Application Policies & Procedures

Application Process

There are two ways to apply for a WREB exam – either by completing an online application or  mail-in application.  Applications are processed on a first come, first serve basis; however, online applications receive priority over mail-in applications.  Candidates must decide to enroll completely online or completely by paper with a mail-in application.  See below for explanations of the two processes.
Space in all exams is limited. When the maximum number of applicants has been reached, the exam is automatically assigned a “wait-list status” (see below). This is not uncommon prior to the application deadline.  Candidates are encouraged to apply early for the exam/s of their choice.  Candidates will be notified by email of their application status – a) whether they have been “enrolled” or b) if the exam is full, asked if they would like to be placed on the “wait-list” for that exam, transfer to another exam, or cancel from the exam and be issued a full refund.

When an application is submitted, it is considered a contract with WREB, and the cancellation policy applies.    Each Candidate is allowed to be enrolled in a maximum of two exams at a time (including wait-list). Candidates who fail to fulfill all requirements of the application, or are unable to take the exam, are subject to the Refunds and Cancellations Policy.

Online Applications

The online application process is the most convenient and efficient means of applying for a WREB exam. Candidates will need a valid credit card (Visa/MasterCard), a digital photo in .jpg format, and be asked to digitally sign the WREB Policy Agreement. The only paperwork to be submitted to WREB is the proof of qualification.  This can be submitted at a later time; however, must be received in the WREB office no later than the final deadline date.  Candidates who do not provide the proof of qualification by the final deadline date will be cancelled from the exam and no refund will be given. (See below for more information about the proof of qualification.)

Applying online is the first step in the application process; however, it does not guarantee a space in the exam.  Applications remain in a “pending” status until the information is reviewed by WREB staff.  WREB Dental Coordinators verify that information is complete and that the photo meets the required specifications.   It is the candidate’s responsibility to ensure that all application requirements are met.  Candidates will be notified of their status by email as soon as possible, but should allow up to seven (7) days for processing.

Mail-in Applications

To apply by mail, candidates must download the Mail-in Application. The application should be mailed to the WREB office along with two photos (2”x2”, passport quality), exam payment (certified check, cashier's check or money order only) and the signed General Information/Policy Agreement.  The proof of qualification to take the exam may be submitted at a later time, but must be received in the WREB office no later than the final deadline date, or the candidate will be cancelled from the exam and no refund will be given.  (See below for more information about the proof of qualification.)

Proof of Qualification

Proof of qualification is required to be eligible to take the WREB exam.  Candidates may be enrolled in an exam prior to providing this document; however, the proof of qualification must be received in the WREB office by the final deadline date.  Candidates who do not provide the proof of qualification by this date will be cancelled from the exam and no refund will be given. An email notice of clinical schedules will be emailed approximately four weeks prior to the first day of the exam.  Candidates will receive their schedules only after proof of qualification is received. 
The appropriate  document/s must be submitted in English. Any one of the following documents may be submitted:

• A photocopy of candidate diploma showing a DDS or DMD degree from an ADA accredited dental school.  Post graduate certificates are not acceptable.
• An original letter on school letterhead from an ADA accredited dental school stating that candidate received a DDS or DMD from that school.  The letter must include the date the DDS or DMD was earned.
• A photocopy of candidate’s official transcript from an ADA accredited dental school listing a DDS or DMD and the date earned.  Unofficial copies are not acceptable.
• If candidate is a foreign-trained graduate or a graduate of a non-accredited dental school, the state board where the candidate is seeking licensure must provide an original letter.  The  letter must have the state seal affixed, and must verify that the candidate is eligible to take the WREB exam.  See our List of States Accepting WREB for state board contact information.
• If candidate is a senior dental student in their final semester (does not apply to post-graduate studies), they can provide a completed Certification for Graduating Seniors Form. The form must either be an original signed by the school dean with the school seal affixed and mailed to WREB; or the form must be filled out and emailed by the school’s official designate from their email address. 

Note: WREB is a testing agency.  We do not handle licensing.  Proof of graduation must be provided to individual states in order for a candidate to receive a license.  Some state boards may have more stringent requirements.  Candidates should contact the state board where they wish to practice to obtain specific licensure requirements.

Exam Fees

Full Exam

WREB is a not-for-profit organization. Fees from the exams support the mission of WREB. The fee required to take the WREB dental exam includes a determined amount for WREB expenses and a per-candidate fee assessed by the dental schools.
WREB's base fee for the full clinical dental exam is $1,760. The exam fee listed in the "2012 Dental Exam Location, Dates and Fees" is the amount required to cover expenses for both WREB and the dental school. Fees will vary by exam site. 

There will be separate charges of $230 for the CSW Periodontal and Prosthodontics computer exam and $50 for the PATP exam.  These fees will be paid directly to Pearson VUE at the time you make your appointments with them.

