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Registration Frequently Asked Questions
(Updated October 7, 2014)

New Graduates / New Applicants
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
Self-Initiation / Independent Practice / Professional Corporations Privacy and Records Retention
Privacy and Records Retention

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New Graduates / New Applicants

What must I do when I graduate from a non-accredited dental hygiene program?
Graduates of non-accredited programs 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 its examination. Information relating to the NDHCB application process and deadlines can be found at www.ndhcb.ca. The NDHCB is separate from the CDHO and conducts its own assessment of applicants.
     In addition to successful completion of the NDHCB examination, graduates of non-accredited programs must also successfully complete a provincial clinical competency evaluation administered by the CDHO. Applicants must successfully complete the NDHCB examination prior to participating in the CDHO clinical evaluation.
     For more information about the clinical competency evaluation, please contact Cathy Goldberg, Programs and Exams Manager, at cgoldberg@cdho.org.

How do I know if my program meets the current educational requirements of the College?
CDHO cannot comment on whether non-accredited programs will meet the educational requirements. Applicants whose courses of study have been assessed by the NDHCB and are considered eligible to sit its examination are not required to have the course of study re-assessed by the Registration Committee of the CDHO. The Registration Committee is satisfied that the assessment process used by the NDHCB is sufficient to determine whether a course of study meets the CDHO educational requirements. Neither the NDHCB nor the CDHO will conduct an assessment of the program prior to its completion.
     The CDHO suggests that you speak directly to the Dental Hygiene Program Director of the educational institute you would like to attend in order to obtain assurances that the program is planning to meet the criteria required by the Commission on Dental Accreditation of Canada, which grants accreditation to dental hygiene programs in Canada. For information on the accreditation process, please visit the website of the Commission on Dental Accreditation of Canada.

I was wondering if I can hand deliver my registration papers to the office?
Yes, the application for registration and supporting documentation can be hand delivered or can be sent by mail. The CDHO office is open Monday through Friday, from 8:30 a.m. to 4:30 p.m., excluding holidays.

Where can I find the application forms (including Forms B and C) for registration?
All applications and related forms are available on the CDHO website, on the Registration Forms page.
     New applicants should download the entire application package, which includes the Application for Registration, Forms B, C, and D, the Application Checklist, and the Guide for New Applicants. Be sure to take the Application Checklist and Guide for accredited or non-accredited institutions, depending where you completed your dental hygiene program.
     Dental hygienists currently registered or practising in another Canadian jurisdiction should download the application package under the heading “Applicants Under the Agreement on Internal Trade (AIT).”
     Previous registrants of the College who have either resigned or had their certificate of registration revoked should use the application package available under the heading “For Past Registrants.”
     Existing registrants can access the Application to Change Registration Status from Inactive to General/Specialty, the Application for Specialty Certificate of Registration, and the Application for Reinstatement from the Registration Forms section, under the heading “Additional Application Forms.” The Application for Approval for Self-Initiation can be found in the Self-Initiation section of the website.

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.

What is the estimated timeline for each stage of the application process?
For a graduate of an accredited dental hygiene program – the process should take approximately one (1) month. Applicants may prepare and submit the Application for Registration upon receipt of the results of their National Dental Hygiene Certification Examination (NDHCE), or at the time of their graduation, if the NDHCE results are posted prior to their graduation.
     For a graduate of a non-accredited program, including internationally and provincially trained applicants – it will take longer to meet the requirements, as applicants must successfully complete the provincial clinical competency evaluation after they have successfully completed the NDHCE. The dates of the upcoming NDHCB examinations are posted on its website and the clinical competency evaluations are held 2-3 times per year, depending on the demand. If an applicant is successful on the first attempt at the NDHCE and on the first attempt of the clinical competency evaluation, the entire process will take approximately six (6) to eight (8) months.
     Please note, effective March 26, 2015, the CDHO will no longer consider substantially equivalent dental hygiene programs taken in Canada or the United States of America that are not accredited by the CDAC or the ADA [O. Reg 36/12 Section 31 (2)].
     For an applicant applying under the Agreement on Internal Trade (AIT) – the application process should take approximately one (1) month. The Ontario Labour Mobility Act, 2009 (OLMA) facilitates the registration of those applicants who are registered as dental hygienists in other Canadian jurisdictions, without the requirement of an assessment of their program of study in dental hygiene or further examinations. This does not include those who may have graduated from a non-accredited dental hygiene program, since they must successfully complete a clinical competency evaluation set or approved by the CDHO. Anyone applying under the AIT is still required to complete the online Jurisprudence Education Module and exam, in English or in French, as per the requirements for registration for all applicants.
     For past registrants – the application process should take approximately one (1) month, provided that an assessment of their program of study in dental hygiene or further examinations are not required, and so long as the past registrant has practised dental hygiene in a recognized jurisdiction within the three (3) years prior to reapplying for registration. If the registrant has not practised dental hygiene within the three (3) years prior to the new application, s/he must successfully complete an approved refresher course or professional competency assessment, set or approved by the Registration Committee. The application process here may take approximately six (6) months.
    For more information please contact Marita Dias, Registration Coordinator, at 416-961-6234 x243, or by email at mdias@cdho.org.

