QA Due Dates for Self-Assessment, Learning Plan and Learning Record

Your QA requirements are due November 30, 2018 if you:

  • Registered in 2016 and you want to get the PD tools done before your mandatory 2020 deadline
  • Registered in 2017 and you haven’t yet completed the new member requirements
  • Registered January to August 2018 and you haven’t yet completed the new member requirements

To learn more about PD deadlines, please follow these steps:

  1. Confirm your year of initial registration by looking yourself up on the Public Register.
  2. Open the summary document and scroll to page 2.
  3. On page 2, find your year of initial registration, then read across the row.

Looking for more information? See our Professional Development Guide, connect with staff in the QA department at QA@crpo.ca or watch one of these helpful videos:

QA Info Sessions on Changes to the Professional Development Deadlines

QA Program Overview

As with all regulated health professions, the College of Registered Psychotherapists of Ontario (CRPO) is required to establish and maintain a Quality Assurance (QA) Program. Broad parameters of this mandatory program are set out in the Regulated Health Professions Act, 1991, and each health regulatory college must establish requirements for member participation in continuing professional development and/or continuing education, and self, peer and practice assessment. Colleges must also have in place a mechanism to monitor member participation.

CRPO’s QA Program includes these components, the details of which are described in the sections below:

  1. Professional Development, which requires the ongoing participation of every member;
  2. Peer and Practice Review, which involves the review of randomly selected members’ practices by a trained peer assessor; and
  3. Professional Improvement, which includes a member’s participation in a remediation program, as deemed necessary by the QA Committee.

The tools and resources that support members’ participation in the QA Program are available in the QA Portal. To access the QA Portal, log into your CRPO user account and click on the “QA” tab.

Back to top

Professional Development

The goals of the Professional Development component of the Quality Assurance Program are to support members’ ongoing self-reflection and professional growth. As such, members are encouraged to engage regularly in a conscious reflection of their practice and participate regularly in growth opportunities. By using the tools, including the Self-Assessment, Learning Plan and Learning Record, members are able to uncover areas of practice that may benefit from development and track and reflect on their own professional growth.

Details about ongoing engagement in this component of the Program, including participation deadlines, expectations regarding participation in learning activities, and other requirements, are available in the Professional Development Guide.

Each year, a number of members will be randomly selected and their Professional Development tools will be reviewed by CRPO staff, based on criteria established by the Quality Assurance Committee. The purpose of this tool review is to determine whether the materials have been completed adequately. A subset of those selected will also be required to participate in Peer and Practice Review. In addition, those whose Professional Development tools are found to be incomplete and/or inadequate may be required to submit additional documentation and/or engage in a Peer and Practice Review.

Back to top

Peer and Practice Review

Being selected to participate in Peer and Practice Review (PPR) is a routine part of being a regulated health professional. CRPO’s two-step PPR process is designed to assess a member’s knowledge, skill and judgement:

  1. All members selected for PPR will undergo Step 1, which mainly involves an interview conducted by phone or webinar.
  2. Members who are identified to require further assessment will move on to Step 2, which involves an in‐depth interview, usually at the member’s practice setting.

Each year, CRPO will randomly select a number of members for Peer and Practice Review. If you are selected to participate in PPR, a peer assessor will engage you in the process to help you identify your areas of strength and areas that may benefit from enhancement. Peer assessors are fellow members of CRPO who have been trained to conduct PPRs. They, and the College, are committed to collaborating with you and supporting you to meet your professional obligations, many of which are laid out in the Professional Practice Standards for Registered Psychotherapists.

Members may also be referred for a Peer and Practice Review:

  • if, following review of a member’s submitted Professional Development tools, there are concerns regarding their participation; and
  • in cases where a member hasn’t completed 750 Currency Hours within the previous three calendar years. Referrals of this kind are made by the Registrar.

Please read the Peer and Practice Review Guide for the Remote Interview for more information.

