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Application Process

  • Issued: October 2015
  • Content last reviewed: October 2015

The ministry’s evaluation process involves five stages of assessment to verify that both the technical content and program delivery elements meet the requirements in the JHSC Certification Training Program and Training Provider Standards.

  1. Triage
  2. Desk Assessment
  3. Field Assessment
  4. Recommendation to the Chief Prevention Officer
  5. Chief Prevention Officer Approval

Level 1: Triage

On initial receipt of a training provider application, the ministry will:

  1. Verify that the training provider application is complete and includes all required documents per the ‘Documents Checklist.’ These documents must adhere to Section 5.0 of the JHSC Training Program Standard, as well as Section 3.5 of the JHSC Training Provider Standard; and
  2. Assign applicant and training program ID number(s).

If the training provider application is complete, the ministry will notify the applicant, in writing, that:

  1. A desk assessment has been initiated; and
  2. An applicant ID number has been issued and must be used in all future communication with the ministry.

Copies of all documents submitted with the training provider application will be maintained and used by the ministry for the assessment and/or quality assurance processes.

If the training provider application is incomplete, the ministry will notify the applicant, in writing with:

  1. The list of deficiencies;
  2. An application ID number that has been issued and must be used in all future communication with the ministry; and
  3. A request for the applicant to address the list of deficiencies within fifteen (15) business days.

Applicants must notify the ministry in writing that they will:

  1. Address the list of deficiencies and provide changes or updates to the previously submitted training provider application within fifteen (15) business days of the ministry's last review of the training provider application;

    OR
  2. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

Upon second receipt of the training provider application, the ministry will:

  1. Verify that the training provider application is complete and confirm that all identified deficiencies have been addressed.

If the training provider application is complete, the ministry will notify the applicant, in writing, that:

  1. The desk assessment has been initiated.

Copies of all documents submitted with the training provider application will be maintained and used by the ministry for the assessment and/or quality assurance processes.

If the training provider application is incomplete, the ministry will notify the applicant, in writing with:

  1. The list of deficiencies;
  2. A request for the applicant to address the list of deficiencies within fifteen (15) business days.

During the final and third Triage review of the training provider application, the ministry will:

  1. Verify that the training provider application is now complete and confirm that all identified deficiencies have been addressed.

If the training provider application is complete, the ministry will notify the applicant, in writing, that:

  1. The desk assessment has been initiated.

Copies of all documents submitted with the training provider application will be maintained and used by the ministry for the assessment and/or quality assurance processes.

If the training provider application is incomplete, the ministry will recommend to the CPO that the application be rejected and notify the applicant, in writing, that:

  1. Their application has been rejected, and that they must wait six (6) months before resubmitting a training provider application (see Rejection of Training Provider Application Section)

Level 2: Desk Assessment

At the desk assessment stage of evaluating the training provider application, the ministry will:

  1. Verify that the training provider application is in a format acceptable to the ministry and contains itemized information in the order set out in the Documents Checklist; and
  2. Assess and evaluate the application and supporting materials to determine adherence to the JHSC Certification Training Provider and Training Program Standards.

Upon completion of the desk assessment, if the training provider application meets the criteria set out in the JHSC Certification Training Provider and Training Program Standards, the ministry will notify the applicant, in writing, that the field assessment phase has been initiated.

If the training provider application does not meet the criteria in the Standard, the ministry will notify the applicant in writing of:

  1. The list of deficiencies;
  2. A request for the applicant to address the list of deficiencies within forty-five (45) business days.

Applicants must notify the ministry in writing that they will:

  1. Address the list of deficiencies and provide changes or updates to the previously submitted training provider application within forty-five (45) business days of the ministry's last review of the application;

    OR
  2. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

If the applicant is unable to re-submit the updated training provider application within forty-five (45) business days, the applicant may request an extension, in writing, from the ministry.

At the second desk assessment review of the training provider application, the ministry will verify that the applicable documents have been revised to address the list of deficiencies.

Upon completion of the second desk assessment review, if the training provider application meets the criteria, the ministry will notify the applicant, in writing, that the field assessment phase has been initiated.

If the training provider application does not meet the criteria after the second desk assessment review, the ministry will notify the applicant in writing of:

  1. The list of deficiencies
  2. A request for the applicant to address the list of deficiencies within forty-five (45) business days.

Applicants must notify the ministry in writing that they will:

  1. Address the list of deficiencies and provide changes or updates to the previously submitted training provider application within forty-five (45) business days of the ministry's last review of the application;

    OR
  2. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

If the applicant is unable to re-submit the updated training provider application within forty-five (45) business days, the applicant may request an extension, in writing, to the ministry.

At the final and third desk assessment review of the training provider application, the ministry will verify the applicable documents have been revised to address the list of deficiencies.

Upon completion of the final desk assessment review, if the training provider application meets the criteria, the ministry will notify the applicant, in writing, the field assessment phase has been initiated. The ministry may exercise discretion and move to the recommendation phase in some cases.

If the training provider application does not meet the criteria after the final desk assessment review, the ministry will recommend to the CPO that the application be rejected, and notify the applicant in writing that:

  1. Their application has been rejected, and that they must wait six (6) months before resubmitting a training provider application (see Rejection of Training Provider Application Section)

Level 3: Field Assessment

Pre-Field Assessment

The field assessment will be scheduled by the applicant no later than twenty (20) business days from the date of notification sent by the ministry following completion of the desk assessment.

The ministry will notify the applicant, in writing, to:

  1. Confirm a date and location of the field assessment ; and
  2. Request the applicant to provide any relevant information within ten (10) business days of the Desk Assessment Completion notice, such as the name of the applicant's representative who will participate in the field assessment.

