CRPO’s Quality Assurance (QA) program is designed to encourage Registered Psychotherapists to think critically about their practice, their professional growth, and their obligations as regulated health professionals. It supports life-long learning, a critical component of providing safe and effective care.

All registered health professionals are expected to participate in their regulatory college’s QA Program, as required by the Regulated Health Professions Act, 1991 (RHPA).

The QA program consists of three main components:

  1. Professional Development, which requires the ongoing participation of every registrant;
  2. Peer and Practice Review, which involves the review of randomly selected registrants’ practices by a trained peer assessor; and
  3. Professional Improvement, which are continuing education or remedial steps deemed necessary by the QA Committee.

The tools and resources that support registrants’ participation in the QA program are available on the QA portal. To access the QA Portal, registrants may log into their CRPO user account and click on the “QA” tab.

Click on the tabs below to see more information.

New Registrant Requirements

As a new registrant, you will begin your participation in the QA program by completing a number of self-reporting requirements, referred to as the Professional Development (PD) tools. You must complete these requirements within 2 months of registering with CRPO.

These requirements give you the opportunity to self-examine, reflect, set goals and think critically about both your practice and the on-going growth you plan to achieve in the next two years.

The New Registrant requirements include:

  • Completing a Self-Assessment
  • Beginning a Learning Plan by documenting at least one Goal and a corresponding Action Plan

As a new registrant, you are encouraged to use the Self-Assessment tool to identify or recognize any gaps that may exist in your knowledge, skills or judgement. Identifying these gaps allows you to set professional goals and action plans to achieve those goals. The PD Tools are meant to be a reflective and thought-provoking exercise. Completing the new registrant requirements could take an hour or longer.

The New Registrant requirements are your introduction to the ongoing mandatory reporting obligations for the QA program.  All registrants are responsible for completing their Professional Development requirements on an ongoing basis and submitting them to the College every two years.

Resources that may help you with your New Registrant requirements include:

If you have any questions or concerns regarding your requirements, or your capacity to complete them on time, please contact QA staff.

Requests for a deferral of your requirements must be submitted in writing, using the Deferral Request Form, and must meet the criteria outlined on the form.

Professional Development Requirements

The Professional Development component of the Quality Assurance (QA) Program is to support registrants’ ongoing self-reflection and professional growth, while simultaneously meeting the self-reporting components of the regulations laid out in Ontario law. As a registrant, you demonstrate those requirements by engaging with the Professional Development tools (which includes the Self-Assessment, Learning Plan and Learning Record) and submitting them to the College every two years.

The Tools:

As a registrant, you are given the opportunity to reflect on your knowledge, skills and judgement in the Self-Assessment tool by completing both parts.

The General Professional Obligations Inventory helps registrants like you assess knowledge, skill and judgment in select competency areas related to professional regulation. It incorporates CRPO’s Professional Practice Standards for Registered Psychotherapists and addresses changes in practice environment and advances in technology.

The Reflection section consists of a series of exercises designed to help you contemplate the more interpersonal aspects of your practice, such as your professional relationships, support systems, and safe and effective use of self (SEUS).

Armed with the reflection on your practice, you can then develop goals for professional development in the Learning Plan tool. You are encouraged to record thoughtful, concrete, measurable plans of action for each goal, and to reflect on your pursuit of those goals. Goals do not always stem from the Self-Assessment, and may be related to other aspects of your role.

You have a space to record all the professional development learning activities you have engaged in throughout your reporting cycle in the Learning Record tool. You are encouraged to participate in a wide variety of activities, to engage in different kinds or formats of learning, and ideally engage with material that gives you an opportunity to achieve the goals you outlined in the Learning Plan, too.

Reporting Cycles:

Your Professional Development tools are yours to engage with throughout your registration with the CRPO. However, you are required to submit your tools to the College on or before a specific date, every two years, based on your year of registration.

For example, if you registered in January of 2019:

  • your first reporting cycle would span from your date of registration though till November 30, 2021
  • Your next reporting cycle would span from December 1, 2021 through till November 30, 2023.
  • And so on.

Confirm your PD deadline by consulting the chart at the top of this page.

During each two-year reporting cycle, you must complete the minimum requirements for each tool, then submit all three tools to the College prior to the submission deadline. These minimum requirements include:

  • At least 1 Self-Assessment
  • At least 1 Learning Plan which documents at least 1 Goal with a corresponding Action Plan and Reflection
  • At least 1 Learning Record which documents that you engaged in 40 hours of learning activities during the relevant reporting cycle
    • These hours MUST have occurred during the relevant reporting cycle
    • At least 1 of the activities must be Experiential; at least one of the activities must be Didactic

Keep in mind, these are minimum requirements. You are welcome to submit as many tools are you see fit during the reporting cycle, so long as what you submit to the College cumulatively meets or exceeds the minimum requirements.

Maintain a personal portfolio of evidence of participation. You are expected to retain documentation (e.g. certificates of participation) that can verify your participation in learning activities in your own professional portfolio.

You are only required to provide documentary evidence of participation when asked by CRPO staff. CRPO does not provide any specific direction on what a portfolio should look like, nor does the College provide a way for registrants to download evidentiary materials. How you organize your portfolio is up to you, the registrant. Some registrants simply keep copies of any evidence of participation in learning activities in a paper folder; others keep these materials electronically in a folder stored on their computer. Whatever you choose, just be mindful that the College could ask you for this evidence from the last three years.

For more information about your requirements (based on your year of registration) please check out the Professional Development Frequently Asked Questions page.

