Training provider application overview

Introduction

The working at heights training provider application and application guidelines are designed for training providers who are applying for Chief Prevention Officer (CPO) approval to become an approved training provider of an approved working at heights training program. These documents should be read together because they describe the assessment processes and documentation that must be submitted to the ministry. The following should be noted:

  1. All applicants must submit a complete training provider application in order to be considered for CPO approval. A complete application must include the related training program.
  2. The ministry will not consider a training program for approval without an application for training provider approval.
  3. The ministry will apply the criteria contained in the following documents when considering a training provider application for approval:
  4. The ministry will not issue conditional approvals.
  5. The ministry will notify applicants by email or mail of their status.

The application process

The ministry’s approval process involves five levels of assessment to verify that both the technical content and program delivery elements meet the requirements in the Working at Heights Training Program Standard and Training Provider Standards.

Working at heights approval levels

Level 1 - Triage

The ministry will review the training provider application to ensure all components of the application (e.g. attestations, program submissions) are complete.

Level 2 - Desk assessment

The ministry will conduct an assessment of the submitted application (including the training program). Standardized forms will be used to streamline the process of measuring program content and provider elements against the requirements of the Working at Heights Training Program and Provider Standards.

Level 3 - Field assessment

The ministry will visit the proposed learning site (i.e. field assessment) to confirm the effectiveness and the delivery of the program.

Level 4 - Recommendation to the Chief Prevention Officer

The ministry will prepare a formal recommendation report including the desk and field assessment findings, with a recommendation for CPO’s review and consideration.

Level 5 - Chief Prevention Officer approval

The CPO will provide a formal approval or rejection of the training provider and program application.

Ministry of Labour, Immigration, Training and Skills Development’s contact information

Ministry of Labour, Immigration, Training and Skills Development & Safety Contact Centre: 1-877-202-0008 (toll free)

Mailing Address: 
Health and Safety Training Administration and Certification Unit
400 University Ave., 7th Floor
Toronto, ON
M7A 1T7

Email: wah.inquiryline@ontario.ca

Fax: 416-326-1416

Staying informed

Training provider applications and other required documentation submitted to the ministry will be processed according to the policies and procedures in effect at the time.

The ministry’s website contains the most up-to-date information and forms. Check periodically to ensure you have the most current information.

The administrative process and other information for approved training providers are subject to change.

Level 1: Triage

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

  1. verify the training provider application to ensure all documents are submitted in an acceptable format and contain the required information; and
  2. assign an application ID number.

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

  1. a desk assessment has been initiated;
  2. an application ID number has been issued and must be used in all future communication with the ministry; and
  3. 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 to:

  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 (see voluntary withdrawal section).

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

  1. match the revised submission with the exiting training provider application using the applicant ID number; and
  2. verify the applicable sections of training provider application are complete to confirm if they have been updated to address the list of deficiencies.

Upon second review, if the training provider application is complete, the ministry will notify the applicant, in writing, that:

  1. the desk assessment has been initiated; and
  2. 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.

Upon second review, if the training provider application is incomplete, the ministry may allow the applicant to re-submit the application for a third review. In this event, the process in the second review section would apply.

Upon third review, if the training provider application is incomplete, the ministry will notify the applicant, in writing, the training provider application will not be further reviewed.

Level 2: Desk assessment

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

  1. verify 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”;
  2. verify the training provider application meets the requirements outlined in the Working at Heights Training Provider and Training Program Standards; and
  3. assess and evaluate elements of the training program using an appropriate subject matter expert.

On completion of the desk assessment, if the training provider application meets the requirements of the working at heights training 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 requirements, the ministry will notify the applicant in writing that:

  1. their training provider application has been rejected (see rejection of training provider application section);

    or

  2. the desk assessment has not been completed; and
  3. there is a list of deficiencies.

Applicants must notify the ministry in writing to:

  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. withdraw their training provider application from the process.

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

Upon the second review of the desk assessment, if the training provider application does not meet the requirements, the ministry will notify the applicant, in writing, the training provider application has been rejected (see Rejection of Training Provider Application).

