2020 Registration Renewal Guide, APR & QAP Requirements
- What’s New for Renewal 2020
- Renewal Guide
- Helpful Hints
- Changing Registration Class or Resigning?
- Frequently Asked Questions- Renewal 2020
- 2020 Renewal Fees
- Continuing Competency in NRP
- Penalty Fees
- Assistance and Corrections
- Registration Tutorial
2. Active Practice Requirements (APR)
3. Quality Assurance Program (QAP)
1. Registration Renewal
The College’s online registration renewal period runs from August 1 to October 1, every year. Members are required to renew their certificates of registration on an annual basis.
Online renewals are deemed complete if by October 1:
- The member has completed and submitted the online renewal application;
- The College has received accurate and legible proof of continuing competency in NRP, if applicable; and,
- The College has received the member’s annual fee payment(s).
Accessing the Online Renewal Application
The online renewal site is live and available during the renewal period (August 1 to October 1) in the Member Portal of the College website. You will need your email address and password to access the site.
Follow steps 1 through 10 to renew your registration.
Step 1 & 2. Getting Started & Renewal Route
The electronic renewal application will automatically recognize your current class of registration, as noted on the Public Register.
You will be asked to select your registration renewal route based on the certificate of registration that you will hold as of October 1: General, Supervised Practice, Transitional, Inactive or Resignation.
If you intend to change your registration class between August 1 to November 30, please review the class change information here.
Step 3. Home Address & Contact Information
Personal Contact Information – this information is not published on the Public Register.
Please ensure that the College has your current home address and contact information. The College uses your personal contact information–not your practice contact information–to contact you for all College business. All members must provide a valid email address*, per the College’s General By-law 14.05(e).
*If you change your email address in this section, your newly entered email address will be your user login for the Member Portal.
Step 4. Practice Location(s) & Information
Current and Past Practice Location(s) – this information is published on the Public Register
In accordance with Articles 14.05 (c) and (d) of the College’s General By-law, you are required to provide all practice location(s) and dates where you currently provide and previously provided midwifery services. This includes all other places you practise midwifery if not in a midwifery practice group. In addition, ensure to answer the questions about your position at each practice location. Inactive members are asked to complete this section in order to provide all historical practice information to ensure the Public Register is up-to-date. If a correction is required to your past practice locations and information, including corrections to start or end dates, please select the EDIT button to make the required changes.
Practice changes or corrections?
The practice information previously provided by you will appear in this section. You may review both your current and past practice information. If your practice information has changed or needs correction, please click the EDIT button and update the information. If adding past practice information, please include an end date. You may also add a new practice by selecting +Add Practice button in the top left-hand corner and selecting your current practice from the drop-down menu. Please indicate the start date for the new practice.
Please add all practices you work with by selecting the +Add Practice button in the top left-hand corner.
Not affiliated with a midwifery practice group?
If you are currently practising midwifery outside a midwifery practice group, please provide the College with information on where you are practising, including your position title, and start date, if not currently listed on your College profile. To add new information, please email the information to email@example.com and the information will be added to your profile.
New: Requirement to Certify Practice Information
This year you are required to certify that the current and past practice information the College has on file for you is complete and correct to the best of your ability. It’s very important the College has an accurate record of each practice where you are or have practised midwifery in Ontario. If you cannot confirm exact dates, please do the best you can.
Step 5. Other Registrations
Other current and past registrations or licences in any profession- this information is published on the Public Register.
All members are required to provide information pertaining to current or past registrations or licences held in any profession in any jurisdiction. As per Article 14.02 (cc) of the College’s General By-law, members are asked to provide the following information where applicable.
- Name of the regulator/licensing body
- Province/State/Territory (Canada/US)
- Start and End date
Add a new registration by clicking the +Add Registration button. To edit the existing information, click Edit.
Not registered or licensed to practise midwifery in another jurisdiction or any other profession in any jurisdiction? Click the Next button in the lower right-hand corner to continue.