Back to top

Professional Improvement

The Professional Improvement component of the QA Program engages members who, as determined by the QA Committee, require additional support to address identified learning needs. Only those members who have been identified in the Peer and Practice Review to require directed remediation will engage in this component, which may include remediation or specified continuing education.

In certain circumstances, the QA Committee may direct the Registrar to impose terms, conditions and limitations on a member’s Certificate of Registration, for example:

  • if a member’s Peer and Practice Review demonstrates egregious gaps in knowledge, skill or judgment; or
  • if the member did not successfully complete a program of specified continuing education or remediation.

Back to top

Confidentiality

Information shared as a result of participation in the QA Program is confidential and, with limited exceptions, the information provided can only be used for Quality Assurance purposes. CRPO will not post QA review results on the Public Register or share your information with current or future employers.

With this in mind, members are strongly urged to provide honest responses that are an accurate reflection of their current level of knowledge, skill and judgment.

If the QA Committee believes that a member may have committed a serious act of professional misconduct, or may be incompetent or incapacitated, the Committee may disclose only the member’s name and the allegation against the member to the Inquiries, Complaints and Reports Committee (ICRC). The ICRC may carry out an independent investigation, if it elects to do so.  However, in cases where a member knowingly gave false information to the QA Committee or a peer assessor, the Committee may disclose this information to the Committee that is dealing with the matter.

Back to top

Participation Expected

Members and the College have a shared responsibly under the RHPA to ensure they are meeting the Quality Assurance obligations. If a member persistently refuses to cooperate or to participate, the QA Committee may find it necessary to report the member’s name and the allegation to the ICRC as it is considered professional misconduct to contravene a provision of the Psychotherapy Act, 2007 or the RHPA.

These expectations are laid out in CRPO’s governing legislation as follows:

  1. Every member shall co-operate with the Quality Assurance Committee and any assessor it appoints[…] (Regulated Health Professions Act, 1991, Schedule 2, provision 82.1.)
  2. Every member shall participate in the program. (Quality Assurance Regulation under the Psychotherapy Act, 2007, provision 4.)

Back to top

Frequently Asked Questions - PD Deadline Changes

What deadlines are changing?

The deadlines related to the Professional Development (PD) component of the Quality Assurance (QA) Program are changing. This includes the deadline by which new members are required to demonstrate they have completed the new member requirements and the deadline related to ongoing participation.

How will the deadline changes impact me?

The short answer is: it depends. Please see the question related to your year of initial registration for more information about how the deadline changes will affect you. Your year of initial registration is the year in which you first became registered with the College. If you’re not sure when that is, check your Certificate of Registration, which can be found in the “Certificate” tab of your CRPO user account, or you can find yourself on the Public Register and it will be indicated where your “Date of Initial Registration” is listed.

Do I have to complete Professional Development requirements each year?

Members of CRPO are expected to engage in an ongoing process of growth and professional development. This is a commitment that continues for as long as you practise the profession.

The Professional Development component of the QA Program sets a general framework for a process that helps all members to reflect on their practice and consciously shape the course of their professional growth. CRPO has developed related tools that are meant to help members meet their obligations. These tools also help CRPO meet its obligation to assure the public that members of the profession are working to maintain and enhance their competence.

With that in mind, members are encouraged to update their Professional Development tools regularly. Except new members who have special requirements that provide an introduction to the QA Program, members are required to provide completed tools every two years.

My year of initial registration is 2015. When is my deadline to complete the PD requirements?

Members who registered in 2015 are now required to provide completed tools by November 30th in odd-numbered years. This is a mandatory ongoing requirement. However, during this time of transition, while the deadline changes are phased in, members who registered in 2015 have two options and must decide when they will provide their completed Professional Development tools. They can provide their completed tools voluntarily by Nov. 30, 2017 or they can wait and provide them by the mandatory deadline, which is Nov. 30, 2019.

“Providing completed tools” means filling in the Learning Plan and Learning Record so that they reflect goals, plans, reflections and any learning activities the member has engaged in since becoming a member, up until the voluntary or mandatory deadline.

