PoliciesFewer than 500 hours
of Practice

The Purpose of the College’s monitoring of members practicing less than 500 hours in 3 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.

Notification

Once the QA Committee receives the list of members practicing less 500 hours in the last 3 years, QA Staff will send the members a letter stipulating the options available to the member.

Compliance

Any member who receives a letter must respond to the College by the deadline indicated in the letter. Any member who does not fully participate in the process may be referred to the Inquiries, Complaints and Reports Committee (ICRC) by the QA Committee

Policy statement

All eligible members of the College of Dietitians of Ontario annually declare whether they have practiced dietetics 500 hours or more in the previous 3-year period.

Any General member who has not practiced 500 hours in the last 3 consecutive years is referred by the Registrar to the QA Committee.

Procedure

Notification
  1. On August 15th each year, the College will notify members of the renewal process and the due date of October 31st for their renewal.
  2. The member’s renewal must be received by the College electronically, no later than October 31st each year.
  3. Any member who has not practiced 500 hours in the last 3* years is referred to the QA Committee
  4. Once the QA Committee receives the list of members practicing fewer than 500 hours in the last 3 years, QA Staff will send the members a letter stipulating the options available to the member.

*except those who have signed a voluntary undertaking

Members of the College may be granted an exemption or extension in the submission date of their learning diary due to circumstances such as current hospitalisation, 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 member 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 member’s name

1.2 A request for the exemption or extension

1.3 Current work status

Any information/reasons that may be pertinent and supportive of the request and would assist the Committee in making its decision. Information such as an indication of the amount of time being requested, any medical certificates notes or letters, to, any supporting documentation from other sources.

 

 If required, the member will be asked for additional information

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 Committee and Staff may consider the request but may approve a different time period.

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

2.4 When an extension is granted, if the member requires an additional extension extending beyond April 15, he/she is 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

Members who request an extension longer than 6 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 member sign a voluntary undertaking (Category 1)

4.2 Require the member to undergo an assessment within 3 months of their return to work.

 

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

Exemption: Member is to not required to submit their learning diary for the current year.  A new Learning Diary will be due on October 15 the following year.

Policy

Annually at renewal, members must self-declare whether they have practiced at least 500 hours in the past 3 years.  Members who have practiced fewer than 500 hours are referred by the Registrar to the QA Committee for assessment.  QA Staff will notify these members by November 5 of their options. By January 15, members in:

Category 1 (Non- practicing) must either sign a voluntary undertaking or submit their learning diary and undergo an assessment if required.

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

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

Procedure for Review

Once the members submit their learning diaries (unless a voluntary undertaking was signed), assessors appointed by the Committee will review these diaries to determine whether the member has maintained competency to practice dietetics. The panel will consider hours practiced (Jurisprudence Handbook, Figure 4.1 CDO`s Definition of Practising Dietetics, pg. 38) along with the professional development activities included in the diary.

Adequate Submission: Category 1:
  • At the direction of the Committee, staff will send a letter to the member to indicate that their learning diary was reviewed by the QA Panel and that their professional development was deemed adequate and they are deemed competent. Members deemed competent must continue to submit a yearly diary.
  • If/when the member returns to practice, a mandatory PPA is conducted within the first year of returning to practice.
 
Inadequate Submission: Category 1
  • At the direction of the Committee, staff will send a letter to the member to indicate that their diary was reviewed by the QA Committee/ Panel, and that their professional development was deemed inadequate. The member will be required to undergo a practice assessment (oral and/or written).
    • If the practice assessment is completed successfully, the member will be deemed competent to practice for 3 years;
      • The member must continue to submit a yearly learning diary which will be assessed and the Committee will provide direction if needed;
      • Then on 3rd year following assessment, if the learning diary is insufficient, a reassessment of the member’s competency will be required.
    • If not completed successfully, the QA Committee could direct remediation.
      • If the remediation is successful, the member would be deemed competent to practice for 3 years.
      • If the remediation is not completed successfully, the QA Committee will direct the Registrar to impose Terms, Conditions and Limitations on the member’s certificate to practice.
  • If/when the member returns to practice, a mandatory PPA is conducted within the first year of returning to practice.

     

    Adequate Submission: Category 2
    • At the direction of the Committee, staff will send a letter to the member to indicate that their learning diary was reviewed by the QA Panel and the member was found to be competent to practice. The letter will also state that the member will be part of a smaller pool of members from which 10% will be randomly selected to undergo a Peer and Practice Assessment. Once a member successfully completes a Practice Assessment, they are removed from the pool for 5 years.
     
    Inadequate Submission: Category 2

    The QAC committee may:

    • Direct the member to undergo a specific remediation program.
    • Once the prescribed remediation is completed, the member will provide proof of successful completion, and the member will be part of a smaller pool of members from which 10% will be randomly selected to undergo a Peer and Practice Assessment.
    • If the PPA is completed successfully, the member will be deemed competent to practice 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 member’s certificate to practice. 

    Category 1 Flow Chart

    Category 2 Flow Chart