Other resources that may help you with your Professional Development requirements include:

If you have any questions or concerns regarding your requirements, or your capacity to complete them on time, please contact QA staff.

Requests for a deferral of your requirements must be submitted in writing, using the Deferral Request Form, and must meet the criteria outlined on the form.

PD Tool Review

Each year, following the November 30 Professional Development (PD) submission deadline, a number of registrants’ PD tools are randomly selected for review by Quality Assurance staff.

The purpose of the PD Tool Review is to determine whether the PD tools you submitted as part of the most recent submission deadline have been completed according to the minimum requirements.  If you have completed your PD requirements, and submitted your tools to the College on or before the submission deadline, no further action is required on your part for the Tool Review process.

Staff’s assessment of “adequate completion” is based on the minimum requirements criteria established by the Quality Assurance Committee, and outlined in the Professional Development Guide.

You will be notified if your tools have been selected for review, given time to review their tools to see if you want to make any addition,  and notified when the results of the review are available for your review on  the QA Portal.

Currently, a subset of those selected for the tool review process will also be required to participate in a Peer and Practice Review.

Any registrants whose PD tools are found to be incomplete and/or inadequate may be reviewed by a panel of the Quality Assurance Committee, and may be required to submit additional documentation and/or engage in a Peer and Practice Review.

Resources that may help you better understand the requirements for your Professional Development tools:

If you have any questions or concerns regarding your requirements, or your capacity to complete them in a timely fashion, you are responsible for connecting with QA staff at your earliest possible convenience.

Peer and Practice Review - Step 1

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

All registrants selected for PPR will undergo Step 1, which consists of:

    • completing a pre-questionnaire on the QA Portal
    • uploading 3-5 examples of professional advertising / self-representational materials to the QA Portal
    • uploading an example of an invoice that represents usual billing practice
    • submitting your availability on the QA Portal
    • coordinating a time/date for your interview with a Peer Assessor using the confidential QA Portal Mail system
    • participating in an interview conducted by phone

The Peer and Practice review is designed to engage you in the process of identifying your areas of strength as a health care professional, as well as any areas that may benefit from enhancement or more assessment.

Peer assessors are fellow CRPO registrants 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.

Resources that may help you better understand the Peer and Practice Review process:

If you have any questions or concerns regarding your requirements, or your capacity to complete them on time, please contact QA staff.

Like all other components of the QA Program, your participation in the PPR process is a mandatory obligation of your registration with the CRPO.

If you feel you are unable to participate in a PPR at the time you are notified of your selection, you must submit in writing (using the Deferral Request Form) a request for deferral of you participation, along with any substantiating evidence of your circumstances. The circumstances you identify must meet the criteria outlined in section 4.2.1 of the QA Program Policies: Request for Deferral and Extension, Peer and Practice Review, and may be subject to review by the QA Panel.

Peer and Practice Review - Step 2

Registrants who fail to meet established criteria though the PPR Step 1 process require further assessment. This happens through participation in Step 2 of a Peer and Practice Review (PPR), which involves a more in‐depth, in-person interview conducted by a Peer Assessor.

All registrants selected for PPR Step 2 must:

  • submitting your availability on the QA Portal
  • coordinating a time/date and suitable location for your interview with a Peer Assessor using the confidential QA Portal Mail system
  • participating in an interview conducted in person
  • prepare 10 client chart notes for review by the peer assessor

Resources that may help you better understand the Peer and Practice Review process:

The Peer and Practice Review is designed to engage you in the process of identifying your areas of strength as a health care professional, as well as any areas that may benefit from enhancement.

Peer assessors are fellow registrants 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.

Like all other components of the QA Program, your participation in the PPR process is a mandatory obligation of your registration with CRPO.

If you have any questions or concerns regarding the Step 2 PPR process please contact QA staff.

If you feel you are unable to participate in a PPR at the time you are notified of your selection, you must submit in writing (using the Deferral Request Form) a request for deferral of you participation, along with any substantiating evidence of your circumstances. The circumstances you identify must meet the criteria outlined in section 4.2.1 of the QA Program Policies: Request for Deferral and Extension, Peer and Practice Review, and may be subject to review by the QA Panel.

Professional Improvement

The Professional Improvement component of the QA Program engages registrants who, as determined by a panel of the QA Committee, require additional support to address identified learning needs. Only those registrants who have been identified in the Peer and Practice Review process who require directed remediation will engage in this component. Directives from the QA Committee 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 registrant’s Certificate of Registration, for example:

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

Confidentiality

Information shared because of participation in the Quality Assurance (QA) Program is confidential and, with limited exceptions, the information provided can only be used for QA purposes. CRPO will not post QA review results on the public register or share your information with current or future employers.

You, as a registrant, are therefore strongly urged to provide honest responses that are an accurate reflection of your current level of knowledge, skill and judgment.

If the QA Committee believes that a registrant may have committed a serious act of professional misconduct, or may be incompetent or incapacitated, the QA Committee may disclose only the registrant’s name and the allegation against the registrant 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 registrant knowingly gave false information to the QA Committee or a peer assessor, the QA Committee may disclose this information to the relevant College Committee that is dealing with the matter.

Participation Expectations

Registrants and CRPO have a shared responsibility under the RHPA to ensure that Registered Psychotherapists meet Quality Assurance (QA) obligations. If a registrant persistently refuses to cooperate or to participate, the QA Committee may find it necessary to report the registrant’s name and the allegation to the Inquiries, Complaints and Reports Committee (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:

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

If you have any questions or concerns regarding your requirements, or your capacity to complete them in a timely fashion, registrants are responsible for connecting with QA staff at their earliest possible convenience.