A member who chooses to provide their completed tools in 2019 is still required to engage in 20 hours of learning activities each year (or 40 hours in each two year period).

The main advantage of waiting until 2019 is that a member is not required to complete a new Self-Assessment until that time, once their current tools have been completed and before a new Learning Plan is to begin.

My year of initial registration is 2016. When is my deadline to complete the PD requirements?

Members who registered in 2016 are now required to provide completed tools by November 30th in even-numbered years. This is a mandatory ongoing requirement. However, during this time of transition, while the deadline changes are phased in, members who registered in 2016 have two options and must decide when they will provide their completed Professional Development tools. They can provide their completed tools voluntarily by Nov. 30, 2018 or they can wait and provide them by the mandatory deadline, which is Nov. 30, 2020.

“Providing completed tools” means filling in the Learning Plan and Learning Record so that they reflect goals, plans, reflections and any learning activities the member has engaged in since becoming a member, up until the voluntary or mandatory deadline.

A member who chooses to provide their completed tools in 2020 is still required to engage in 20 hours of learning activities each year (or 40 hours in each two year period).

The main advantage of waiting until 2020 is that a member is not required to complete a new Self-Assessment until that time, once their current tools have been completed and before a new Learning Plan is to begin.

My year of initial registration is 2017. When is my deadline to complete the PD requirements?

Anyone newly registered with the College has specific Professional Development requirements that are intended, in part, to introduce new members to the Quality Assurance Program. The requirements for new members are to:

  • Complete a Self-Assessment.
  • Begin a Learning Plan.

By meeting the new member requirements, you will have completed a portion of the overall PD requirements that you are expected to fully complete within roughly two years.

Because your date of initial registration falls in a period of transition where new policies are being phased in (and old ones phased out), new members who registered in 2017 have some options for when you may meet the requirements.

The recommended option is that new members complete their requirements within three months of their date of initial registration.

Alternately, the final deadline to complete the new member requirements is Nov. 30, 2018. Those who opt to complete the new member requirements at the end of November 2018 must be mindful that they will be required to complete the ongoing PD requirements by the end of November 2019.

What do you mean when you say “voluntary?”

As competent professionals, psychotherapists routinely engage in self-reflection and professional development. As such, the tools developed for the QA Program help members capture a process they already engage in, in a manner that can be accessed and reviewed by CRPO’s Quality Assurance Committee.

Ongoing engagement in that process of self-reflection and professional development – including participating in learning activities to obtain the 20 hours per year – is required. It is also required that members keep their tools up-to-date. However:

  • For those who registered in 2015, their 2017 deadline to provide the completed tools is voluntary. Deadlines from 2019 onward are mandatory.
  • For those who registered in 2016, their 2018 deadline to provide the completed tools is voluntary. Deadlines from 2020 onward are mandatory.

What else can you tell me about the 40-hour requirement?

Members are required to engage in at least 40 hours of learning activities over a period of two years. This requirement presumes that two years have passed between the time a member completes the new member requirements and the time when the member’s next deadline rolls around. However, a small number of members will find that the time between their new member deadline and their next deadline is shorter than two years. This subset of members is required to engage in “a reasonable proportion” of the 40 hours. The reasonable proportion will be calculated based on the total number of months the member has been registered (or the total number of months that have elapsed between one deadline and the next, if applicable). For example, a member who has been registered for 18 months (or ¾ of a two year time span) would be required to engage in at least 30 hours of learning activities (which is ¾ of the 40 hour requirement).

It is recommended that you record activities in your Learning Record soon after you complete them. Doing this means you will have a nearly complete Record by the time the deadline rolls around and you won’t be in a panic trying to fill in two years of information just before the deadline.

If you are engaged in an activity that unfolds over a significant span of time (for example a semester-long course), you are welcome to include that in your Learning Record before it has ended, but only record the hours you’ve completed already (not the hours you expect to complete). Since you can edit entries made in the Learning Record, update the hours associated with that activity as often as you need to.