Step 4: Portfolio Format/Forms
The portfolio must be one volume in an 8.5” x 11” format (legal size documents must be reduced), bound on the 11” side in either a 3 three-ring or spiral binder. Submittals in any other format or more than one volume will not be accepted. Transactions or qualifying activities must be numbered in reverse chronological order (most recent as number 1, and so on), with each section separately tabbed. It is suggested that the print size of narratives not exceed 12-point type. Prepare two copies and keep one for yourself in case revisions are required. The original will not be returned to you.
Downloadable Files and Forms
| Activity Data Form |  WORD |  PDF |
| Portfolio Check List | WORD | PDF |
| Portfolio Cover Sheet | WORD | PDF |
| Portfolio Submission Form |
WORD
|
PDF |
| Summary of Qualifying Activities |
WORD
|
PDF |
| Sample Notary Letter | HTML View |
Portfolio Submittal
Submit the Portfolio Submission Form with a copy of the completed Portfolio Check List above. It is suggested that portfolios be express shipped or mailed
CCIM Designation Department
430 N Michigan Avenue, Suite 800
Chicago, IL 60611-4092
The Designation Department can be reached at 800-621-7027, extension 4478, or via e-mail at designation@ccim.com. Confirmations will be mailed after portfolios are received. For the portfolio submission deadline, view the Candidate Guidance Schedule.
International Portfolios
A person who is not a resident of the United States and is considered to be a foreign national resident must submit an International Portfolio. All portfolios must be submitted in English and in the same manner as all other portfolios are submitted. Supporting documentation that is submitted in a foreign language must highlight and translate the type of document, name of candidate, transaction amount and names of parties involved into English and the US dollars on the document. The Institute will consider all International Portfolios on an individual basis.
Portfolio Review
Use the CCIM Portfolio Check List to make sure you have complied with the submission requirements. Portfolios are reviewed by the Designation Department to determine whether they qualify for the grading session. Please include a copy of the completed Portfolio Check List to assist staff in reviewing your portfolio before it is shipped for grading. If items are found lacking or the format does not conform with requirements, you will be advised of a date by which revisions should be received to be eligible for grading.
Portfolio Grading
While one portfolio grader is assigned primary responsibility for your portfolio, it is reviewed within a team of experienced CCIM designees to ensure objectivity and consistency. Grading results are reached by unanimous decision, and all disapproved portfolios are personally reviewed by the Designation Committee vice-chair for portfolio grading before the decision is finalized.
"If, at the discretion of the Grading Team, a portfolio's graded but contains too many corrections or revisions to be effectively reviewed outside the normal grading session, the candidate will be advised to resubmit the portfolio for the next scheduled grading session".
Grading Results
Results of the grading session are mailed immediately. Candidates are asked to refrain from calling for results unless they have not received them by mail within one week of the grading session.
Appeals Process
Applicants whose portfolios of qualifying experience are disallowed may appeal that decision to a review board comprised of three members selected from each of the following committees: executive, designations, and professional standards. Members are to be appointed by the CCIM president.
Portfolio Revisions
Revisions of disapproved portfolios will be accepted for re-grading until 30 days from notification. If revisions are approved and all other requirements are fulfilled, the candidate may submit the Application for CCIM Designation and register for the Comprehensive Examination.
Disqualification
Breach of these rules may result in disqualification of individual activities or the portfolio in its entirety. Duplicate portfolios/activities in the case of partnerships or teams will result in the disqualification of all related portfolios. Falsification of information will permanently disallow the entire portfolio.
Confidentiality
Contents of the portfolios are kept confidential by the Institute. To guarantee the confidentiality of sensitive information and avoid conflicts of interest, graders do not review portfolios submitted from their own state or from candidates with whom they are familiar.
Portfolio graders are obligated to verify the candidate's material participation in an activity as required by the CCIM Institute. An alternate activity must be chosen by the candidate when client confidentiality in a transaction prohibits the disclosure of any or all of the required documentation as listed in the Designation Guidelines.
- When disclosure is a concern, and the candidate blacks out portions of what is being submitted, then you must submit a different or alternate transaction. If the candidate cannot read about the transaction then the grader cannot read it or grade it.
- If there is attorney/client privilege preventing disclosure, submit a different or alternate transaction.
- Please go directly to the client/customer and discuss what you are trying to achieve and request the client's written permission for release. If not, then submit a different or alternate transaction.
- Create a document for the client or customer to sign verifying that you were directly involved in the transaction and that the client has given permission to disclose particulars of the transaction. Always ask.
- This engagement letter would include the name of the client, property identification, the fee, and type of work that was completed. The client must have their signature notarized.
- You, the candidate, must confirm to the client/customer that the Portfolio of Qualifying Experience is not used for marketing or public display and that it will be destroyed after it is reviewed by the CCIM grader.
- Some of your client/customers may ask for copies of what you are going to submit to CCIM prior to submission. Please provide this to your client so they understand your situation.
Yes, there is extra work involved in submitting your portfolio to the CCIM Institute for portfolio review and grading when Confidentiality is an issue.
| << Step 3: Activity Data Form - Explaining CCIM Skills | Frequently Asked Questions >> |