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 where the field assessment will take place; and
  2. request the applicant 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 confirm the effectiveness and delivery of the applicant training provider’s working at heights training program and verify the program content requirements 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 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 not be expected to answer questions in the classroom setting; and
  5. provide a high-level, verbal summary of the field assessment findings to the applicant’s representative prior to departure.

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.

The instructor will:

  1. deliver the course as 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 meets the field assessment requirements in the working at heights training standards, the ministry will prepare and submit the field assessment report to the applicant within fifteen (15) business days of the assessment date. The field assessment report will be broken down into three (3) 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; and
  3. section 3 – key observations and findings used as the basis for Sections 1 and 2 above. This section may include additional observations requiring no action.

Applicants must notify the ministry in writing to:

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

    or

  2. withdraw their training provider application from the process.

If the training program does not meet the field assessment requirements in the working at heights training standards, the ministry will 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:

  • verify the action plan addresses all of the critical actions in the field assessment report;
  • verify the action plan meets the requirements outlined in the working at heights training standards; and
  • assess and evaluate technical or complex elements of the training program using an appropriate subject matter expert.

If the action plan addresses all of the critical actions in the field assessment report, an internal recommendation of the training provider application will be completed for consideration by the CPO.

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 training provider application has been rejected.

Level 4 and 5: Recommendation to the CPO and CPO approval

If the recommendation report is CPO-approved, the ministry will:

  1. provide the applicant with a letter confirming the CPO’s approval of the training provider to deliver an approved training program (“Approval Letter”);
  2. list the approved training provider and the approved training program on the Ministry of Labour, Immigration, Training and Skills Development’s website;
  3. provide an approved training provider ID number and an approved training program ID number that must be placed on all learner records and other relevant information submitted to the ministry; and
  4. maintain a copy of the original training provider application in the format it was approved, for quality assurance purposes.

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 working at heights training standards;
  2. provide the ministry with 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 as consistent with the working at heights training standards and the ministry’s ongoing quality assurance process.

If the CPO does not approve the training provider application, the ministry will notify the applicant in writing:

  1. of the list of deficiencies;

    or

  2. that the training provider application has been rejected.

Voluntary withdrawal of a training provider application or program

Applicants can voluntarily withdraw their application or program at any time. Log into the portal and select the application or program on the My Training Programs page.

The training provider application or program will be withdrawn once the ministry receives the applicant’s voluntary withdrawal request. To re-submit a training provider application:

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

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

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

Rejection of a training provider application

The ministry may reject a training provider application when:

  1. a submitted training provider application remains inactive by the applicant for more than forty-five (45) business days; footnote 1
  2. upon third review of Level 1: Triage, if the training provider application does not meet the requirements of the working at heights training standards;
  3. upon second review of Level 2: Desk assessment, Level 3: Field assessment, Level 4: Recommendation or Level 5: CPO approval, if the training provider application does not meet the requirements of the working at heights training standards;
  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 required, the ministry will complete a rejection report consisting of:

  1. a completed rejection report for training provider application;
  2. copies of the training provider application, assessment findings and relevant correspondence with the applicant, if applicable; and
  3. a copy of the list of deficiencies, if applicable.

Upon completion of the rejection report, the ministry will to notify the applicant in writing. Rejection of the application approval will commence upon the ministry’s issuance of the rejection letter.

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

  1. begin the training provider application process from the beginning; and
  2. wait six (6) months before re-submitting the training provider application to the ministry.

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

Appendix 1: Glossary of terms

The application proces requires the applicant to submit training program materials to support the ministry’s assessment of the application. The following glossary of terms is intended to clarify and standardize the training program materials submitted to the ministry as part of the application.

Note: the documents below are numbered in the order they appear in Section 1: Document Checklist of the Training Provider Application.