Step 5.2. Hospital & Birth Centre Privileges (hidden for Inactive members)
Current Hospital & Birth Centre privileges – this information is published on the Public Register
All members must provide the College with the names of all Ontario hospitals and birth centres where they hold privileges in accordance with Article 14.05 (f) of the College’s General By-law. Any current hospital/birth centre privilege information on file with the College will be visible in this section. Please review the list in this section and make any necessary changes. Choose +Add New to add to the list or EDIT to add an end date. Where an end date is entered, the hospital/birth centre privilege will appear under Past Privileges, unless the end date is a future date. In addition, please indicate whether you are the head midwife at each hospital where you have privileges.
If your hospital/birth centre is not in the drop-down menu, please contact the College at firstname.lastname@example.org for an adjustment to the drop-down menu.
Step 6. Continuing Competency in NRP Evidence
Continuing competency information is not published on the Public Register.
Continuing Competency Requirements and Approved Courses
Members holding Inactive class registration with the College are not required to submit any evidence of continuing competencies for registration renewal. As an Inactive member, if you intend to return to practice soon and/or wish to complete this section, you may do so. Select NEXT to skip and proceed to the next section.
For renewal 2020 only, General, Supervised Practice or Transitional class members must ensure satisfactory evidence of training in Neonatal Resuscitation (NRP) is on file with the College by October 1.
Satisfactory evidence of NRP consists of having one of the following:
- Valid NRP card uploaded to the Member Portal or renewal form. Valid means your certification will not be expired as of October 1, 2020.
- An NRP card that expired a year or less than one year ago uploaded to the Member Portal or renewal form.
- An NRP card that expired more than a year ago and the required College form uploaded to the Member Portal or renewal form confirming that since October 1, 2019, you have:
- reviewed relevant materials, textbooks, and guidelines related to neonatal emergency skills;
- discussed and practised responses to hypothetical neonatal emergency case scenarios and practised hypothetical neonatal emergencies with one or more members of the College, who meet one of the following:
- who successfully renewed their registration as a practising member with the College for 2019-2020;
- who since October 1, 2019 changed class from Inactive to General and was not required to sign an Acknowledgement and Undertaking; or
- who became registered to practise with the College since October 1, 2019.
- reflected on what you learned and discussed and have addressed any issues or shortcomings in your knowledge, skills and judgment that are relevant to your practice.
For option three, the required form is available here. Please complete the form and upload it to the Certification section of the Member Portal or the renewal form.
NRP instructors are required to provide both evidence of having taught a course within the past 12 months and evidence of being an instructor with relevant certificates and documents uploaded to the Member Portal or renewal form in one PDF file. If an instructor is not able to provide this evidence, then the instructor must complete option three above.
For renewal 2020, evidence for emergency skills (ES) and cardiopulmonary resuscitation (CPR) will not be required, however, if you do have current ES or CPR to upload to the Member Portal or to the renewal form, you may do so.
Please note that for the next renewal deadline of October 1, 2021, all practising members will be required to show evidence of current training in NRP, ES and CPR in accordance with the College’s Continuing Competency Requirements and Approved Courses, unless notified otherwise by the College.
Continuing Competency Tab in the Renewal Portal
Continuing competency data on file with the College, and review status of each certificate, will be visible to you in this section of the renewal form and in the Certification tab, however, expired competencies will not be visible with the exception NRP obtained in 2019. Complete this section by clicking +Add New and selecting the course and course provider from the drop-down menus. Then upload legible electronic copies, in PDF format only, of all individual certificates issued by the course provider. For renewal 2020, only NRP is required. If you do have current CPR and ES certificates to upload, please do so.
Any document submitted that does not include the date of completion, is illegible, is not in PDF format or is not in compliance with the College’s NRP requirements for renewal 2020, will not be accepted and your renewal application/package will be considered incomplete and the 15% penalty fee will be applied, if the issue is not corrected prior to October 1, 2020. View your NRP upload carefully and make corrections where necessary to ensure the 15% penalty fee cannot be levied on your renewal application/package.
