicable Track 1 experience requirement. DEP states that advanced education credit is not used to reduce the experience requirement for reciprocity applicants.

Technology Experience for Reciprocity

Reciprocity also depends on treatment-technology experience.

DEP states that subclassifications can be granted for appropriate technologies that the applicant has operated for at least one year.

An applicant must therefore demonstrate at least one year of experience operating the specific technology for which a Pennsylvania subclassification is requested.

A broad out-of-state certificate does not automatically establish experience with every Pennsylvania treatment subclass.

Water and Wastewater Cross-Credit

DEP allows limited credit toward reciprocity experience for qualifying experience in the opposite field.

Up to 50% experience credit may be available for qualifying bioperable water and wastewater status under the applicable requirements.

This does not eliminate the need to satisfy the Pennsylvania experience requirement for the certification being requested.

Applying for Reciprocity

An applicant seeking reciprocity must use the Pennsylvania application for certification through reciprocity.

The applicant should provide complete documentation showing:

• the current external certification;
• certification class or level;
• operating experience;
• system size;
• treatment technologies operated;
• other information required by the current application.

The application is reviewed and presented to the State Board for certification action.

Board Application Deadlines

Initial, upgrade, and reciprocity applications are subject to State Board meeting deadlines.

DEP publishes current Board meeting dates and the corresponding deadlines for complete applications.

An application received after the published deadline is normally considered at a later Board meeting.

The specific annual dates should be checked on the current DEP website rather than memorized for the exam because the schedule changes from year to year.

Reciprocity Operators Must Maintain Pennsylvania Certification

Once Pennsylvania certification is issued through reciprocity, the operator becomes subject to Pennsylvania certification-maintenance requirements.

This includes the continuing education required for the Pennsylvania class held.

DEP-approved training should be used for Pennsylvania renewal credit.

Reciprocity is therefore a method of obtaining the initial Pennsylvania certificate, not an exemption from future Pennsylvania continuing education and renewal requirements.

When Reciprocity Cannot Be Used

DEP places limits on reciprocity when an operator previously had Pennsylvania certification problems.

An operator whose Pennsylvania certificate was revoked, suspended, or denied or expired because of insufficient continuing education cannot simply use an outside certificate to bypass the Pennsylvania consequences.

The applicable Board action and current DEP requirements determine whether and how the person may become certified again.

Loss of a Reciprocity Certificate for Insufficient Education

DEP also states that an operator who originally obtained Pennsylvania certification through reciprocity and later loses or has the certification inactivated because of insufficient continuing education cannot simply obtain another reciprocity certificate.

To become certified again, the operator may be required to pass the appropriate examinations and reapply under the applicable Pennsylvania certification process.

This reinforces the importance of maintaining continuing education after reciprocity is granted.

Common Renewal and Reciprocity Mistakes

• Assuming a Pennsylvania operator certificate lasts indefinitely.
• Confusing the first-cycle continuing education requirement with later-cycle requirements.
• Taking training without confirming DEP approval.
• Waiting until the final days of the cycle to check the official training transcript.
• Assuming the DEP security course must be repeated every three years.
• Assuming an upgrade automatically starts a new three-year cycle.
• Allowing the certificate to expire because the operator expects an automatic grace period.
• Assuming an out-of-state license automatically transfers to Pennsylvania.
• Applying for reciprocity with an expired outside certificate.
• Assuming advanced education reduces the reciprocity experience requirement.
• Requesting a technology subclass without documenting sufficient experience with that technology.
• Assuming reciprocity eliminates Pennsylvania continuing education requirements.

A Practical Renewal Sequence

1. Know the certificate expiration date and three-year cycle.
2. Identify the continuing education hours required for the class.
3. Confirm completion of the one-time DEP security course.
4. Take DEP-approved continuing education throughout the cycle.
5. Keep personal training records.
6. Check the official EarthWise Academy transcript periodically.
7. Resolve missing training records before the end of the cycle.
8. Complete the current renewal process and applicable fee before expiration.
9. Verify that the renewed certificate correctly shows the operator's qualifications.

A Practical Reciprocity Sequence

1. Confirm that the external operator certificate is valid.
2. Identify the comparable Pennsylvania certification class.
3. Document qualifying operating experience at the applicable system size.
4. Identify the Pennsylvania treatment subclasses requested.
5. Document at least the required experience with each applicable technology.
6. Obtain the current Pennsylvania reciprocity application.
7. Submit complete documentation and the applicable current requirements.
8. Meet the published State Board submission deadline.
9. Receive Board approval before relying on Pennsylvania certification authority.
10. After certification, satisfy Pennsylvania continuing education and renewal requirements.

What to Remember for the Exam

• Pennsylvania operator certificates operate on three-year renewal cycles.
• Certified operators must complete DEP-approved continuing education.
• Classes A, B, and C require 15 hours in the first three-year cycle and 30 hours in later cycles.
• Classes D and E require 8 hours in the first cycle and 15 hours in later cycles.
• Drinking water Class Dc requires 4 hours in the first cycle and 9 in later cycles.
• Drinking water Class Dn requires 3 hours in the first cycle and 6 in later cycles.
• DEP's required system security course is a one-time requirement for certified operators.
• EarthWise Academy provides the official DEP continuing education transcript.
• An operator must make timely application for renewal in addition to completing training.
• Adding or upgrading certification does not restart the existing three-year cycle.
• Reciprocity may be available to operators holding a valid certificate from another jurisdiction or approved registry.
• Reciprocity is not automatic and requires State Board approval.
• The external certificate used for reciprocity must be valid.
• Reciprocity applicants must meet Pennsylvania operating-experience requirements.
• Advanced education does not reduce the Track 1 experience requirement for reciprocity.
• At least one year of qualifying experience is required for a technology subclass granted through reciprocity.
• Once Pennsylvania reciprocity certification is issued, normal Pennsylvania continuing education requirements apply.
• Use current DEP information for renewal procedures, fees, forms, and Board submission deadlines because administrative details can change.