1. Lesson plan

Document type: Instructor material

Description: A detailed description of the training program for working at heights that outlines who will be taught, what the program will teach, how lessons will be delivered and how outcomes will be measured. The lesson plan should clearly state how adult learning principles are applied. In addition to articulating the needs assessment, the lesson plan should clearly outline:

  • the objectives, desired results and goals in which you can utilize the ABCDs of writing objectives, as follows:
    • Audience – learners for whom the objective is written (e.g., ESL, ABE, GED)
    • Behaviour – the verb that describes what the audience will be able to do (e.g., describe, explain, locate, synthesize, argue, communicate)
    • Condition – the circumstances under which the audience will perform the behaviour (e.g., when a learner obtains medicine from the pharmacy, he or she will be able to read the dosage)
    • Degree – acceptable performance of behaviour (i.e., how well the learner performs the behaviour)
  • the method of instruction that will be used to achieve the learning outcomes (e.g. activities, procedures)
  • the required materials and equipment
  • the evaluation processes that will be used to assess learning outcomes (e.g. written test, worksheets, exercises, feedback loops).

2. Instructor manual

Document type: Instructor material

Description: The instructor will use this document in the classroom to guide delivery of the program. It must explain step-by-step how to effectively deliver the program as outlined in the lesson plan. The instructor manual outlines how the instructor will teach the learning outcomes. It details elements such as scripts, timing, specifics on the method of delivery being used and when they are being used, and how each learning outcome will be evaluated throughout the training program.

3. Presentation materials

Document type: Instructor material

Description: Any materials that will be presented during the training program. These could include PowerPoint presentations, videos, sound clips, etc.

4. Participant manual

Document type: Participant material

Description: This detailed document outlines the training program content being taught. It is written for the learner. The learner will use it in the classroom to follow along with the instructor as he or she delivers the training program. As a learning tool, the participant manual should include everything in the training program that the learner must know. The manual acts as a reference, or “take away” for the learner to reference after training is complete.

5. Associated handouts (itemized list)

Document Type: Participant material

Description: These documents are used during the training program to enhance the learning experience and reinforce the learning outcomes. Handouts may include exercise sheets, individual or group worksheets, problem-solving material, materials used to support activities in the classroom, etc.

6. Quick reference material for learners (itemized list)

Document type: Participant material

Description: Quick reference material includes any document or electronic support device that provides concise, targeted support for specific job-related tasks. This material often outlines a procedure or set of facts using minimal step-by-step instructions, a list of critical values or conceptual diagrams. It focuses on the essentials of a given task or set of information; the user does not have to search through a manual or big binder to find out what to do. Quick reference material targets a specific audience or task in a focused way that implies the task is very important (if task driven). This material can come in varying formats and it is usually provided in a different size than a full manual to set it apart. The most popular format is quick reference cards (QRCs). If using a paper-based approach (as opposed to electronic), this material could be a tri-fold card, laminated card, wallet card, poster, checklist, etc.

7. Equipment list (itemized list)

Document type: Other required document

Description: The required list of equipment per Section 8 of the Working at Heights Training Program Standard.

8. Learner evaluation plan

Document type: Evaluation material

Description: This document outlines how learners will be evaluated throughout and at the end of the training program. It should describe the methods used for assessment and secondary evaluations and the tactics and alternative methods used to address learner limitations. A learner evaluation plan, in addition to describing the assessment approach, provides information on the evidence that will be used to show that learning has occurred. This includes articulating key indicators as well as approaches for continuous improvement during study to ensure objectives are met.

9. Written tests and assessment documents (itemized list)

Document type: Evaluation material

Description: Tests and other evaluation documents.

10. Quality assurance and continuous improvement plan

Document type: Other required document

Description: This document outlines how the training provider will maintain and monitor the quality of the content and delivery of the training program. It also describes how the provider will maintain and monitor instructor and evaluator qualifications and how the provider will make improvements to the program if any deficiencies are found. The document should outline the training provider’s quality assurance policies and procedures and the benchmarks and/or quality indicators in place. It should also describe what will be done (e.g. escalation processes) in the event the training provider or training program are at risk of no longer meeting approval obligations.