Instructions to Attach (Upload) Evidence of Continuing Competency:
- Scan and save each continuing competency proof separately in a legible PDF file in your computer directory. Note: Your name, the course name, and the completion date must be visible on the evidence of continuing competency. For renewal 2020, only NRP is required.
- For each continuing competency, click the CHOOSE FILE tab (bottom left of the screen)
- Locate the file in your computer directory and select OPEN
- The file name (in blue) will appear underneath the CHOOSE FILE tab
- Click SAVE, which will add the continuing competency to the list on file with the College
- To view, change or re-upload a certificate on file with the College, follow the onscreen prompts.
Continuing Competency Evidence After Submission of a Renewal Form
To upload evidence of continuing competency after a renewal form has been submitted to the College, simply use/click the Certifications tab in the Member Portal. The upload process is the same as noted in the instructions above. Please do not fax or email your continuing competency evidence to the College. Upload your PDF file no later than October 1.
An NRP upload after the October 1 filing deadline will be considered late despite the actual certification/completion date and will be subject to the 15% penalty fee.
As noted in the Continuing Competency Requirements and Approved Courses document, instructors must include both (1) evidence of being an instructor and (2) evidence that a course has been taught or instructor training has been completed. These two documents should be combined in one PDF file and uploaded as evidence of continuing competency.
The College will accept a letter from a course instructor confirming the completion of a continuing competency course when the issuance of the usual wallet card or certificate is delayed. The letter must include the date of course completion, the member’s name, the course name, course details, and the instructor’s name, contact information, and signature.
Step 7. Ministry of Health and Long-Term Care (MOHLTC)
HealthForceOntario Health Professions Database (HPDB)
The next sections relate to HPDB requirements. Accurate completion of this section helps the College fulfill its role as a source of information concerning the Ontario midwifery profession. The College is required to report this information directly to the government in accordance with section 36.1 of the Regulated Health Professions Act, 1991. Most of the questions have drop-down menus from which you must select an answer.
HPDB Section 1 – Languages of Care
Any languages previously provided will be visible in this section. Please review the list of languages, Edit, Delete, or +Add New to indicate languages in which you can competently provide midwifery services. The comprehensive list of languages provided in the drop-down menu are those approved by the HPDB. A maximum of five languages from the drop-down menu provided may be selected. Either French and/or English must be selected to continue to the next page.
HPDB Section 2 – Education Details
Enter education details related to your professional qualifications as a midwife as well as any additional post-secondary education you have completed, which does not appear in this section. Please select +Add New for each education detail to be added separately.
After clicking +Add New you will see three tick boxes:
The education that I am now reporting on was granted in:
- United States
- Outside of Canada & the United States
Each tick box will take you to a different screen; Canada will include an institution and province drop-down menus with Canada for Country pre-populated; United States will preselect “Out of Country” for institution and show a drop-down menu for state with USA for country pre-populated and; outside of Country preselects “Out of Country” for institution, will show N/A for province/state and show options for all countries.
IMPP graduates will select Ryerson University for institution name and Diploma for education level. Michener graduates are listed with Michener for institution name and Diploma for education level. PLA and PLEA graduates are listed with PLA or PLEA for institution name and Diploma for education level.
Education required for entry-to-practice in Ontario cannot be edited. If there is a concern or missing data, please contact the College by email at email@example.com.
HPDB Section 3 – Current Practice Location(s) (Not visible for Inactive Members)
Please edit your current practice location(s) to provide any missing or updated information. Select the Edit button (pencil symbol) on each practice listed to complete or update the required practice information. The information listed will show your current places of practice, as provided in Step 4.
HPDB Section 4 and 4.1 – Practice Information & History
Please review and complete this section to reflect your initial year and location of your first midwifery practice and to indicate your current practice status.
Please complete this section to reflect your most recent previous location of practice outside of Ontario and the last year you practised in that location outside of Ontario. If Canada or the USA, please indicate province or state. If this does not apply to you, please proceed to the next section.
