Registration Guide. Alternative Registration Requirements - Grandparenting Route

Registration Guide Alternative Registration Requirements - Grandparenting Route

June 2014 College of Kinesiologists of Ontario 160 Bloor Street East, Suite 1402 Toronto, ON M4W 1B9 registration@coko.ca 2

INTRODUCTION The College of Kinesiologists of Ontario (CKO) is the regulatory body for kinesiology in the province of Ontario. The practice of kinesiology is governed under the Regulated Health Professions Act, 1991 and the Kinesiology Act, 2007. As of April 1, 2013, to practice kinesiology in the province of Ontario, a person must be registered with CKO before they commence employment. Failure to register is a significant offence and can result in prosecution, disciplinary action and/or fines. The College views unauthorized practice very seriously. Registration with the College entitles the member to use the protected title, kinesiologist, and the designation, R.Kin. Registration indicates to the public that the kinesiologist has met the entry-to-practice requirements and meets the College s standards of practice and quality assurance requirements. Section 6 of Regulation 401/12 made under the Kinesiology Act, which deals with registration, defines alternative registration requirements for those already practising the profession. These provisions are generally termed grandparenting provisions and allow the College to exempt otherwise qualified applicants with considerable experience and current knowledge from writing the entry-to-practice examination in the thirty-six (36) months following the date of proclamation. If you have questions regarding registration with CKO, please forward them to the Registration Department by email at registration@coko.ca, or by telephone at (416) 961-7000. 3

ELIGIBILITY FOR THE GRANDPARENTING PROVISIONS The regulation specifies three requirements applicants considering registration under the grandparenting provisions must satisfy: (a) Have practised the profession in Canada during each of any three years before the date of proclamation; (b) Have practised the profession for at least 2,000 hours during the three years mentioned in clause (a); and (c) Have practised the profession for at least 1,500 hours during the three years immediately prior to the date of application. The College defines practise the profession as: The provision of direct patient care within the scope of practise of the profession: acting as an administrator, supervisor or educator in the field of healthcare; professionally recommending products or providing services related to the profession; providing consultation and conducting research related to the profession. The scope of practice for kinesiology is defined in the Kinesiology Act, 2007, as follows: The practice of kinesiology is the assessment of human movement and performance and its rehabilitation and management to maintain, rehabilitate or enhance movement and performance. 4

HOW TO REGISTER Applicants are advised to read the entire guide before they begin the process. If applicants require further clarification on any related matter, contact the College by email, registration@coko.ca, or by phone, (416) 961-7000, during regular business hours. Applicants should go to www.coko.ca, click on the For Applicants tab, and select where they were educated to access the application form. Applicants are instructed to complete and submit the application form and pay their fees online. Neither the application package, including supporting documents, nor the online application form will be reviewed or processed until the College has received the application fee. This is a self-managed application process so it is the applicant s responsibility to ensure all documents are delivered to the College. Applicants should arrange for the academic transcripts as well as the language proficiency test (if applicable) to be sent directly to the College by institutions, on the applicant s behalf. Each applicant should gather the documents listed below in support of their application before sending the package to the College by courier, by post or via online upload. (Note: all supporting documents may be submitted online except where originals are required). Each application package submitted to the College must include the following documents: 1) the original of the applicant s CPIC Criminal Record Check 2) copies of three letters of reference 3) copy of proof of employment in the profession of kinesiology from each employer. Proof of employment must specify details as noted above in the eligibility requirements for registration under the grandparenting provisions. 4) copy of proof of kinesiology experience as a self-employed practitioner. Proof of employment must specify details as noted above in the eligibility requirements for registration under the grandparenting provisions 5) a copy of the applicant s professional liability insurance coverage 6) copy of a current chronologically-formatted resume 7) a copy of the Academic Assessment Form along with course outlines (if applicable) 8) copy of name change (if applicable) 5

