Registration Frequently Asked Questions
Updated March 2015

New Graduates / New Applicants
Submitting Documents
Application Forms
Employment Eligibility Status
Current Registrants
Timelines
Internationally Educated Professionals
Canadian Police Information Centre (CPIC) Criminal Record Report
Changes to Registration Status / Profile Change Requests
Registrants on Leave / Practising Out of Province / Resigning from the College / Deceased Registrants
Self-Initiation
Independent Practice
Privacy and Records Retention

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New Graduates / New Applicants

What are the requirements to register as a dental hygienist in Ontario?
Detailed application information is available on this website under the Registration tab.

Please Note: As of March 26, 2015, graduates of non-accredited programs must have the program assessed by the National Dental Hygiene Certification Board (NDHCB) to determine if they are eligible to sit the NDHCB’s examination. [O. Reg 36/12 Section 31 (2)].

How can I find out if my dental hygiene program was accredited?
Contact the Commission on Dental Accreditation of Canada or the American Dental Association Commission on Dental Accreditation for a list of accredited institutions.

My dental hygiene program was accredited by the American Dental Association Commission on Dental Accreditation. Which guide should I download?

I did not train as a dental hygienist in Canada or the US. Which guide should I download?

I graduated from a non-accredited dental hygiene program; what must I do to be registered?
Applicants who graduated from a non-accredited program prior to March 26, 2015 must have the program assessed by the Registration Committee of the CDHO. Programs are required to be substantially equivalent to an accredited program.
     Applicants who graduated after March 26, 2015 from a non-accredited program must apply to have their program of study assessed by the National Dental Hygiene Certification Board (NDHCB) to determine whether they are eligible to sit the NDHCB’s examination. Information relating to the NDHCB application process and deadlines can be found at www.ndhcb.ca.
     Graduates of non-accredited programs must also successfully complete the CDHO's clinical competency evaluation following the NDHCB examination.

How do I know if my program meets the current educational requirements of the CDHO?
Programs that are accredited by the Commission on Dental Accreditation of Canada, or in the US by the Commission on Dental Accreditation, meet the current requirements of the CDHO. Other programs must be assessed by either the Registration Committee of the CDHO if the program is completed prior to March 26, 2015, or by the National Dental Hygiene Certification Board if the program is completed after March 26, 2015. Assessments are only conducted following completion of the program. The CDHO encourages potential applicants to obtain information from the educational institute prior to embarking on a course of study.
     For information on the accreditation process, please visit the website of the Commission on Dental Accreditation of Canada.

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Submitting Documents

Can I hand deliver my registration papers to the office?
Yes, once the application form is completed, the application for registration and supporting documentation can be hand delivered or sent by mail. The CDHO office is generally open Monday through Friday, from 8:30 a.m. to 4:30 p.m., excluding holidays. Please call ahead to confirm that someone will be available to receive your application.

Can I send in photocopies of the required documents?
Certain documents require notarization as indicated on the application form and checklist. Please take them to a lawyer, notary or Commissioner of Oaths of your choice to have them signed and sealed. Alternatively, you may bring the original documents to the CDHO in person where they will be authenticated.

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Application Forms

Photographs

Do I need to attach a photograph to the application form?
A passport type photograph, taken not more than six (6) months before the application, must be pasted (not stapled or taped) in the space indicated on the application “Form A”. Photographs printed on paper will not be accepted.

Proof of Employment Eligibility

I would like to submit my passport as proof of employment eligibility, but it has expired. Will this be accepted?
No. When submitting a notarized copy of your Canadian Passport, please ensure the document is valid, i.e. the date has not expired.

Submitting Application Documents

The College I graduated from is now closed. How can I obtain a copy of my transcript?
Contact the Ministry of Training, Colleges and Universities to obtain a copy of your transcript. Email address: pcc@ontario.ca.

Can I submit my “Form C” and transcript to the CDHO directly?
The Form C and transcript must be sent directly from the educational institution. The CDHO does not accept copies from the applicant.