HPDB Section 5 – Practice Information within the past 12 months
Section 5: First Page / Screen
All members are required to complete the first question to indicate preferred work status, based on the options provided by HPDB in the drop-down menu.
The remainder of this section (not visible to Inactive Members) relates to the amount of time you have spent practising midwifery within the past 12 months (weeks and hours). Please review all of the bullet points before answering the remaining questions in this section.
Section 5: Second Page/Screen (Not visible for Inactive Members)
This section relates to your allocation of time to different activities. You are asked to break your workweek down into percentages. If the question does not apply to you, enter ‘0’ (zero) to reflect ‘Not Applicable’. All questions that ask for a percentage value must add up to 100%. If you did not practise, enter ‘100’ to indicate time spent on all other activities (last question on the list) and enter ‘0’ (zero) for the preceding percentage questions.
Step 8. Disclosures
Please answer the disclosure questions based on an event occurring or having occurred in Ontario or any other jurisdiction, if not previously disclosed to the College. If you have previously made a disclosure but new information is available, please provide the information.
The disclosure questions are to be answered ‘Yes’ or ‘No’. Any question answered with a ‘Yes’, must include details in the space provided. Please answer each of the disclosure questions carefully as they have changed slightly from last year.
Step 9. Authorization
Certify that you have current professional liability insurance as required or will hold an Inactive class of registration as of October 1. All General, Supervised Practice, and Transitional members must maintain professional liability insurance at all times as a condition of registration. Inactive members are not required to maintain professional liability insurance.
Additionally, certify that all information provided is true, complete and accurate in order to proceed to the next section.
Step 10. Payment
Select your method of payment in this section.
College fees can only be paid by:
- Visa or MasterCard through the Member Portal (full annual fee only)
- Cheque (full annual fee or two instalments, as noted in the table above)
If payment by Visa or MasterCard is selected, the renewal system will guide you through the secure online payment process and will then automatically submit your registration renewal form to the College. Please note instalment payments by credit card are not possible. To pay in instalments, select the cheque payment option instead.
If payment by cheque is selected, please review the information on screen before clicking the submit button, which will submit your renewal form to the College. Payment by instalments applies to cheque payments only.
To be accepted by the College, cheque payments must be:
- Payable to the “College of Midwives of Ontario”
- Signed and dated accordingly with member’s name and College registration number clearly visible on the face of the cheque
- Not understated, not overstated, and dollar amount on cheque matching written text
- Received after the submission of a renewal form, but not later than October 1
- One cheque per member for full payment or two cheques for instalments
For payments by instalment:
- Instalment amounts on cheques are exactly as indicated on chart above
- Both instalment cheques are received no later than October 1
- Second instalment cheque is dated February 1, 2021
- One cheque per member for full payment or two cheques for the instalments option. The College enters payment information only once a member has submitted a renewal application to the College. For this reason, cheques covering multiple members are strongly discouraged.
- Each cheque, including second instalment cheques, not honoured by the bank are subject to a $40 NSF processing fee, in addition to the penalty fee as the renewal application may be deemed late.
Note: Your registration renewal application/package will not be processed until payment has been received and processed. If you are paying by cheque, please ensure that your payment is received well before October 1 to ensure your renewal is not deemed late.
FINAL Step – Confirmation Page
VERY IMPORTANT: Only once you have reached the page labeled “Submitted” have you successfully submitted your online renewal application to the College. If you wish, you may print this page for your records.
Please ensure that your renewal is complete and received by the College by October 1. Incomplete or late renewals will be subject to a penalty of an additional 15% of the annual membership fee and a notice of default will be issued.
Complete Renewal Applications/Packages are deemed complete once:
- The College has received your completed online renewal application.
- The College has received accurate and legible NRP evidence, except from inactive class registrants.
- The College has received your annual fee payment(s).
Annual Registration Card
An updated annual registration card will be available through the Member Portal, as soon as the College reviews and deems an application for registration renewal as completed. Notification will be sent to you by email when your renewal is marked completed.
