SDL Tool: 2-30 Request for Exemptions and Extensions

Policy Statement

Members of the College may be granted an extension in the submission date of their annual Self-Directed Learning (SDL) Tool or exemption from submission of an SDL Tool if there are extenuating 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.

Extension: Providing additional time to complete the SDL Tool beyond the due date of October 31.

Exemption: Providing an exclusion from completing the SDL Tool in a given year.

PROCEDURE

1.  Filing of a Request

A member of the College who wishes to request an exemption or extension in submitting their annual  SDL Tool must complete the request form.

Requests for exemption or extension should be received at least one week before the due date of October 31.

Details of the Request for Exemption or Extension
The written request should include the following:

  1. The member’s name and College registrant number
  2. Whether the request is for an exemption or extension
  3. Current work status
  4. The reason for the request and any information that may be pertinent and supportive of the request (e.g. amount of time being requested, doctor’s note).

2. Decisions Regarding a Request for Exemption or Extension

  1. The QA Staff will review all requests for exemptions or extensions on behalf of the Committee.
  2.  The member will be notified, by email, of receipt of their request within five business days.
  3.  Requests for exemptions/extensions for reasons other than those mentioned in 2.9 will be referred to the Committee. Decisions will be made on an individual case-by-case basis.
  4.  If, after review, QA Staff are of the view that the request should be denied, the request will be referred to the Committee for consideration and decision.
  5.  If a specific time frame request for an exemption/extension is made, the request will be considered, but an alternative time frame may be approved.
  6.  The member will be notified, in writing, of the decision. This notification will be emailed to the member within five business days of the decision.
  7.  When an extension is granted, if the member requires an additional extension, they must submit a subsequent written request.
  8.  Exemptions will not be granted for parental leave. Extensions will be considered.
  9.  Exemptions can be granted for the following reasons:
    • Undergoing extensive medical treatment (e.g. Major illness, Prolonged illness and/or Long-term disability, family crisis )
    • Repeated Requests for Extensions due to Long-Term Disability
  10. The QA Staff will grant exemptions or extensions on behalf of the Committee based upon consideration of extenuating circumstances such as current hospitalization, illness or disability, bereavement or personal hardship.

3. Members who are considered for an exemption are required to:

  • Complete and sign the acknowledgement and undertaking form that they are not currently working; Requiring that they provide written notification to the Registrar & ED within ten working days after return to work; and
  • If before April 15, complete an SDL Tool for the current renewal period.
  • If after April 15, complete an SDL Tool for the next renewal period.

4. If a member who is granted an extension returns to work after April 15, the member will be required to submit the next year’s SDL Tool.

EXEMPTION FORM FOR SELF-DIRECTED LEARNING (SDL) TOOL
Acknowledgement and Undertaking

I, [______________________________] (please print name), acknowledge that I am not currently working and that I have been given Exemption by the Quality Assurance Committee in respect of some of my obligations under the Quality Assurance Program. I undertake/agree to comply with the College of Dietitians of Ontario that I will deliver to the Registrar & ED of the College notice in writing of my return to work within ten working days.

I also undertake to comply with my Quality Assurance obligations, including submitting a complete copy of the most recent version of the SDL Tool (if I return to work after April 15, I will be required to submit the next year’s SDL Tool).

I understand that if I have any questions or concerns, it is my responsibility to contact the College.

Date_____________________________

Signature: _________________________

Printed Name: _____________________

Registration #: ______________________

Witness Signature: ____________________

Witness Printed Name: _________________

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