11. Proof of training completion document (sample)

Document type: Other required document

Description: This is a sample copy of the proof of training document that the approved training provider will issue to the learner immediately upon successful completion of the approved working at heights training program. Providers should explain how they will ensure learners receive proof of training immediately after successful completion of the program.

12. List of instructors and evaluators (itemized list of names and geographic regions)

The list of instructors and evaluators can be populated in the My Team page of the certification management system.

Description: This itemized list names current instructors and evaluators and lists their geographic region(s). If the instructor and evaluator are the same, it can be noted in the list. The list should not include instructors’ or evaluators’ personal information such as such as home address.

Appendix 2: Tips for preparing working at heights application

Preparing your application

The application process is generally quicker if:

  • applications are accurate and complete; and
  • applicants successfully meet the WAH training provider requirements during "field assessments".

Desk assessment - Common deficiencies

All sections of the application must be completed and appropriate references to program materials must be made. Applicants must describe how they meet various elements of the training standards.

WAH Training Provider Standard

Below are some tips for meeting the requirements in the WAH Training Provider Standard in your application.

Section 3.5 - Program materials
  • ensure all program materials meet each of the seven elements listed in Section 3.5
  • use language and images geared to your learners
  • don’t use technical language that your learners may have difficulty understanding
  • pay attention to spelling and grammar in your application and supporting documents (consider using a spell checking tool)
  • ensure your application and supporting materials are legible and of good quality
Section 3.7 - Proof of training completion
  • submit a sample Proof of Training Completion document that meets all eight elements in Section 3.7.1 (including your program’s name and identification number)
  • ensure your Proof of Training Completion document does not include an arbitrary expiry date
  • Both the training provider and the Ministry of Labour, Immigration, Training and Skills Development’s proof-of-training-completion documents are valid for three years from the date of training
Section 7.2 - Training records
  • demonstrate how you will secure and maintain training records for each WAH program, as required by any applicable privacy legislation
  • ensure your training records include all eight elements in Section 7.2
Section 7.4 - Maintenance of training provider approval
  • include a written plan describing your organization’s processes for maintaining training provider approval
  • detail your processes for maintaining instructors' qualifications
  • detail your processes for monitoring and evaluating instructional delivery
  • provide details on how you would remove instructors or evaluators from your roster

WAH Training Program Standard

Below are some tips for meeting the requirements in the WAH Training Program Standard in your application.

Section 5 - Design
  • ensure you understand adult learning principles before you submit your training provider application to the ministry for assessment
  • ensure your WAH training program is designed in accordance with adult learning principles
  • consider using a professional curriculum designer
  • ensure your training program materials have accurate content, especially when legislation is cited
  • use direct quotes when citing legislation (as opposed to paraphrasing) to avoid misunderstanding
  • ensure your program is easy to follow for instructors, learners and ministry assessors by producing concise materials that are easy to read
  • consider font and type size, image quality, document length, and use of colours on PowerPoint slides and other materials when preparing your program materials
Section 7.2 - Instructor materials
  • ensure your instructor materials (including lesson plan and instructor manual) guide the instructor through the training program
  • design your instructor materials to ensure consistent delivery of the program, no matter who the instructor is
  • know that instructor materials do not serve the same purpose as the presentation or participant manual
  • ensure your instructor materials are separate documents from those used by participants
  • ensure your instructor materials include all elements listed in Section 7.2
Section 9.1.1 - WAH basic theory module: Rights and responsibilities
  • demonstrate in your program materials that the theory module will adequately instruct learners on all six elements of Section 9.1.1
  • identify the roles and responsibilities of workplace parties as they specifically relate to WAH (as opposed to workplaces in general)
  • ensure your materials on the rights and responsibilities of the various workplace parties are accurate, especially as they relate to any relevant legislation
  • ensure you have a detailed understanding of Ontario’s Occupational Health and Safety Act and the health and safety system in Ontario when designing your theory module on rights and responsibilities
Section 9.1.2 - WAH basic theory module: Identification of the hazards of working at heights
  • ensure your theory module contains information on recognizing WAH hazards
  • identify the types and frequency of accidents and injuries related to the WAH hazards
  • consider using visual aids to identify the hazards
  • explain how the hazards can be mitigated using safe work plans
Section 9.1.3 - WAH basic theory module: Eliminating or controlling the hazards of working at heights
  • ensure your materials demonstrate a systematic approach to identifying, eliminating, controlling and protecting workers from hazards that can result in falls from heights
  • ensure your materials include a systematic approach to minimizing the severity of falls
  • ensure learners will be taught how work at heights can be done safely, without the risk of serious injury or death from a fall
Section 9.2.1 - WAH practical module: Barriers and other fixed equipment
  • ensure your materials contain sufficient instruction on barriers and equipment listed in Section 9.2.1, including proper usage, limitations, and regulation
Section 9.2.2 - WAH practical module: Personal fall protection equipment
  • ensure your application includes all elements of Section 9.2.2
  • cite all relevant regulations
  • specify the force needed to deploy a shock absorber
  • explain the methods to maintain tie-off at all times when changing anchor points
Section 9.2.3 - WAH practical module: Anchor points
  • ensure instructors provide examples of temporary and fixed anchors, and that they explain the importance and proper use of both
Section 10.2 - Evaluation of demonstration of learning outcomes
  • include an evaluation tool developed by the training provider
  • ensure evaluators are able to use the tool to measure learners’ achievement of learning outcomes
  • ensure the evaluation method allows for an objective assessment of each learner’s understanding of the training outcomes

