CDBC Quality Assurance Update – January 2020
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Contents in this newsletter
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Preparing a Professional Portfolio
Continuing Competence Program Changes
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Preparing a Professional Portfolio
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Did you know that keeping a portfolio is an easy, convenient way to keep track of all of the activities you participate in that help you stay current and advance your dietetic practice?
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As part of the Continuing Competence Program, the CDBC had made the Professional Portfolio optional. Since April 1, 2019, the Quality Assurance Program Framework has taken effect, making the Professional Portfolio
mandatory
.
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Q: I keep my learning activities in a draft email, on scrap paper, in my head. Is that okay?
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It is fine to keep track of your learning activities in any format. You may find that documenting your learning activities with the date, along with a short description of the learning objectives and outcomes may help you when it is time to submit your Professional Development Plan (PDP). Since the PDP will become annual (see below), you may find using an online portfolio, such as the SkilSure Professional Portfolio is a useful addition to aid in organization so that your PDP submission is straightforward and not too time-consuming.
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Q: Is it mandatory to use the Professional Portfolio function in SkilSure?
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No, not for most registrants. The College doesn’t monitor your portfolio on a regular basis. However, there are a few circumstances in which using the SkilSure Professional Portfolio must be used.
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- Per the Quality Assurance Program Framework, if you are selected for an audit and experience two missed attempts to successfully submit your Professional Development Plan (PDP), the Quality Assurance Committee may request that you submit your portfolio for review.
- If you are reinstating within three years of being off the register, policy Qac-02 Continuing Competence Requirement for Reinstatement Within Three (3) Years may require that you include your portfolio if you resigned without participating to the Continuing Competence Program: “Former registrants not participating in the CCP who are applying for reinstatement must: …complete the Professional Portfolio and Self-assessment relative to the Standards of Practice…and submit all CCP documents to CDBC for review and approval.”
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Q: What kind of learning activities should I include in my portfolio?
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Activities may include, but are not limited to:
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- a current résumé or curriculum vitae
- job description(s) or brief summary(ies) of the responsibilities of a position or positions held
- professional performance assessment(s) from employer(s), colleague(s), client(s), mentor(s), etc.
- letters of thanks or support from students, colleagues, clients or clients’ families
- letters of reference
- resources developed, including policies and procedures to standardize practice
- announcements of or handouts from presentations to colleagues about conferences attended
- copies of published journal or professional newsletter articles
- discussions regarding best practice on a topic of relevance undertaken in your work environment with colleagues
- evidence of professional volunteer service (e.g., Board, committee or working group participation)
- evidence of awards, certificates, diplomas and degrees conferred
- formal education transcripts for baccalaureate and post baccalaureate studies
- evidence of completion of dietetic practicum and/or professional certificate programs
- journaling, scrapbook or other
- documentation outlining search for or pursuit of areas of interest to explore
- references related to literature reviews undertaken for knowledge gain
- completed Professional Development Reports and,
- other documents of personal relevance.
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Q: I have never used the SkilSure Professional Portfolio, but I would like to start.
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The SkilSure system is quite easy to use.
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Log in
to your Continuing Competence Program and select Continuing Competence Program.
Then select Self-Assessment and select Professional Portfolio
Select “Go to Portfolio Upload Page” and follow the steps to upload a file.
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The Professional Portfolio has the following categories:
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Q: What if my file is a lunch and learn or seminar/webinar I attended? What if my learning isn’t documented (i.e. included a conversation with a preceptor, colleague or other healthcare worker)? How do I record this and what “document type” should I add?
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The organization of your documents within your Professional Portfolio is entirely up to you. It may seem as though no category is appropriate for your document. This system is for your personal professional use and it can be used in any manner.
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This includes documenting informal learning, such as conversations you took part in, where you gleaned new information useful to your learning goal. You can summarize the conversation, documenting when it took place and the type of information you took away from it. These learning opportunities are often frequent in a workplace, and while they may represent a small aspect in your overall learning, they can be important to document in your PDP.
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Q: Will the Professional Portfolio be deleted yearly? Will I start fresh with a blank portfolio on April 1
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yearly when the PDP has gone annual?
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No. The documents uploaded to the Professional Portfolio will remain there until you remove them. If you want to update a document, select the document icon and download the file. It can be uploaded in its revised format. You can then select the “Delete” icon to the right of the document that is no longer relevant.