The application package and supporting documents to be delivered by post or courier must be clearly labelled with the applicant s name and the envelope should be addressed to: Registration Department College of Kinesiologists of Ontario 160 Bloor Street East, Suite 1402 Toronto, Ontario M4W 1B9 Canada Applicants cannot send the application package or supporting documents via email. The College will not accept supporting documents that are sent by email to CKO s general mailbox or to any staff at the College. Applicants who choose to send their packages electronically should do so through online upload. Applicants should use only one method of delivery to send the same document(s) to the College. Duplicate methods of delivery of the same documents will cause delays in the processing of the application. The College will file documents from the various academic and language testing institutions should they arrive ahead of an applicant s online form and other supporting documents. If documents are in a language other than English or French, applicants must arrange to have these documents translated before they submit them to the College. 6

Part 1: REGISTRATION REQUIREMENTS An applicant must meet all registration requirements described in regulation 401/12 under the Kinesiology Act, 2007. Degree Requirements An applicant for registration must have successfully completed at least a four-year program in kinesiology offered at the bachelor level at an Ontario university or possess academic qualification considered to be substantially equivalent by the Registration Committee. Applicants are required to ensure that their academic transcripts are sent directly to the College from the academic institution. Unofficial evidence of successful completion of an educational program (e.g. a letter from the program director) is acceptable for recent graduates; however, official transcripts must be received within eight (8) weeks of completing the program. Internationally-Educated Applicants Applicants who have graduated from a kinesiology program outside of Canada are considered to be internationally educated. This includes Canadian citizens who have studied abroad. All internationally-educated applicants must have their educational credentials and qualifications assessed to confirm eligibility to register with the College. Before applying for registration to the College of Kinesiologists of Ontario, international applicants must first have the level of their degree assessed. The College requires a course-by-course assessment conducted by one of the following approved credential agencies: World Education Service (WES) International Credentials Assessment Service of Canada (ICASC) International Credential Evaluation Service (ICES) Educational Equivalency Applicants who have not graduated from an Ontario kinesiology program must have their academic program content assessed and approved by the Registration Committee of the College. Applicants who have graduated from an Ontario degree program in kinesiology are not required to undergo educational equivalency. The College conducts an academic assessment review by comparing the course descriptions or other submitted evidence and transcripts with the courses linked to the Kinesiologist Core Competency Profile. This is accomplished by using a tool called the Academic Assessment Form. 7

Jurisprudence In order to protect the public and also to ensure that they are operating in a legal and ethical manner, kinesiologists are required to demonstrate familiarity with the laws, regulations and standards that relate to the practice of kinesiology in Ontario. To assist applicants in meeting this requirement, the College has developed a Jurisprudence e-learning Module which must be completed by all applicants to the College. The Jurisprudence e-learning Module is available in the registration pages in English and French. The module may be completed prior to submitting an application or during the application process. There is a $50 nonrefundable fee to complete the module. The College is automatically informed when an applicant has completed the course. Language Proficiency Requirement An applicant for registration must be able to communicate effectively in English or French. Where the applicant s first language is neither English nor French, or where any part of the applicant s education program was not in English or French, the applicant must demonstrate fluency in either official language by submitting test scores of an accepted language proficiency test. To verify results, official documentation must be sent directly to the College from the testing institution. For more information, consult the College s Language Proficiency Policy to view the acceptable language tests and minimum cut-off scores. Criminal Record Check To protect the public, the College strives to admit only applicants of good character who will practise kinesiology in compliance with the laws of Ontario with decency and integrity. All applicants are required to provide a valid original Canadian Police Information Centre Criminal Record Synopsis (or CPIC Check ) as one of the requirements for registration. The College requires a name-based criminal check only. The College does not require the Vulnerable Sector Check. Applicants are responsible for ensuring they request the correct type of criminal record check and for taking into account the time it will take to process their request. The CPIC check is valid for six months from the date of issue. Applicants must ensure that the CPIC search is conducted under all of their previous names (including maiden names) and under all current names. 8

Visit the Canadian Police Information Centre at www.cpic-cipc.ca; contact your local police department; the Ontario Provincial Police (OPP); or the Royal Canadian Mounted Police (RCMP) regarding the process and fees required to obtain a CPIC Check. Professional Liability Insurance An applicant who is approved for registration must indicate that they will comply with the College s requirement regarding professional liability insurance. Within 30 days of receiving confirmation of registration, the applicant is required to provide the College with a copy of their certificate which confirms the purchase of the insurance and includes the carrier s name, the policy number and expiry date. Liability coverage can be obtained individually, through a professional association or an employer. The College does not endorse any particular company. Applicants are responsible for conducting their own research and may select any company that is best suited to their needs. 9