Section Exams (Re-takes Only)

Fees for individual sections are the same for all sites.  WREB's Refunds and Cancellation policy applies. If applying after the application deadline, a $100 late fee is assessed.
Candidates who need to take two sections of the clinical exam at the same site will pay the lesser of:
1.   The two section fees combined; or
2.   The full exam fee (This only applies if the online application for both sections is submitted at the   
same time. If  applying for the two sections separately, the candidate will be charged the full
section fees for each).

The Pearson VUE charge for one section (retakes only), Periodontal or Prosthodontics is $185. The Pearson VUE charge for a PATP retake exam is $50.00.
Fees for online applications are payable by (Visa or MasterCard) credit card only .  Fees for mail-in applications are payable by certified check, cashier's check, or money order only, payable to WREB. Payment by credit card is only available for online applications.  One single credit card must be used for the transaction (charges cannot be split between two or more credit cards).

Late Applications (applications submitted after the Application Deadline, but prior to the Final Deadline.)

The application deadline date is the same whether enrolling online or applying by mail. Online applications, submitted after the application deadline date, will be assessed a $100 late fee.  This is automatically  added to the total exam fee and included in the credit card payment.

Mail-in applications and all required items must be received in the WREB office on or before the application deadline date.  It is the candidate’s responsibility to ensure the appropriate exam fee(s), information form, signed policy agreement and pictures are received in our office on or before the application deadline date.    Applications received after the deadline date without a late fee will be held and will not be processed until the $100 late fee is received.  For mail-in applications, the late fee is payable by certified check, cashier's check, or money order only. 

Late applications are processed on a space-available basis. If space is not available, candidates will be offered to be placed on the Wait-List. (Please see the Wait-List section below.) Proof of qualification to take the exam must be submitted to WREB by the final deadline date, or candidates will be cancelled from the exam and no refund will be given.  The final deadline date means the exam is officially closed and no further applications will be accepted.

Wait-List

Candidates may apply for an exam that is listed on a wait-list status. WREB staff will process all applications in the order in which they were received by time and date.  An email will be sent to candidates notifying them of their status.
Candidates will have 48 hours to respond with their choice of  three options:

• Remain on the wait-list.  The cancellation policy does not apply as long as a candidate remains on the Wait-List. 
• Transfer to another exam.   Candidates may elect to transfer to any other WREB exam.  The exam fee will be what the candidate has already paid.  If the other exam has a higher fee, they will not be charged the additional amount.  If the exam fee is less, the candidate will not be refunded the difference. 
• Cancel their application and receive a full refund.

If a candidate elects to remain on the wait-list, they will remain there until a space opens up or until the final deadline date, whichever occurs first.  Candidates are sent an email to determine if they would like to be enrolled, or to remain on the wait-list.  This may occur when a candidate is applying for two exams and waiting for their preference.  Candidates will remain on wait-list status only until the final deadline date.  Anyone remaining on the wait-list on that day will be processed to receive a full refund.

 Re-Examination

If three or more sections of the exam are failed, the entire exam (five sections) must be retaken.  Failure of one to two sections allows the opportunity to retake just the failed sections, within twelve months of the first full exam. Candidates may apply for re-examination by following the same application process described above.  If they applied online for the first exam, the candidate must use their original user log-in to re-apply. Re-applicants will not have to enter personal information or upload a new photograph; however, if personal information has changed, candidates must email dentalinfo@wreb.org with the corrected information.   Candidate photos will only be valid for the calendar year in which they were uploaded.  In some cases, a new proof of qualification may also be required.  It is important to notify WREB in writing (email) of any change in email or mailing address.

Candidates who fail the periodontal section must retake both the clinical and the computerized exam.  A new eligibility number will be issued for authorization to take the computerized exam.

If the full exam or a section is failed three times, remediation must be completed before the exam may be retaken a fourth time.  The remediation hours will be calculated and emailed to the candidate.  Once remediation is completed and approved by the WREB office, the entire exam must be retaken.

WREB strongly discourages candidates from applying for re-examination prior to receiving their results from the first exam. Candidates are encouraged to please call the WREB office prior to going online and applying for another exam, if they have not received their results.  If a candidate chooses to apply prior to receiving exam results, they are subject to cancellation fees, if they must be re-enrolled from a full exam to a section exam, or from one section to another.

Note:  State board restrictions may apply if a candidate has failed an exam two or more times.  Contact the state dental board in the state where the candidate plans to practice for its requirements.

Refunds and Cancellations

It is the candidate’s responsibility to ensure that a cancellation notice is received in the WREB office by the application deadline date. A cancellation notice may be sent by e-mail, fax or mail. Postmark dates are insufficient and telephone cancellations are not accepted. Exam fees cannot be transferred to a later exam. Candidates must cancel out of one exam and reapply for a subsequent exam. Once an applicant has submitted an application for an exam, the following refunds and cancellation policies apply.