What is the estimated timeline to process a completed application form?
Once a completed application form or 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 would I know if any information is missing or incomplete on my application form?
Applicants are informed by email or phone regarding any missing or incomplete information on their application form. If any information is missing or incomplete, the processing time for the application is longer than the normal 5 to 10 business days, depending on the registration item pending for submission.

Internationally Educated Professionals

What are the registration requirements for an internationally trained dental hygienist?
If you have completed your dental hygiene program outside of Canada, please refer to the information for graduates of non-accredited 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 - section "Applicants Who Graduated in Dentistry.".

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 your ability to successfully complete the written examination(s) and clinical competency evaluation.

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 is obtained by using your name 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?
This report assists the College and the Registration Committee in identifying individuals who have a criminal record in Canada, which could affect their suitability to be registrants of the College.

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, you are not required to submit your fingerprints. The College requires that the report be based only on your name and birth date information. You do not need to include a vulnerable sector search either, but the report does need to cover any 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 at birth as listed on your proof of identity document, your maiden name, or any other former or assumed names. 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 results of the CPIC report must be current within one (1) year immediately preceding the date when the application is received and considered complete by CDHO. For example, if you complete all of the requirements for registration on April 1, 2013, the results of your CPIC report must be dated on or after April 1, 2012. 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 results of the CPIC report?
The original or notarized copy of the CPIC report must be submitted to the College directly with your application and other registration documents. 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 on the Applicant’s Declaration on page 3 of the application Form A. The College considers each record check individually at the time the application is received. Having a criminal record does not necessarily preclude you from registration. If there is something on your criminal record, please include a personal statement with your application that explains, in detail, the dates, circumstances and outcome of the events. The personal statement will be submitted along with your application to the Registration Committee for consideration. You may be asked to submit additional documentation at this time. Applications submitted to the Registration Committee will take longer than the normal 5 to 10 business days for processing.

Changes to Registration Status / Profile Change Requests

What do I have to do to change my name with the College?
If you have recently changed your name due to a change in marital status, or for any other reason, you must officially change your name with the College. In order to do so, you must submit proof of your name change, such as a photocopy of a marriage certificate or a court document.
    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. The fee for a new wall certificate is $20 (see Fee Schedule, CDHO ByLaw No. 4 Section 16).
    Name change documentation and payment for a new wall certificate can be sent to Vivian Ford, Receptionist, by email to vford@cdho.org, or by fax at 416-961-6028. For more information, please contact 416-961-6234 x221.

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, including their principal place of residence, telephone number, and email address, as well as the name, address, and telephone numbers of their primary place of business and any other locations in which the member practises the profession. Notification is given by logging into the Registrant Login section of the College website and making any applicable changes under the registrant’s profile However, registrants with an Inactive certificate can only edit private contact information.
    If you require assistance with changing your contact information, please contact Vivian Ford, Receptionist, by email at vford@cdho.org, or by telephone at 416-961-6234 x221.

How do I request a new wall certificate?
Please send your request for a duplicate wall certificate to Vivian Ford, Receptionist, at vford@cdho.org. The cost is $20. You can either include your credit card details by email or call 416-961-6234 x221 with the information for payment. Please allow seven (7) days for processing.

How can I get a copy of my tax receipt for the renewal fees?
A copy of your tax receipt is available online. It can be printed from the Registrant Login section of the website.

I would like to renew my certificate of registration.
The registration period is from January 1st to December 31st each year. Online Renewals for 2014 will be available by early November 2013 and processed online only – no paper forms will be accepted. As part of the communication process, renewal notices will be sent out at the same time by regular mail or by email, depending on the registrant’s preferred method of correspondence.
    Your renewal is due online on or before January 1st each year, and it is your responsibility to ensure that you renew on time.
    If you failed to renew your certificate of registration for 2013 before February 19, 2013, you have since been suspended for non-payment of fees. Please contact Marita Dias, Registration Coordinator, at 416-961-6234 x243 or by email at mdias@cdho.org as soon as possible in order to reinstate your certificate of registration. Failure to reinstate before January 2, 2015, will result in having your certificate of registration revoked for non-payment of fees.

It is illegal to practise dental hygiene in Ontario if you have been suspended or revoked, or while holding an Inactive certificate of registration.

How do I reinstate my certificate of registration if I have been suspended for not paying my fees?
If your certificate of registration has been suspended for non-payment of fees, please contact Marita Dias, Registration Coordinator, at 416-961-6234 x243 or by email at mdias@cdho.org.