Part 2: ADDITIONAL REGISTRATION REQUIREMENTS TO SATISFY GRANDPARENTING PROVISIONS The following qualifications are necessary to demonstrate the experience and practice requirements of Section 6 of Regulation 401/12 under the Kinesiology Act, 2007. Requirement #1: Resume Applicants are required to submit a chronological resume which includes their employment history with start and finish dates for each listed position. They must include the month and year that each position began and ended. Requirement #2: Personal Declaration The declaration within the online application form must be completed, indicating that the applicant: I. Has practised the profession in each of three years prior to April 1, 2013; II. Has practised the profession for at least 2,000 hours during the three years in clause (I); and III. Has practised the profession for at least 1,500 hours during the three years immediately prior to the date of application. Making a false or misleading declaration may be considered by the College as professional misconduct. The College may refuse to register or cancel an applicant s registration where it is established that a false or misleading declaration has been made. Requirement #3: Letters of Reference Applicants must submit three (3) letters of reference from qualified referees to the College. The College has developed a template letter that applicants should forward to their referees to be completed on their behalf. Who may qualify as a referee? Peers (kinesiologists) or other regulated health professionals with a good understanding of the practice of kinesiology who have had the opportunity to work with the applicant and are familiar with the current work of the applicant and with the applicant s professional history. A person who is a member of the College of Kinesiologists of Ontario after the date of proclamation or who is, prior to the date of proclamation, eligible to become a member of the College and who has initiated an application. A senior human resources representative who is knowledgeable about the applicant s work history with the company, who has reviewed the personnel records and performance reports of the applicant and is able to ascertain from the applicant s job description and performance reports, as well as supervisors 10

reports, that the applicant has worked within the scope of practice. Faculty members who are knowledgeable about the applicant s academic (including research) and volunteer history at the respective university, who have reviewed the applicant's academic records and transcripts. Referees must also satisfy the following requirements: Must be a practitioner (peer or other regulated health professional) with at least three (3) years of experience. Must be a kinesiologist who is either a member of the College of Kinesiologists of Ontario or have applied for registration through the grandparenting route and be deemed eligible for registration. Must indicate the time they have known the applicant and their relationship to the applicant. Must provide their own contact details. If the referee is a member of another regulated health profession they must provide their own registration information from the regulatory body to which they belong. Requirement #4: Documentation from Employers Applicants must provide proof of experience that indicates the length of each of their periods of employment by submitting the following: Job description(s), and Signed letter from employer indicating the date of commencement (and termination) of employment and the hours worked per week/month/employment period; and confirmation that the duties and responsibilities outlined in the job description have been performed by the applicant during the period of employment; and Employer contact information. Applicants who submit proof of experience indicating their periods of work as an independent practitioner must provide sufficient information for the College to determine if the applicant has practised within the scope of practice and has met the requirements for experience and number of hours. Note that personal information such as rates charged for services and client information is kept strictly confidential and reviewed only by staff of the College. Documentary evidence may include: Signed service contracts specifically the statement of work or the service level agreement with proof that services were delivered such as detailed invoices or proof of payment. (Note: all information will be treated as confidential and will be viewed only by College staff). Business registration information Municipal registration information Income tax and financial statements Any other evidence of a similar nature that demonstrates substantial kinesiology experience in Canada. Applicants must submit documentation which demonstrates at least three (3) years of experience and totals a minimum of 2000 hours. 11