Receipt for Payment
A receipt for payment is available through the left-hand menu in the Member Portal. Official Income Tax Receipts will be available in the Member Portal in early 2021.
Reminder: Active Practice Requirement and Quality Assurance
Please ensure you also complete and submit your Active Practice Requirement (APR) and your Quality Assurance reporting before the deadline of October 1, 2020. Access to reporting is available on the left-side menu of the Member Portal and on the Welcome page of the Member Portal.
Renewal after October 1
All renewals submitted/received after October 1 are subject to the late penalty fee (15% of the total annual membership fee), which will be automatically added to the total fees owed. If paying in instalments, the penalty fee is due with the first instalment cheque.
2. Active Practice Requirements (APR)
Members must satisfy active practice requirements as outlined in the Registration Regulation, and therefore are required to submit Active Practice Reports by October 1, 2020.
Active Practice Requirements and Submission
To learn more about the active practice requirements, please click here.
In order to meet the requirements in the Registration Regulation, members must have the following birth numbers:
Review of APR
Post October 1 annually, all members who were due to have met their active practice requirement are identified, 2-year or 5-year. Each member’s active practice reports as submitted via the Member Portal are reviewed. If reports are missing the member is contacted to submit the missing reports.
Members in the General class who met their APR will be notified and their subsequent APR due date will be updated in the Member Portal.
Members in the General class who have an APR shortfall are reviewed a second time to determine if the member continues to have a shortfall after determining the following:
At any point during the 2- or 5-year reporting period was the member registered in the Inactive class? If yes, the member’s due date is adjusted to account for the amount of time the member was registered in the Inactive class and not subject to APR.
Example 1: A member was due to meet their 2-year APR by October 1, 2018, review of the submitted APR reports indicate that the member does not have the required birth numbers. However, the member was Inactive for 6 months during the reporting period. The member will next need to meet their 2-year APR by October 1, 2019.
Example 2: A member was due to meet their 5-year APR by October 1, 2018. Review of the submitted APR reports indicate that the member does not have the required birth numbers. However, the member was Inactive for 2 years during the reporting period. The member will next need to meet their 5-year APR by October 1, 2020.
b. If the member was not in the Inactive class at any point during the reporting period, then the member’s birth numbers in the shortfall category are reviewed and the reported births where the member provided care in the role of second midwife are considered. When both categories are considered, does the member still have a shortfall?
Example: The member was due to meet the 5-year APR by October 1. The member has a shortfall in primary out-of-hospital births having only 20 out of the required 25. However, the member also reported 6 out-of-hospital births as a second. Therefore, the member has a total of 26 out-of-hospital births for the reporting period. The member is considered to have met the requirements.
i. If the member no longer has a shortfall and meets the requirement, the
member will be notified and their next APR due date will be available in
the Member Portal.
ii. If the member continues to have an APR shortfall even after accounting
for the births attended as seconds, the member will be notified of the
shortfall and referred to the Registration Committee.
Referral to Registration Committee for an APR Shortfall
Members who continue to have an APR shortfall, after a second review as outlined above, are referred to the Registration Committee in accordance with the Registration Regulation.
Members will be asked to make written submissions to the Registration Committee within 30 days of receiving a notice of referral. The member’s written submission must include the following:
- Where applicable, the member must demonstrate that extenuating circumstances exist (i.e. circumstances that are beyond the member’s control) that prevented the member from meeting their APR. For example:
• Low home birth rate practice
• Unplanned changes to birth location
- Where applicable, an explanation of how the member’s practice
environment/employment contributed to the shortfall and may continue to
contribute to a shortfall. For example:
• Hospitalist midwife
• Expanded Midwifery Care Models and not providing intrapartum care
• Birth Centre Clinical Director
• MEP instructor
Members in the Inactive Class
The APR due dates for Inactive members will be reviewed and adjusted when they apply for and are granted a General certificate of registration unless the member currently meets their requirement.