Registrants on Leave / Practising Out of Province / Resigning From the College

I will be on Parental Leave for a year, what would be the process for me regarding my registration?
When you are on Parental Leave, you can either change your status to Inactive OR leave your registration status as is. Unfortunately, you cannot change your registration status to Inactive mid-way through the year. You can, however, change your registration status from General or Specialty to Inactive for the following certificate year during the online renewal period in November/December each year.

I have completed my Parental 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 work, you should submit the Application to Change Registration Status. You will need to have active professional liability insurance for the current year and this information should be entered on the application form. If it has been more than three 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?
Resigning your certificate of registration would be an option if you are not planning to return to Ontario for a number of years. However, if you plan to only practise in another jurisdiction outside Ontario for a shorter period of time, changing your status to Inactive may be a more suitable alternative.
    For more information, please contact Marita Dias, Registration Coordinator, at 416-961-6234 x243, or by email at mdias@cdho.org.

I need a Letter of Standing / Certificate of Professional Conduct to be sent to a regulatory body outside of Ontario.
Please complete Section 1 of the form and submit it to the CDHO by email at mdias@cdho.org or by fax at
416-961-6028 or mail the form to the CDHO office. The cost is $15. Please allow 5 to 10 business days for processing after receipt of the form.

I need a Letter of Standing to be sent to an educational institution outside of Ontario.
You can request a Letter of Standing to the CDHO by email at mdias@cdho.org  or by fax to 416 961 6028 or by mail to the CDHO office. Be sure to include your full name, CDHO registration number, and 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 5 to 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 would need to submit proof of completion of an approved refresher course before you could return to practise in Ontario. Information about refresher courses can be obtained from the College by contacting Marita Dias, Registration Coordinator, at 416-961-6234 x243, or by email at mdias@cdho.org.

I’ve decided that I no longer want to be a registrant of the College. Do I need to do anything?
If you have decided that you are going to leave the profession, please do not assume that you simply do not renew your certificate of registration for the coming year. You must either select the option to resign during the online renewal process or submit a formal letter of resignation in writing.
     If you fail to renew your Registration on or before January 1st, the College will send you a second notice to renew your certificate of registration. If the College does not receive your renewal within 30 days of the second notice to renew, your certificate of registration will be suspended for non-payment of fees. The suspension notice will be sent by mail. If, after two (2) years from the original date your renewal was due, you have still not paid the fees owing, your Registration will automatically be revoked as specified in O. Reg. 36/12, Section 39 (3).
     To avoid being suspended or revoked, please send a signed letter of resignation to the College. This will allow you to leave the profession without a notice of default of payment on your record. The College can accept resignations by mail, by fax at 416-961-6028, or by email to Marita Dias, Registration Coordinator, at mdias@cdho.org.

How do I resign from the College?
If you wish to resign, please send a letter of your intention to do so to Marita Dias, Registration Coordinator, at mdias@cdho.org. Please include your full name, registration number, and a brief reason for your resignation. If you are currently under investigation and wish to resign, please contact Preeya Singh, Investigations and Hearings Manager, at psingh@cdho.org.

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 mailings, which would maintain your contact with the CDHO. Please be advised, however, that you are required to maintain your Professional Portfolio and keep us up to date of your contact information while you hold an Inactive certificate of registration. If you do not wish to be held to these and other requirements, you must resign from the College.

Self-Initiation / Independent Practice / Professional Corporations

How can I obtain authorization for self-initiation?
For information about self-initiation, eligibility criteria, and the application form, please visit the section of the CDHO website for self-initiation. If you have any questions about the process of obtaining authorization for self-initiation, please contact Marita Dias, Registration Coordinator, at 416-961-6234 x243, or by email at mdias@cdho.org.

Do I need to notify the CDHO when I open my independent dental hygiene practice?
Yes, the CDHO would need to be notified when you open your independent practice. We will be able to assist you by entering your information so that it is searchable under Find an Independent Dental Hygiene Practice on the College website.
     For more information please contact Marita Dias, Registration Coordinator, at 416-961-6234 x243, or by email at mdias@cdho.org.

Are there any forms or a site inspection prior to opening my independent practice?
No, you are not required to complete any forms and there will not be a site inspection prior to opening your independent practice. However, it is your responsibility to make any changes to the mailing address of your independent practice on the Registrant Login section of the College website.

Where do I find information about Professional Incorporation?
Information about Professional Incorporation can be obtained from the CDHO website under Professional Practice, Resources and Links.

Privacy and Records Retention

What is the CDHO policy for retention and safeguarding registrant records that contain personal information?
The College is committed to using, disclosing, and retaining personal information in a secure and confidential manner. For more information, please contact us.

 






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