Part 3: COMPLETING THE APPLICATION FORM Each applicant should ensure that their application form is completed, that they have signed the declaration, that they have submitted all required documentation and that the application fee has been paid. An incomplete application form and/or non-payment of fees will delay the review process. 1. Create an Online Account The CKO application is only available online. Applicants are required to open an account by creating a username and password. Applicants with special needs may request assistance in completing the application by contacting the Registration Department. Applicants must provide personal information as requested. A member s name in the Public Register of Kinesiologists will be the full name indicated on the documents used to support the member s initial registration with the College. 2. Personal Data If an applicant s name is different from the name on their documentation, the applicant must enclose a copy of their Change of Name Certificate, Marriage Certificate or other evidence of legal name change. It is considered professional misconduct if applicants practise under any name other than the one they have registered with the College. The name that appears on the Public Register must be the name that the practitioner uses when they provide services. Applicants must provide their residential address. The residential address will not appear on the Public Register unless it is later designated as the applicant s business address. Applicants should indicate the official language (English or French) in which they prefer to correspond with CKO as well as those languages in which they competently provide kinesiology services. Once an application has been submitted, it will be the applicant s responsibility to keep the College advised of any address changes specific to their residence or business. CKO will communicate with applicants by email during the registration process. Applicants are asked to provide an email address for such communication with the College. 3. Kinesiology Education Applicants should list their kinesiology education, indicating the level of education, name of the academic institution and the year of completion. The list must include all post-secondary education; applicants must provide the name of the education program, name and location of the academic institution and the year of completion. 12

Applicants must ensure the College receives an official academic transcript directly from the institution. Those applying under education equivalency must also complete and submit the Academic Assessment Form and all supporting documents to the College. 4. Language Proficiency Applicants whose first language is neither English nor French, and whose kinesiology education and training were not in English or French, will be required to submit documents to demonstrate fluency in English or French. For more information, consult the College s Language Proficiency Policy. 5. Current Employment in Kinesiology Applicants are required to provide relevant employment information if they are currently employed or if they have been employed. An applicant should not practise kinesiology or use the title, kinesiologist, in Ontario until after their application for registration has been approved by the College and they have been issued a certificate of registration. 6. Practice History Applicants who do not possess a history of practice in the profession of kinesiology should go directly to Question 8 on the application form. Applicants must provide the history of their professional practice in kinesiology. The history must include the name and contact information for all the employers in the practice of kinesiology starting with the most recent. The history should also include the start and finish dates of each employment period. 7. Grandparenting Route In order to be eligible to apply under the grandparenting provisions, you must confirm you meet the criteria. Applicants who do not meet the criteria should go directly to Question 8. Eligible applicants will be required to provide details about their practice history, including name and address of each employer, the hours worked and the start and finish dates at each location. 8. Current/Previous Registration/Licensure Applicants are required to list any current and/or previous professional affiliation with any regulatory or licensing bodies in any jurisdiction. A Letter of Good Standing must be completed by the regulatory authority in each jurisdiction where an 13

applicant has practised or been granted the right to practise. Letters should include the applicant s registration number, date of registration, and should state the applicant s current standing and whether they have been, or are now, the subject of investigation, suspension, discipline, incompetence or incapacity proceedings. 9. Good Character & Conduct All answers will be kept strictly confidential and will only be used in the registration process. Should an applicant make a false declaration in this (or any other section) of the application, they may be disqualified during the registration process. If the applicant has already been registered, the College may revoke their registration. Should the College require further clarification or additional information, the applicant will be notified. 10. Jurisprudence Prior to registration, applicants are required to complete the Jurisprudence e-learning Module. 11. Liability Insurance An applicant who is approved for registration must indicate that they will comply with the College s requirement regarding professional liability insurance and confirm their coverage of one million dollars per claim. An applicant is required to send a copy of their certificate, which confirms the purchase of the insurance and includes the carrier s name, the policy number and expiry date, to the College within 30 days after their registration is approved. An applicant who already possesses a certificate that confirms the purchase of professional liability insurance may submit a copy of their certificate at the time that they submit their application. Submission of the insurance certificate will help to reduce delays should the applicant be approved for registration. 12. Declaration Applicants should complete, sign and date the declaration section before they submit their application for registration. 14

REVIEW PROCESS Every application for registration must pass through a review process. The College will confirm receipt of the application by email. If applicable, the applicant will be advised of missing or incomplete documentation. The College begins the review process after all required supporting documents and the application fee have been received by the College. Missing documents and non-payment of the application fee will delay the review process. The review process will take approximately 10-15 days if the College s Registration Committee will not be required to review the documents. The College will send an email to confirm registration. A certificate of registration will be forwarded by mail within 8-10 weeks of payment of the final registration fee. The New Registrant Resource Guide is available in the Members Area of the College website. 15

