Terms and Conditions
These terms govern examinations conducted by the International Protocol Accreditation Association (hereinafter “the Association”). By applying for an examination, you are deemed to have accepted these terms.
1. Eligibility
Examinations of the Association are open to all who wish to sit them, without regard to where they have studied, which institution they attended, or their nationality.
Specialist accreditation is open to members of the Association. Membership may be taken up at the time of application.
2. Application and Fees
Applications must be made by the method prescribed by the Association. Registration is complete upon payment of the examination fee.
Application and payment of the examination fee must be completed no later than one month before each examination date. Applications received after the deadline cannot be accepted.
Where payment is not confirmed by the date specified, the application will be cancelled.
3. Examination Schedule
Examinations are held in person and online. The date and start time of each sitting, and whether it is held in person or online, are as published on the Association’s website (the application page).
The Association may change an examination date for reasons of venue or other unavoidable circumstances, with prior notice.
4. Conduct of Examinations
Examinations are held either in person, at a venue designated by the Association, or online. The examination and the marking are identical in either case; only the manner of invigilation differs.
The written examination is taken on a computer, using your own machine. For in-person sittings, candidates bring their machine, which is inspected by the Association before the examination begins.
For online sittings, in addition to the computer on which the examination is taken (with a front-facing camera), candidates use a smartphone or similar device placed behind them as a second camera, together with a stable internet connection and a means of keeping each device charged. Online sittings are recorded and invigilated to prevent misconduct. By applying, the candidate is deemed to have consented to this recording and invigilation.
The practical assessment is conducted individually following the written examination — in a separate room for in-person sittings, and the same afternoon for online sittings.
5. Minimum Numbers and Cancellation of a Sitting
A minimum number of candidates is set for each sitting. Where applications fall below this minimum, the Association may decide not to hold that sitting (a “non-holding”).
Where a sitting is not held, the Association notifies applicants no later than one month before the examination date.
Within three days of the notice, the applicant chooses one of the following.
- A refund of the examination fee
- Transfer to a later sitting
- An individual sitting (the individual-sitting fee applies, and the difference is payable)
If the applicant does not respond within three days, the application is transferred to a later sitting. A refund may still be requested thereafter.
6. Cancellation and Refunds
No refund is given for cancellation at the applicant’s own convenience.
Except where a sitting is not held as set out in the preceding article, examination fees are not refundable once paid.
Candidates unable to attend for unavoidable reasons should notify the Association in advance. Transfer to a subsequent sitting may be discussed.
7. Conduct on the Day
The following are prohibited during the examination.
- Use of any application or website unrelated to the examination
- Unauthorised use of mobile telephones, smartphones or other communication devices
- Reference to books, notes or other materials
- Communication with other candidates, or viewing their answers
- Failure to follow the instructions of the invigilator
For in-person sittings, personal effects including mobile telephones must be deposited in the place designated before the examination begins. For online sittings, invigilation is carried out by means of the second camera placed behind the candidate and by recording. In either case, candidates must follow the invigilator’s instructions and sit in the environment specified.
Any breach will result in the examination being declared void and the candidate required to leave, or to be removed from the online session. No refund will be made.
8. Protection of Examination Content
Examination papers and all related content are the intellectual property of the Association. The following are strictly prohibited.
- Photographing, recording or capturing the examination screen
- Audio recording of examination content
- Transcribing questions, or reconstructing them from memory
- Disclosing, supplying or publishing examination content to any third party
- Producing or selling teaching materials, courses or other works derived from examination content
Where any such act is established, a penalty of JPY 500,000 shall be payable.
Where the loss suffered by the Association exceeds that sum, the Association reserves the right to claim the difference separately. Where examination content is used for commercial purposes, damages may exceed JPY 1,000,000.
Accreditation will additionally be revoked, and the individual barred from sitting future examinations.
9. Accreditation and Certificates
Results are notified by the method prescribed by the Association.
Successful candidates receive a certificate bearing the discipline, grade, accreditation number and language of examination.
Accreditation reflects attainment at the time of examination. As examination content is revised periodically, a subsequent sitting will update the accreditation to the most recent result.
10. Use of the Qualification
Those accredited may state the qualification on business cards, curricula vitae, social media and similar.
The discipline and grade must be stated accurately. Any statement that is false or liable to mislead is prohibited.
Qualifications may not be transferred or lent to another person.
11. Personal Information
Personal information provided upon application is used for the conduct of the examination, issue of the certificate, and correspondence from the Association.
It will not be supplied to third parties without consent, save where required by law.
12. Amendment
The Association may amend these terms as necessary. Amended terms take effect upon publication on the Association’s website.
13. Governing Law and Jurisdiction
These terms are governed by the law of Japan. The Tokyo District Court shall have exclusive jurisdiction at first instance over any dispute arising in relation to them.
Established 2026