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You may choose to store multiple years’ worth of activities and documents in the Professional Portfolio. To simplify the upcoming yearly PDP submission, it is recommended that your document names reflect as much detail as possible (i.e., including the date of the activity so it is apparent to which reporting year it belongs).
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Continuing Competence Program Changes
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You may recall receiving communication from the CDBC in July 2020 regarding changes coming to the Continuing Competency Programs (CCP) and Restricted Activity registration and renewal. CDBC staff has been working with the Quality Assurance Committee and the Board to update the College requirements for this new
annual
process.
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At present, registrants are in a three-year reporting cycle for CCP. Within this three-year cycle, registrants develop and report on
three Learning Goals
(with a minimum of two Learning Activities for each goal). Only one learning goal is required to cover all Restricted Activities.
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Starting April 1, 2021, all registrants will be expected to report annually.
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Q: Why is this this change happening?
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Restricted Activities will continue to expire on March 31 each year. Rather than being overseen by the Registration side of the College, they will be overseen by Quality Assurance. Registrants must maintain competence and declare capability to perform Restricted Activities yearly, and this will now be done through the annual CCP process.
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If you are currently registered with Restricted Activities, you will easily be able to renew your registration with Restricted Activities by selecting them during online renewal (March 1-31, 2020). There will be no fee associated with Restricted Activity
renewal
nor will there be a requirement to provide a “proof of competence”. As depicted in the table above, you will be required to acknowledge your ongoing learning in the areas of Restricted Activity use in your yearly CCP.
If you are not
currently
registered with Restricted Activities or you need
to add a new
Restricted Activity (i.e. you are registered with Restricted Activity A, but now also need C), you will be directed to Online Services, where you will be required to complete an online checklist, declaring your capability to perform the competencies associated with each new Restricted Activity. You will be directed to pay a
one-time
fee of $27 and be able to proceed with registration renewal as usual. The yearly CCP requirement to report on Restricted Activities also applies to you going forward.
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How does the annual CCP affect me?
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To determine which reporting group you are in, you can
log in
to your account. Select ‘Continuing Competence Program’ under Online Services. Select ‘Professional Development Plan’ and at the top of the page you will find your ‘Reporting Group’.
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If you are assigned to the
2020 Reporting Group
, you have just submitted your CCP. Your next CCP submission will be due on March 31, 2021 (reporting period of April 1, 2020-March 31, 2021).
NOTE: this is the first ANNUAL submission for your cohort. Moving forward, all cohorts will have deadline of March 31.
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If you are assigned to the
2021 Reporting Group
, you are still in a 3-year cycle (April 1, 2018-March 31, 2021) and your next CCP submission deadline is March 31, 2021. The following CCP submission will be due on March 31, 2022.
All cohorts will be reporting yearly by this time.
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If you are assigned to the
2022 Reporting Group, you will be reassigned to the 2021 group and will have a two-year CCP before transitioning to a yearly CCP (April 1, 2019-March 31, 2021).
Your next CCP submission will be due on March 31, 2021 and yearly thereafter.
All cohorts will be reporting yearly by this time.
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Please note that once harmonized with yearly registration, this will allow you to capture a complete year of Learning Activities.
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The annual CCP will still include a minimum of
three Learning Goals
(with a minimum of two Learning Activities for each goal).
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New:
Registrants who practice Restricted Activity A and/or C will be required to address enteral nutrition in one of the three goals. Registrants registered with Restricted Activity B will be required to address parenteral nutrition in one of the three goals. Please refer to the diagram for a visual explanation.
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Q: Why can’t I find any information on the College website about the changes to the CCP or the Restricted Activities registration?
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The College filed Bylaw amendments to the Ministry of Health to legally allow for these changes, following the consultation period that ended last October. Bylaw amendments will become in force on March 2020 in time for the April 1, 2020 registration year. The College is also in the process of redesigning its website.
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Please expect updated website content, as well as direct communication and a new website in spring 2020. The College will be in contact with you by way of monthly updates and updated website content to ensure that you have sufficient information in your CCP planning.
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Please
contact
Mélanie Journoud, Deputy Registrar,
if you have any questions about items in this Update.
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