FEES Application Fee: $100 The application fee is due and payable with the submission of an application. The fee is non-refundable. Jurisprudence Fee: $50 Prior to registration, all applicants are required to complete the Jurisprudence e-learning Module. The fee is non-refundable. Registration Fee: $650 Registration fees are pro-rated (see table below). The College registration year begins on September 1 and ends on August 31. Registration Issued Registration Fee Amount September 1 November 30 $650 December 1 February 28 $487. 50 March 1 May 31 $325 June 1 August 31 $162.50 Payment must be made in full and can be made by Visa, MasterCard, bank draft, certified cheque or money order payable to the College of Kinesiologists of Ontario. Declined credit cards will incur an additional service charge of $40. The College s full Fee Schedule is available here. 16

REFERRAL TO A PANEL OF THE REGISTRATION COMMITTEE If an application for registration does not meet all of the registration requirements, the application will be referred to a Panel of the Registration Committee for consideration. The applicant will be notified of the referral in writing and will have 30 business days to submit additional information to the Registration Committee in support of the application. A Panel of the Registration Committee will review the application for registration and any other documents submitted by the applicant at its next scheduled meeting. Following the review, the Panel may direct the Registrar to: 1. issue a certificate of registration; 2. issue a certificate of registration with terms, conditions and/or limitations; 3. request more information; or 4. refuse to issue a certificate of registration. A copy of the Panel s Orders and Reasons will be provided to the applicant within four (4) weeks of the meeting date. APPEALS If an applicant is not satisfied with the decision, he/she may appeal the Panel s decision by contacting the Health Professions Appeal and Review Board (HPARB) for a review or to hold a hearing of his/her application for registration. The Health Professions Appeal and Review Board may be reached at: 151 Bloor Street West, 9 th Floor, Toronto, Ontario M5S 2T5 Tel: (416) 327-8512 Fax: (416) 327-8524 Web: www.hparb.on.ca 17

ACCESS TO RECORDS All original documentation submitted to the College throughout the registration process remains part of the register and is kept in a physical file; therefore, such documents will not be returned regardless of whether an application is approved or denied for registration. In accordance with the College s Access to Records Policy, upon written request CKO will provide an applicant with a photocopy of his or her application materials. PRIVACY The personal information collected in the application process is used by the College of Kinesiologists of Ontario for its regulatory purposes and to develop and provide aggregate or de-identified statistical information for health human resource planning and demographic and research studies. It is collected under the authority of the Regulated Health Professions Act, the Health Professions Procedural Code, the Kinesiology Act and the regulations and by-laws made under the authority of these statutes. The College does not sell this information nor does it provide the information to commercial entities for mass marketing. 18

CHECKLIST All applicants must submit: Please refer to the Registration Guide to determine if you need to submit: A non-refundable application fee of $100. Documentation of English/French language fluency (Internationally Educated Applicants). Original transcripts (Canadian graduates) or photocopy of transcripts (internationally educated applicants). An affidavit sent directly to the College from the university verifying program completion and the graduation date. New Canadian graduates must arrange for the university to send official transcripts to the College after convocation. Copy of professional liability insurance certificate or a signed undertaking to provide proof within thirty days of registration - ensure you have checked the correct box on this form. A course-by-course Credential Evaluation Report (Internationally Educated Applicants). The original or a notarized copy of the Letter of good standing to be completed by each Canadian Police Information Centre Criminal Record (i.e. CPIC report) that is dated no earlier regulatory body with which you were previously or are currently licensed/registered to practice than six months before the date on which the application is submitted. The report shows that a any profession. search was done on all names you are currently using or have ever used, such as the name on your College application form, your name at birth as listed on your proof of identify document, your maiden name or any former names. Documentation in support of your application under the grandparenting provisions. You must submit letters of reference, documentation from current and past employers, and, any other documentary evidence as outlined in the Registration Guide. A resume outlining your skills and experience. 19