Preparing for a field assessment

Desk assessment - Common deficiencies

Instructors and evaluators must adhere as closely as possible to your training program’s design during the field assessment. The closer a pilot course matches the submitted materials, the more likely it is to meet the training standards.

WAH Training Provider Standard

Below are some tips for meeting the requirements of the WAH Training Provider Standard in your field assessment.

Section 3.8 - Support transfer of learning
  • ensure instructors and evaluators allow for adequate interaction with learners to ensure learning outcomes are achieved
  • ensure each learner’s individual learning needs are met
Section 4.1 - Instructor qualifications
  • ensure instructors meet the educational and experience requirements, and know relevant legislation, hazards and safety equipment
  • ensure instructors know and can apply adult learning principles
  • ensure instructors have all necessary qualifications before a field assessment is conducted
Section 4.2.1 - Create positive learning environments
  • demonstrate instructors can transfer their knowledge of the training standards' contents to learners
  • ensure instructors achieve required learning outcomes in a safe and positive environment using a variety of instructional techniques
  • use feedback to demonstrate instructors' professionalism

WAH Training Program Standard

Below are some tips for meeting the requirements of the WAH Training Program Standard in your field assessment.

Section 5 - Design
  • ensure course delivery is based on the lesson plan approved in your desk assessment
  • ensure instructors follow the schedule outlined in the application materials
  • consider learners' attention spans and the need for occasional breaks
  • make accommodation for learner’s individual literacy and language needs
  • ensure instructors apply adult education principles in their course delivery
Section 8.3 - Damaged equipment
  • ensure learners get to inspect a damaged Type A Harness and damaged single leg lanyards firsthand
  • provide at least one of each type of equipment for every 12 learners
Section 9.2.2 - WAH practical module: Personal fall protection equipment
  • ensure learners get to handle and use personal protective equipment firsthand
Section 10.1 - Written tests and alternative evaluation methods
  • ensure evaluators review incorrect answers with learners
  • use alternative evaluation methods for learners with special language, literacy or accommodation needs
  • ensure instructors and evaluators follow the methods outlined in the training provider’s Learner Evaluation Plan
Section 10.2 - Evaluation of demonstration of learning outcomes
  • ensure learners demonstrate their achievement of learning outcomes without an instructor’s or evaluator’s assistance
  • use alternative evaluation methods, as needed
  • ensure you demonstrate a suitable method of evaluation to meet the requirements of Section 10.2