Field Assessment

The purpose of the field assessment is to verify the effectiveness and delivery of the applicant training provider’s JHSC Certification training program and verify that program content criteria are being met.

The ministry assessor will:

  1. Arrive at the time and place agreed upon by the applicant and the ministry assessor;
  2. Attend the training program of the applicant and assess the observable requirements throughout the day of training delivery;
  3. Ask the instructor and learners questions throughout the day (when appropriate, during breaks);
  4. Observe only and will not answer questions in relation to the material that is delivered in the classroom setting; and
  5. Provide a high-level, verbal summary of the field assessment findings to the applicant’s representative confidentially prior to departure.
  6. Provide information about the rest of the assessment process.

The applicant's representative will:

  1. Ensure all resources required by the ministry assessor are available to complete the field assessment;
  2. Ensure the instructor is aware of the time and place of the field assessment; and
  3. Identify and provide any unique safety equipment that may be required which is in compliance with the OHSA and any applicable regulations.

The instructor will:

  1. Deliver the course per the training provider application submitted to the ministry; and
  2. Participate in a high-level summary of the field assessment findings.

Post Field Assessment

If the training program delivery meets the field assessment criteria in the JHSC Certification training standards, the ministry will prepare and submit the field assessment report to the applicant within fifteen (15) business days of the assessment . The field assessment report will be broken down into two (2) sections:

  1. Section 1 – Required critical actions that must be taken to continue in the approval process (if applicable);
  2. Section 2 – Suggestions for improvements to the applicant’s training program based on best practices or general observations made by the ministry field assessor. This section may include additional observations requiring no action.

Applicants must notify the ministry in writing that they will:

  1. Address the critical actions outlined in the field assessment report and provide changes or updates in the form of a deficiency action plan within twenty (20) business days of the ministry's last review of the training provider application (if required)

    OR
  2. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

If the training program does not meet the field assessment criteria in the JHSC certification training standards, the ministry will recommend to the CPO that the application be rejected, and notify the applicant in writing that their training provider application has been rejected.

Upon receipt and review of the deficiency action plan, the ministry will:

  1. Verify that the deficiency action plan addresses all of the critical actions in the field assessment report;
  2. Verify the action plan meets the criteria outlined in the JHSC certification training standards; and
  3. Assess and evaluate technical or complex elements of the training program using an appropriate subject matter expert.

If the action plan addresses all identified deficiencies in the field assessment report, the application will proceed to the Recommendation stage.

If the deficiency action plan does not address all of the critical actions in the field assessment report, the ministry will, notify the applicant in writing that their application has been rejected, and that they must wait six (6) months before resubmitting a training provider application (see Rejection of Training Provider Application Section).

Levels 4 and 5: Recommendation to the CPO and CPO Approval

If the Chief Prevention Officer (CPO) accepts the recommendation to approve the application, the ministry will:

  1. Provide the successful applicant with a letter confirming the CPO’s approval of the training provider to deliver an approved training program (“Approval Letter”);
  2. Add the approved training provider and training program to the Ministry of Labour’s website list of approved training providers (if the applicant has indicated that they wish to be listed);
  3. Provide an approved training provider ID number and an approved training program ID number that must be included on all learner records and other relevant information submitted to the ministry;
  4. Maintain a copy of the original training provider application in the format it was approved, for quality assurance purposes; and
  5. Provide an approved training provider with the JHSC Certification Approved Training Provider Maintenance Guidelines, Annual Report and learner record package

The approved training provider will:

  1. Comply with and continue to meet all of the requirements of an approved training provider as set out in the JHSC certification training standards;
  2. Provide the ministry with accurate learner records, annual reports and other relevant information in the format and within the timelines required by the CPO; and
  3. Be subject to random quality assurance processes consistent with the JHSC certification training standards and the ministry’s ongoing quality assurance process.

If the CPO does not approve the training provider application, the ministry will recommend to the CPO that the application be rejected and notify the applicant in writing of:

  1. The list of deficiencies

    OR
  2. That the training provider application has been rejected.

Voluntary Withdrawal of a Training Provider Application

Should the applicant wish to voluntarily withdraw from the process, the applicant must:

  1. Download, complete, and submit the Voluntary Withdrawal form.

Receipt and verification of the Voluntary Withdrawal form will result in the immediate removal of the application from the evaluation process.

Should the applicant wish to re-submit their training provider application, they must:

  1. Wait six (6) months before re-submitting the new training provider application to the ministry; and
  2. Resubmit a new training provider application and restart the application process.

Should the applicant re-apply, the ministry may correlate historical information with the new application for assessment purposes.

Rejection of a Training Provider Application

The CPO may reject a Training Provider Application when:

  1. The Training Provider Application does not meet the requirements of the JHSC Certification training standards;
  2. Identified deficiencies are not addressed by the applicant at the final review of:
    • Triage (third review)
    • Desk Assessment (third review)
    • Field Assessment
  3. A Training Provider Application remains inactive for more than forty-five (45) business days;
  4. The applicant provides false or misleading information to the ministry;
  5. The applicant ceases to carry on business;
  6. The applicant is in bankruptcy or insolvency; or
  7. There is any performance-based issue.

If a recommendation for rejection is made, the ministry will:

  1. Complete a rejection report for the Training Provider Application;
  2. Include copies of the Training Provider Application, assessment findings and relevant correspondence with the applicant, if applicable; and
  3. Include a copy of the list of deficiencies, if applicable.

Upon completion of the rejection report, and acceptance of the recommendation, the ministry will notify the applicant in writing

Should the applicant wish to re-submit its Training Provider Application, the applicant must:

  1. Wait six (6) months before re-submitting the new application to the ministry; and
  2. Resubmit a new application and restart the application process

Should the applicant reapply, the ministry may correlate historical information with the new applicant for assessment purposes.

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