Can I submit my “Form B” to the CDHO directly?
Form B must be sent directly from the regulatory body. The CDHO does not accept a copy from the applicant.

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Employment Eligibility Status

My work permit expires this year. How will this affect my registration?
You must have a valid work permit in order to register and practise as a dental hygienist in Ontario. If we do not receive a notarized copy of your renewed work permit or a permanent resident card within fifteen (15) days of expiry of your work permit, your registration will be suspended.

Where can I find contact information and information on the examination fees for the NDHCB?
The National Dental Hygiene Certification Board can be contacted at:

1929 Russell Rd, Suite 322
Ottawa, ON K1G 4G3
Tel.: 1-613-260-8156   Fax: 1-613-260-8511
www.ndhcb.ca

Please click here for information on the NDHCB examination fees and application process.

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Current Registrants

I currently hold an Inactive Certificate of Registration, and want to practise dental hygiene. What do I need to do?
In order to practise dental hygiene, you must complete the Application to Change Registration Status from Inactive to General/Specialty on the CDHO website and submit the form and payment. Once your application has been processed you will be notified, at which time you will be eligible to practise.

How do I reinstate my certificate of registration if I have been suspended for not paying my fees?
Applicants who wish to reinstate their certificate of registration must complete one of the following applications available on the CDHO website:

Submit the complete signed form and appropriate payment. Once your application has been processed you will be notified, at which time you will be eligible to practise.

I want to apply for a Specialty Certificate of Registration to practise restorative dental hygiene. What do I need to do?
Applicants for a Specialty Certificate must be currently registered with the CDHO and must have completed a program in restorative dental hygiene offered at an accredited school or a program that is considered to be substantially equivalent. After completion of the program, applicants complete the Application for Specialty Certificate of Registration on the CDHO website and submit the form and payment. Once your application has been processed you will be notified, at which time you will be eligible to practise.

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Timelines

What is the estimated timeline for each stage of the application process?
*All timelines are approximate

Program

Timelines*

Comments

Graduates of an accredited dental hygiene program

One (1) month

Applicants may submit the Application for Registration upon receipt of the results of their National Dental Hygiene Certification Examination (NDHCE)

Graduates of a non-accredited program, including internationally trained applicants

Three (3) to eight (8) months

The first step is to successfully complete the NDHCE (for upcoming examination dates, check the NDHCB website).
The second step is to successfully complete the clinical competency evaluation (held 1–2 times per year, depending on the demand)

Applicants applying under the Agreement on Internal Trade (AIT)

One (1) month

Registrants/licensees of another dental hygiene regulatory body in Canada who are registered in good standing and hold a current active certificate of registration in another Canadian jurisdiction, may submit a complete application.

Past registrants

One (1) month

Past Registrants who have not practised dental hygiene in a recognized jurisdiction within three (3) years prior to applying, may submit a complete application.

Six (6) months

Past Registrants who have not practised dental hygiene in a recognized jurisdiction within three (3) years prior to applying, must successfully complete an approved refresher course, or assessment set or approved by the Registration Committee.

Where can I find out about when the Examinations are being held?
For information on the National Dental Hygiene Certification Examination, check the National Dental Hygiene Certification Board website at www.ndhcb.ca or contact them at

Tel.: 1-613-260-8156   Fax: 1-613-260-8511

To obtain information on the Clinical Competency Examination, click here.

What is the estimated timeline to process a completed application?
Once a completed application package has been received, it takes approximately 5 to 10 business days to process. An application is considered complete once all required documentation has been received and verified. If any information is missing or incomplete, the expected timeline will be lengthened depending on the item(s) pending for submission.

How do I know if my application package is complete or if there is any outstanding information I am required to provide?
Applicants are informed by email or phone regarding any missing or incomplete information. Once the application package is complete and assessed, an email will be sent to the applicant with further instructions.