Example 1: A member was due to meet their 5-year APR as of October 1, 2018. However, at the time of reviewing APR for 2018, the member is registered in the Inactive class. A review of the APR birth numbers indicate that the member has an APR shortfall. The member applies and is granted a General certificate of registration as of January 1, 2019, having been registered in the Inactive class for two years. Assuming the member has sufficient current clinical experience and active practice to meet the requirements for a General certificate, the member’s APR due date will be changed to October 1, 2021, when the member is issued a General certificate.
Example 2: A member was due to meet their 5-year APR as of October 1, 2018. However, at the time of reviewing APR for 2018, the member is registered in the Inactive class. A review of the member’s APR numbers indicate that the member meets the requirements, therefore the member’s due date is adjusted to October 1, 2023. The member will still be required to meet the current clinical experience and active practice requirements outlined in the Registration Regulation if the member applies to be re-issued a General certificate of registration.
Example 3: A member was due to meet their 5-year APR as of October 1, 2018, and is currently registered in the Inactive class. The member has been registered in the Inactive class for 3 years. However, the member applies to be re-issued a General certificate in order to change class on October 1, 2018.
A review of the member’s application reveals that the member does not meet the requirements of current clinical experience and active practice required under section 15(4)(a) of the Registration Regulation and therefore is referred to the Registration Committee for approval of a requalification program. The member completes the requalification program and becomes registered in the General class, their APR due date is now October 1, 2023.
Members in the Supervised Practice Class
An APR due date for Supervised Practice members will be added and visible when a General certificate of registration is granted. Supervised Practice members should also report birth numbers.
To learn more about prorations, please click here.
To learn more about exemptions, please click here.
The College’s Quality Assurance Program (QAP) is designed to ensure that the knowledge, skill and judgment of Ontario midwives remains current throughout their careers, and that they continue to provide safe, effective, appropriate and ethical midwifery care to their clients. The QAP is mandated under the Regulated Health Profession’s Act, 1991 (RHPA). The components of the QAP can be found under the General Regulation (O. Reg. 335/12) made under the Midwifery Act, 1991.
The Quality Assurance Program is intended to be supportive in nature. It is meant to promote and enhance members’ understanding of the practice of the profession of midwifery through:
Continuing Education and Professional Development
A continuing education activity is one that maintains or improves a member’s knowledge, skills or judgment related to the practice of midwifery.
Acceptable activities for continuing education and professional development are indicated in the Guideline on Continuing Education and Professional Development
Peer & Practice Assessment
Peer Case Reviews
Members in the general class (including new registrants) and supervised practice class of registration must participate in at least six sessions of peer case review each reporting year (October 1- September 30). Peer case reviews should be educational and should be conducted in a confidential and non-punitive environment.
In accordance with the General Regulation, the peer case review sessions must include a minimum of four participating midwives from at least two separate midwifery practice groups.
Members may report on up to two interprofessional case review activities (e.g., hospital morbidity and mortality or departmental meetings, MORE OB interprofessional care reviews), provided that the review consists of at least four participants.
For more details on peer case reviews, please review the Guideline on Peer Case Review
Quality of Care Evaluation Records
The Quality of Care Evaluation (QCE) Form must be provided to each client upon or after discharge from care to encourage client feedback on midwifery services.
The returned QCEs should be reviewed on a regular basis. Members are required to provide each client with a QCE within six months of discharge from care and retain returned evaluations for five years.
Quality of Care Evaluation Action Records
Each practice should develop a method for reviewing the returned Quality of Care Evaluation Forms in order to decide if any action is necessary in response to client feedback. Periodic reviews of a group of client evaluations may help the practice identify areas requiring change or improvement.
Read more in our Guideline on Quality Care Evaluation.
Members will not be submitting a Self-Assessment Questionnaire in 2020.
Reporting QAP Activities
How do I track and report my QAP activities?
The Quality Assurance Program (QAP) reporting portal is online. Members may track and report their 2019/2020 QAP activities through this portal.
If you have any questions please email firstname.lastname@example.org.