Fair Registration Practices Code – Timeliness and responses

Basic rules

An interim registration decision must be made within 6 months after receiving the application and all required information.

A registration decision, that either subjects an applicant to conditions or refuses an applicant from registration, must be made within a reasonable amount of time after receiving the application and all required information.

After an interim registration decision or a registration decision is made, that decision must be conveyed within a reasonable amount of time, and:

• be communicated in writing
• include reasons for the decision made
• provide information respecting any internal review or appeal processes available to the applicant, outlining deadlines and procedures

Decisions

Interim registration decisions

Regulatory bodies must make an interim registration decision within 6 months after receiving the application and all information required.

An interim registration decision is registering an applicant subject to a condition that must be met within a time period specified by the regulatory body or to defer the registration until additional requirement specified by the regulatory body is met.

An interim registration decision may be:

• licensing or certifying an applicant to practice under supervision
• licensing or certifying an applicant to practice with limited scope
• deferring an application until additional requirements are completed – for example, articling, medical residency, work experience/practicum, exams or completion of a bridging program

Regulatory bodies may wish to have internal procedures to follow-up with applicants, such as informing them if there is a delay in processing applications, or sending reminders that applicants are to submit outstanding information.

Registration decisions

A registration decision means to either:

• register an applicant without conditions (fully licensed or certified)
• refuse an applicant for registration
• register an applicant subject to a condition not referred to in the interim registration decision

The Fairness for Newcomers Office may work with regulatory bodies to define a reasonable amount of time it should take to render a registration decision.

Responses

Decisions

Any decisions made by regulatory bodies regarding registration (interim registration or registration) must be provided to applicants within a reasonable amount of time. Decisions rendered to applicants must include reasons and be in writing.

Written responses should provide enough detail to enable applicants to understand why they are not being registered or being registered with conditions, with references to where the applicant did not meet the requirement. For example:

• academic credentials – why and how it is not met
• exams and competency – generally where the applicant scored poorly
• good character requirements – where there are areas of concerns or issues

Regulatory bodies should further provide information on supports or remedial actions that applicants can take.

Regulatory bodies must also provide applicants with information on their right to any internal review or appeal mechanisms.

Internal review or appeal decisions

If an internal review or appeal of an interim registration decision or a registration decision is conducted, any internal review or appeal outcome decision must be provided in writing to the applicant within a reasonable time.

How the law applies

Part 1, section 6 of the Fair Registration Practices Act specifies that regulatory bodies must make an interim registration decision within 6 months after receiving an application and all the information required by the regulatory body. Registration decisions with respects to an application must be made within a reasonable time after receiving all information required by the regulatory body.

Section 6 also outlines that regulatory bodies are required to provide written communication to applicants on decisions and access to any internal review or appeal within a reasonable time.

Contact

Connect with the Fairness for Newcomers Office:

Phone: 780-422-6777
Email: [email protected]