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Internationally Educated Professionals

What are the registration requirements for an internationally trained dental hygienist?
Please refer to the document Career Map, developed in collaboration with the Ministry of Citizenship and Immigration, for detailed information on the process for international dental hygiene graduates. Additional information can be found in the Guide for Graduates of Non-Accredited Dental Hygiene Programs.

I am an internationally trained dentist and would like to know the requirements to become a dental hygienist in Canada.
A non-exemptible requirement for registration as a dental hygienist in Ontario is that an applicant must have graduated from a recognized, accredited dental hygiene program or one considered substantially equivalent by the Registration Committee of the CDHO. In Ontario, dental hygiene is considered a separate and distinct health profession from dentistry. Work experience is not considered a substitute for training in a supervised educational setting. Therefore, unless an applicant has successfully completed a program of study in dental hygiene in addition to her/his degree in dentistry, it is unlikely that the applicant’s course of study would be considered equivalent to a recognized accredited dental hygiene program. Please refer to the information for Graduates of Non-accredited Programs “Applicants Who Graduated in Dentistry” and in the Career Map.

Is there a language requirement for an applicant to successfully complete the written examination(s) and clinical competency evaluation?
The CDHO requires an applicant to have reasonable fluency in either English or French. Fluency is assessed informally through the applicant's ability to successfully complete the written examination(s) and clinical competency evaluation.

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Canadian Police Information Centre (CPIC) Criminal Record Report

What is a CPIC report (criminal record check)?
One of the requirements for registration as a dental hygienist in Ontario is that an applicant must provide a Canadian Police Information Centre Criminal Record Report (CPIC report) as part of their application for registration [O. Reg 36/12 Section 29. (4)1]. The CPIC report identifies whether or not the applicant has had any criminal charges and convictions. The report is obtained by using all name(s) and birth date to run a criminal record check against the Canadian Police Information Centre national computerized database.

Why does the CDHO ask for a CPIC report?
A criminal records report is one of the ways the CDHO protects the public by helping to determine that applicants for registration meet the Good Character requirement.

Where do I go to obtain a CPIC report? How much will it cost and how long will it take?
You must make your own arrangements to obtain a valid CPIC report from your local or regional police service in Canada. You should contact your local police department to inquire about their process and fees.

Do I need to submit my fingerprints for the CPIC report? Must it include a vulnerable sector search?
No, the CDHO does not require that applicants provide their fingerprints or that the report include a vulnerable sector search. The report does need to cover past convictions as well as current/open charges/warrants.

What name should I use for my CPIC report?
The report must show that a search was done on all names you are currently using or have ever used, including your first, middle, and last name(s), your name as listed on your legal documents, your maiden name, or any other former or assumed names. Please do not use initials. Failure to include any applicable names on the report will mean that you will be required to obtain another report before your registration can be completed.

How recent should the CPIC report be?
The CPIC report must be current within one (1) year immediately preceding the date when the complete application is received by CDHO. If you provide a CPIC report and then take longer than 12 months to complete the other requirements for registration, you will be required to submit an updated CPIC report to complete your application for registration.

How should I submit the CPIC report?
The original or a notarized copy of the CPIC report should be submitted to the College by mail or in person. Alternatively you can bring the original CPIC report to the office and a CDHO staff can authenticate the document and take a copy. The report must be on police service letterhead and contain the date of issuance as well as the department seal/stamp indicating authenticity. The report must explicitly indicate that a search was done using the Canadian Police Information Centre (CPIC) database and that it includes past convictions as well as current/open charges/warrants.

What happens if I have been convicted of a criminal offence?
If you have a criminal record, you must declare it in the Applicant’s Declaration section on Application Form A. The College considers each application individually at the time it is received. Having a criminal record does not necessarily preclude you from being registered but could result in a delay in processing your application. If you do have a criminal record, please include a personal statement with your application that explains, in detail, the dates, circumstances and outcome of the events. This may be submitted to the Registration Committee for consideration. You may be asked to submit additional documentation at this time.

