Registration Frequently Asked Questions
New Graduates / New Applicants
(Updated October 7, 2014)
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
New Graduates / New Applicants
What must I do when I graduate from a non-accredited dental hygiene
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
For more information about the clinical competency evaluation, please contact
Cathy Goldberg, Programs and Exams Manager, at
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
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
All applications and related forms are available on the CDHO website, on the
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
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
click here for information on the NDHCB examination fees and application
What is the estimated timeline for each stage of the
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
competency evaluation after they have successfully completed the NDHCE. The
dates of the upcoming
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.
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
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
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
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
Internationally Educated Professionals
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.
What are the registration requirements for an internationally trained
If you have completed your dental hygiene program outside of Canada, please
refer to the information for graduates of
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
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
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?
Where do I go to obtain a CPIC
report? How much will it cost and how long will it take?
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.
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?
How recent should the 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.
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?
What happens if I have been convicted of a criminal
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
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.
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
documentation and payment for a new wall certificate can be sent to
Vivian Ford, Receptionist, by email to
email@example.com, 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
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
firstname.lastname@example.org, or by telephone at 416-961-6234 x221.
How do I request a new wall
How can I get a copy of my tax
receipt for the renewal fees?
Please send your request for a duplicate wall certificate to Vivian Ford,
Receptionist, at email@example.com. 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
A copy of your tax receipt is available online. It can be printed from the
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
firstname.lastname@example.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 email@example.com.
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
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
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
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
approved refresher course.
I am moving
to another province or jurisdiction in Canada. Do I have to change my status to
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 firstname.lastname@example.org.
I need a Letter of Standing / Certificate of Professional Conduct to be sent to a regulatory body outside of Ontario.
Section 1 of the form and submit it to the CDHO by email at
email@example.com 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
I have not
practised dental hygiene in a recognized jurisdiction for over three (3) years.
Where can I find more information about refresher courses?
You can request a Letter of Standing to the CDHO by email at
firstname.lastname@example.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.
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 email@example.com.
that I no longer want to be a registrant of the College. Do I need to do
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
How do I
resign from the College?
If you wish to resign, please complete and sign the
Resignation form and submit it
to the CDHO by fax, mail, email to firstname.lastname@example.org or in person. You will be notified
once your resignation has been processed. Registrants who are currently under investigation
and wish to resign the certificate of registration should send an email to
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 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
Do I need to notify the CDHO when I open my independent dental
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
Are there any
forms or a site inspection prior to opening my independent practice?
Where do I find
information about Professional Incorporation?
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
section of the College website.
Information about Professional Incorporation can be obtained from the CDHO
website under Professional Practice,
Resources and Links.
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