Policies: Fewer Than 500 Hours of Practice

The purpose of the College’s monitoring of registrants practising fewer than 500 hours in three years:

• To meet statutory obligations under the College’s Registration Regulation (O. Reg. 593/94)
• To assure the public and stakeholders that Registered Dietitians (RDs) practice safely, competently and ethically.

Registrants of the College may be granted an exemption or extension in the submission date of their learning diary due to circumstances such as current hospitalization, illness, disability, bereavement or personal hardship.  The Committee has delegated the authority to staff to consider requests and grant extensions and exemptions within the established criteria. No request is refused by staff without first being considered by the Committee.

Procedure

1. Filing a Request

A registrant of the College who wishes to request an exemption or extension¹ in submitting their learning diary should do so in writing.

Requests for exemption or extension should be received on or before the due date of January 15.

Details of the Request for Exemption or Extension

The written request should include the following:

1.1 The registrant’s name and College registrant number

1.2 A request for the exemption or extension

1.3 Current work status

1.4 Any information that may be pertinent and supportive of the request (e.g. amount of time being requested, doctor’s note or letter).

2. Committee/Staff Decisions Regarding a Request for Exemption or Extension

2.1 All requests for exemptions or extensions will be reviewed by the QA Staff on behalf of the Committee.

2.2 If a request for a specific time frame for an exemption or extension is made, the request will be considered but an alternative time frame may be approved.

2.3 If, after review, QA Staff are of the view that the request should be denied, the request will be referred to Committee for consideration and decision.

2.4 The registrant will be notified, in writing, of the decision.  This notification will be sent in writing to the registrant within five business days of the decision.

2.5 When an extension is granted, if the registrant requires an additional extension extending beyond April 15, they are required to submit a subsequent written request.

3. Maternity/Parental Leave

Exemptions will not be granted for maternity/parental leave.  Extensions will be considered.

4. Repeated Requests for Extensions Due to Long-Term Disability

Registrants who request an extension longer than six months will be referred to the QA Committee for consideration.

The Committee may grant an exemption for the current year or:

4.1 Suggest that the registrant sign a voluntary undertaking (Category 1).

4.2 Require the registrant to undergo an assessment within three months of their return to work.

1. An Extension refers to an extended due date in order for a registrant to complete their learning diary.  Registrants will be granted extensions until April 15 in a given membership year.  After this point Exemptions may be considered.

Exemption: If exempted, registrant is not required to submit their learning diary for the current year.  A new Learning Diary due date will be indicated in the notification letter.

Policy Purpose

To outline the process for reviewing Learning Diaries and other assessment options to determine registrant competence.

Background

Annually at renewal, registrants must self-declare whether they have practised at least 500 hours in the past three years. The Registrar refers registrants who have practised fewer than 500 hours to the Quality Assurance (QA) Committee for assessment. QA Staff will notify these registrants by November 15 of their options. By January 15, registrants must select their option online via their registrant dashboard. Options include:

Category 1 (Non-practising) must either sign a voluntary undertaking, submit their learning diary or undergo an assessment.

Category 2 (Practising) must submit their learning diary. Further assessment or remediation could be required.

The objectives of the learning diary review are to assess professional development activities and practice hours (if any), and to determine if there is sufficient professional development and practice to remain competent.

Procedure for Reviewing Learning Diaries

• Once the registrant submits their learning diaries, assessors appointed by the QA Committee will review these diaries to determine whether the registrant has maintained competency to practice dietetics.
• Each learning diary is assigned to two assessors for validity and reliability. And where possible, assessors review the diaries of the people they reviewed in the previous year for continuity.
• The assessors will conduct the assessment and prepare a written report to the QA Committee/Panel based on their evaluation.
• The QA Committee will review the two independent Assessor’s reports of the Learning Diary. Then, based on the assessment reports, the registrant’s submission, and any other relevant information, the QA Committee will decide whether the registrant’s knowledge, skill, and judgment are adequate.
• The QA Committee will consider hours practiced and the professional development activities assessed in the diary.
• The QA Committee will provide feedback on the assessment of the Learning Diary.
• QA staff will notify the registrant by email, advising them of the outcome of the QAC review and feedback.