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Changes to Registration Status / Profile Change Requests

What do I have to do to change my name with the College?
If you have changed your name for any reason, you must officially change your name with the College. In order to do so, please fax or email proof of your name change, such as a photocopy of a marriage certificate or a court document, to the CDHO. If you cannot provide a name change document, an affidavit from a lawyer with the declaration of name change should suffice.
    Your current wall certificate should be replaced to reflect this change. The name displayed on your wall certificate must match your name on the public register.

How do I request a new or duplicate wall certificate?
Please send an email to registration@cdho.org and submit your request and payment for a duplicate wall certificate. The fee for a new wall certificate is $20 (see Fee Schedule, CDHO ByLaw No. 4 Section 16). Please allow seven (7) days for processing.

Do I have to inform the College of my address change?
Registrants are required to notify the College within 14 days of any changes to their contact information. This includes business and residence, telephone numbers, and email addresses. Log in to the Registrant Login area of the College website and make any applicable changes under your profile. Registrants with an Inactive certificate can only edit personal contact information.

How can I get a copy of my receipt for registration, self-initiation and renewal fees?
A copy of your receipt is available online. It can be printed anytime during the year from the Registrant Login area of the CDHO website. This receipt can be used for tax purposes.

How can I get a copy of my wallet certificate after renewal of my certificate of registration?
A copy of your wallet certificate is available online. It can be printed anytime during the year in which your certificate of registration was renewed from the Registrant Login area on the CDHO website.

I would like to renew my certificate of registration.
The registration period is from January 1st to December 31st each year. Online renewal is available each year in mid-November. Renewals must be completed online; paper forms are no longer accepted.

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Registrants on Leave / Practising Out of Province / Resigning from the College / Deceased Registrants

I will be taking a leave for a year; what is the process regarding my registration?
When you are on leave, you can change your status to Inactive. Changes to your registration status from General or Specialty to Inactive can only be made during the online renewal period in November/December each year.

I have completed my leave and would like to return to practise dental hygiene. How can I change my registration status back from Inactive to General or Specialty?
If your registration status is Inactive for the current year and you would like to return to practise, you should complete the Application to Change Registration Status on the CDHO website. You will be asked to provide your current professional liability insurance information. If it has been more than three (3) years since the date you last practised dental hygiene, you will also need to submit proof of completion of an approved refresher course.

I am moving to another province or jurisdiction in Canada. Do I have to change my status to Inactive or resign my certificate of registration?
You can choose to renew your certificate of registration to your current status, change it to Inactive or resign. This can be done online on the Registrant Login area on the CDHO website. If you plan to practise in a jurisdiction outside Ontario for a short period of time, changing your status to Inactive may be a suitable alternative. This option will allow you to reinstate to General/Specialty status. Resigning your certificate of registration would be an option if you are not planning to practise in Ontario for a number of years. To return to practise in Ontario you would reapply as a past registrant of the CDHO and comply with registration requirements that are in place at the time.

I need a Certificate of Professional Conduct to be sent to a regulatory body outside of Ontario.
You can find the Certificate of Professional Conduct on the CDHO website. The request can be submitted by email at registration@cdho.org, by fax at 416-961-6028, or by mail. Please include your full name and contact information, CDHO registration number and the contact information for where the document is to be sent. The cost is $15. The letter will be sent directly to the regulatory body and a copy will be sent to you for your records. Please allow five (5) to ten (10) business days for processing.

I need a Letter of Standing to be sent to an educational institution outside of Ontario.
You can request a Letter of Standing from the CDHO by email at registration@cdho.org, by fax at 416-961-6028, or by mail. Be sure to include your full name and contact information, CDHO registration number and include the contact information for where the document is to be sent.  The letter will be sent directly to the educational institution and a copy will be sent to you for your records. Please allow five (5) to ten (10) business days for processing.