• A written cancellation received in the WREB office before or on the application deadline date receives a full refund minus a $250 processing fee per exam.
• A written cancellation received in the WREB office after the application deadline date, but before the final deadline date receives a 50% refund per exam.
• If the required items to complete the application are not in the WREB office by the final deadline date, you forfeit your place in the exam and receive no refund.
• A written cancellation received in the WREB office after the final deadline date receives no refund.

Medical Emergency Cancellation Policy

Exceptions may be made only in the case of a documented medical emergency occurring after the final deadline. In such cases, 50% of the exam fee may be transferred to a future exam within twelve (12) months upon receipt of appropriate documentation of the medical emergency and approval by the WREB Board or Board of Directors.

WREB is a not-for-profit organization, funded exclusively by candidate fees. WREB makes every effort to contain costs in order to ensure that candidate fees are as low as possible. In order to do this, costs incurred by only a small number of candidates have not been included in the exam fee, which sometimes necessitates requiring these candidates to bear the financial burden for situations that fall outside the norm. This includes such situations as cancellations and late applications. We do this in order to avoid having to charge costs of such special situations to all candidates. It is not done as a punishment to those involved in special situations (which may be beyond their control); rather, it is to keep the average costs for candidates at a more manageable level and to avoid charging costs of unusual situations to candidates who are not involved.

The “Refunds and Cancellations” policy corresponds with the application deadline date (approximately six weeks prior to the first day of the exam), because this is the lead time needed to confirm final numbers of examiners and airline reservations. If candidates cancel after the application deadline date, WREB has no recourse to recover expenses involved in contracting with the examiners. By the final deadline (approximately three weeks prior to the first day of the exam), all expenses, including non-refundable airline tickets, hotel reservations, and supplies, have been incurred. Cancellations after the deadline preclude the possibility of WREB finding another candidate to fill the now-empty space. A refund at this point would result in significant financial loss to WREB, and ultimately in higher exam fees for future applicants.

In the case of a medical emergency occurring after the deadline, a compromise policy has been adopted. Both WREB and the candidate will incur a financial loss, but neither will have to bear 100 percent (100%) of the loss. The candidate must submit documentation (depending on the emergency) in one of the following ways: (a) a letter from the treating physician (typed on the physician's letterhead stationery and mailed directly from the treating physician to WREB, attesting to the specific medical condition which results in the inability of the candidate to attend the exam); or (b) records from the emergency room; or (c) a copy of the death certificate of an immediate family member. This documentation will be reviewed on a case-by-case basis by the WREB Board of Directors. If the Board of Directors determines the documentation warrants an exception to the published cancellation policy, WREB will transfer fifty percent (50%) of the exam fee to a new exam scheduled within twelve months of the cancelled exam. No refunds or complete transfers to another exam will be considered.

Candidate Guide

The 2012 Dental Candidate Guide provides information on exam procedures and scoring criteria. When a candidate has been enrolled in an exam, a guide will be mailed with the enrollment packet. The 2012 Dental Candidate Guide can be viewed online as a "read-only" document or may be downloaded anytime. Keep in mind that it contains more than 100 pages and will necessitate a substantial amount of printing and computer memory usage.

Persons with Disabilities

WREB makes every reasonable effort to offer the exam in a manner accessible to persons with disabilities in accordance with the Americans with Disabilities Act.  Candidates who require special accommodations due to a disability should contact the WREB office or download the Special Accommodations Information and Special Accommodations Request Form. The appropriate professional (physician, psychologist, etc.) must complete the form specifying the accommodation requested and attesting to the specific need.  This must be received in the WREB office no later than 45 days prior to the exam. 
Candidates whose patients have special needs or facility needs due to wheelchairs, etc. should notify WREB at the time of application. Patients in wheelchairs must be able to move from wheelchairs to the examining chairs. Patient accommodations will vary from site to site, so individual special requests cannot possibly be guaranteed. 

Left-Hand Operatory

Candidates who prefer a left-hand operatory should indicate this when applying online, or by checking the box on the General Information/Policy Agreement form if applying by mail. If the school has left-hand operatories available, WREB does its best to accommodate the request, but cannot guarantee availability of left-hand operatories.

Equipment

Candidates must furnish all instruments and equipment, including high and low-speed hand pieces. Equipment may be available to rent at some exam sites. Certain expendable materials are furnished to candidates. Details are covered in the School Information for Candidates.

Malpractice Insurance

CNA Insurance Company, through the Professional Protector Plan in cooperation with WREB, will extend WREB professional liability coverage with the limit amounts of $1,000,000/$3,000,000 for the patient-based portion of the calendar year 2012 dental exam at no charge to the candidate. WREB will forward the names and addresses of all candidates to CNA.