QA Committee Review and Outcome

The QA Committee will determine the most appropriate action depending on the outcome of the review in the two categories, as follows:

Adequate Learning Diary Submission: Category 1 (Non-Practicing):

• At the direction of the Committee, staff will send a letter to the registrant to indicate that the QA Committee reviewed their learning diary and that their professional development was deemed adequate, and they have met the competency requirement for currency hours. Registrants must continue to submit a yearly diary to remain in the non-practising category.
• If/when the registrant returns to practise, a mandatory Peer and Practice Assessment (PPA) is conducted within the first year.

Inadequate Learning Diary Submission: Category 1 (Non-Practicing registrants):

If the QA Committee determines that the learning diary is insufficient, a registrant will be provided with the following options:

1. Sign a Voluntary Undertaking (VUT) agreeing not to practice unless they notify the College in advance of their desire to return to practice. A voluntary undertaking enables the registrant to maintain the RD crendential but not practice dietetics in Ontario. This may be the preferred route if the registrant has no plans to practice in the future.
2. Undergo a competency assessment (oral and/or written) within the next three months. This assessment would test the registrant’s knowledge of dietetics and the ability to apply this knowledge to practice. The assessment would include written and/or oral questions based on practice scenarios and case studies.
   • If the competency assessment is completed successfully, the registrant has met the competency requirement for three years from the assessment date. Once three years have elapsed, if the registrant declares practicing fewer than 500 hours in that period, QA staff will contact them about the options available. i.e. submitting a Learning Diary, signing a Voluntary Undertaking (VUT), undergoing a Competency Assessment, or resigning.
   • If not completed successfully, the QA Committee could direct remediation. If the remediation is successful, the registrant will meet the competency required to practice for three years. If the remediation is not completed successfully, the QA Committee will direct the Registrar to impose Terms, Conditions and Limitations on the registrant’s certificate to practice.
   • If/when the registrant returns to practice, a mandatory PPA is conducted within the first year of returning to practise.
3. Write the next Canadian Dietetic Registration Exam (CDRE). Any fees related to writing the exam are the responsibility of the registrant. A CDRE candidate who fails the CDRE attempt will have a second attempt to pass the exam. After a second failure, additional education and practical training are required, as determined by the regulatory body. The exam fee is charged for each attempt.

Adequate Submission: Category 2 (Practicing Registrants)

QA Committee/Panel reviewed their learning diary and determined that the registrant has met the competency requirement. The registrant will be part of a smaller pool of registrants from which 10% will be randomly selected to undergo a Peer and Practice Assessment. Once a registrants successfully completes a Practice Assessment, they are removed from the pool for five years.

Inadequate Submission: Category 2 (Practicing Registrants)

If QA Committee/Panel determines that a diary and that their professional developement was deemed insufficient, options for further assessment are as follows:

1. Undergo a competency assessment within the next three months. This assessment would test the registrant’s knowledge of dietetics and the ability to apply this knowledge to practice. The assessment would include written and/or oral questions based on practice scenarios and case studies. If the competency assessment is completed successfully, the registrant will be deemed competent to practice for three years from the assessment date. If not completed successfully, the QAC committee may:
   • Direct the registrant to undergo a specific remediation program.
   • Once the prescribed remediation is completed, the registrant will provide proof of successful completion, and the registrant will be part of a smaller pool of registrants from which 10% will be randomly selected to undergo a Peer and Practice Assessment.
   • If the PPA is completed successfully, the registrant will be deemed competent to practise for 5 years.
   • If the remediation is not completed successfully, the QA Committee will direct the Registrar to impose Terms, Conditions and Limitations on the registrant’s certificate to practice.
2.  Write the next Canadian Dietetic Registration Exam (CDRE). Any fees related to writing the exam are the responsibility of the registrant. A CDRE candidate who fails the CDRE attempt will have a second attempt to pass the exam. After a second failure, additional education and practical training are required, as determined by the regulatory body. The exam fee is charged for each attempt.