I have not practised dental hygiene in a recognized jurisdiction for over three (3) years. Where can I find more information about refresher courses?
If you have not practised dental hygiene in a recognized jurisdiction for over three (3) years, you will need to submit proof of completion of an approved refresher course before you are able to return to practise in Ontario. A list of approved course providers can be obtained from the College by contacting registration@cdho.org.

I’ve decided that I no longer want to be a registrant of the College. Do I need to do anything?
Yes. You need to formally notify the College of your resignation. If you do not notify the College, your certificate of registration will be suspended and this will be reflected on the public register permanently.

How do I resign from the College?
During the registration renewal period (mid-November to January 1), you can resign online by following the prompts for your Certificate Renewal Option and choosing “Resigning”. If you wish to resign at any other time, complete and sign the Resignation form and submit it to the CDHO by fax, mail, email to registration@cdho.org or in person. You will be notified once your resignation has been processed.

What happens if I fail to notify the College that I am resigning?
If you fail to renew or to formally resign on or before January 1st, your certificate of registration will be suspended for non-payment of fees as required by the legislation (O. Reg.36/12, Section 39 [3]). Certificates of registration are automatically revoked two (2) years after being suspended. The public register will permanently indicate that your certificate of registration is “suspended” or “revoked” and this information will also be published in the College publication, Milestones (Section 23[2]9 of the Health Professionals Procedural Code).

What if I am currently under investigation and want to resign?
If you are currently under investigation and wish to resign your certificate of registration, you will need to send an email to registration@cdho.org c/o Manager, Investigations and Hearings.

I am retired but want to retain my registration. Is this possible?
If you are considering resigning/retiring from the CDHO, you may choose to continue to hold an Inactive certificate of registration. This category of registration does not permit you to practise dental hygiene in Ontario, but you would continue to receive the CDHO communications. Please be advised that Inactive registrants are required to maintain a Professional Portfolio and keep us up to date of their contact information while holding an Inactive certificate of registration.

What should be done in case of the death of a dental hygienist?
Please send a copy of the death certificate to allow us to update our records accordingly. Notice of the registrant’s death will be posted under the Registrants Update section in the next issue of Milestones, the CDHO newsletter.

What are the estate’s responsibilities regarding safeguarding of client information after the death of a registrant?
If the dental hygienist was employed by someone else, it is likely the employer is the “Custodian” of the client information and is therefore responsible for safeguarding it. If the dental hygienist was not an employee and is the “Custodian” of the client records, there may be an agreement in place with an associate or colleague who will assume responsibility for client files. In other cases, if there is a partnership or if a practice is incorporated, responsibility for the records may continue with the partnership or corporation. Where no one else has responsibility for the client information, under the Personal Health Information Protection Act (subsection 3[12]), the estate assumes responsibility for maintaining and safeguarding the client records for the required period.
    You may wish to contact the office of information and Privacy Commissioner for Ontario for additional information at info@ipc.on.ca    Tel.: 1-800-387-0073 or fax: 416-325-9195.

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Self-Initiation

I would like to be registered to self-initiate. What do I need to do?
A guide to self-initiation and FAQs are available on the Self-Initiation page under the Professional Practice tab on the website. Information is included about self-initiation and eligibility criteria.
    Choose the Application for Self-Initiation on the CDHO website, select the stream under which you want to apply, complete and submit the form by fax or mail. Once your application has been processed you will be notified, at which time you will be eligible to self-initiate .

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Independent Practice

Do I need to notify the CDHO when I open my independent dental hygiene practice?
Yes, the CDHO needs to be notified when you open your independent practice. We will be able to assist you to enter your information on the register. For more information, please contact registration@cdho.org.

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Privacy and Records Retention

What is the CDHO policy for retention and safeguarding registrant’s personal information?
The College is committed to using, disclosing, and retaining personal information in a secure and confidential manner. Details on the CDHO’s Retention and Safeguarding Policy for Records Containing Personal Information can be found on the CDHO website. For additional information, please contact registration@cdho.org.

 






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