FAQ's:  Registration Renewal 2017


The following are questions that are frequently asked of the College during the registration renewal process.  The questions and answers have been updated to reflect the 2017 process. (See also the Information Return Guides for 2017)

Index of Questions


A. Registration Renewal Process

A1. When is the registration renewal period? 
A2. Why do I have to renew my registration? 
A3. I forgot my username/password. What do I do now? 
A4. I don’t know my registration number. Where can I find it? 
A5. Why can I only renew online? 
A6. How can I renew online if I don’t have a computer or internet access? 
A7. I did not receive a renewal Notice. Do I still have to renew my registration?
A8. Do I need to submit a new photo?
A9. Can someone else (spouse, office manager, etc.) renew on my behalf?
A10. Will I receive a new certificate of registration?
A11. How can I get an income tax receipt?
A12. I will be on maternity/parental leave for a year. How should I renew?
A13. I am moving to another province or jurisdiction. Should I renew my registration?
A14. What resources are available to help me better understand the renewal process?

B. Renewal Deadline

B1. What is the deadline for completing my renewal?
B2. What happens if I miss the deadline for paying my registration fees?
B3. What happens if I miss the deadline for submitting my Information Return?

C. Fees & Payment

C1. What is my registration fee for 2017? 
C2. How can I pay my registration fee? 
C3. How can I be sure that my online payment is secure?
C4. Does the College have a payment plan available?
C5. Are post-dated cheques accepted?
C6. I’m out of the country right now; can I pay my fee when I return?
C7. Am I eligible for a refund if I resign my membership during the 2017 registration year or if I change my class of registration after renewal?
C8. Why are my fees higher this year? 

D. Data Collection – Information Return

D1. How do I access the Information Return form?
D2. I started to fill out my Information Return form and had to stop part way through. What do I do now? 
D3. What happens if I make a mistake when completing the information return?
D4. How can I confirm that my Information Return form was received? 
D5. Why do I need to submit information again this year? Why are there so many questions?
D6. What is being done with this data to help my patients or the profession?
D7. Is my personal information kept confidential when data is submitted to the Ministry?

E. Changing Class of Registration

E1. Can I change my class of registration during the renewal period?

F. Suspension and Reinstatement

F1. What do I need to do/provide to become reinstated?
F2. What do you consider “proof of payment” for insurance?
F3. Why do I have to pay a reinstatement fee on top of the late fee?
F4. Can a late and/or reinstatement fee be waived?
 

Answers

A. Registration Renewal Process

A1. When is the registration renewal period? 

Registration renewal opens on February 14 and closes on March 31. Your completed Information Return form and registration fee must be received by 11:59 p.m. EST on March 31, 2017.  <Top>

A2. Why do I have to renew my registration? 

It is a legal requirement to be registered with the College of Naturopaths of Ontario in order to practise naturopathy in Ontario. If you do not renew your registration for 2017 and continue to practise in 2017, you may be subject to unauthorized practice penalties. <Top>

A3. I forgot my username/password. What do I do now? 

Your username is your four-digit College registration number; for three-digit registration numbers, a zero must be added in front.

If you do not remember your password, click the “forgot my password” link on your member profile login page. You will receive an email with a link to reset your password; this will be sent to the email address the College has on file for you. 

If you forget your password and attempt to log in too many times, you may be “locked out” of your account. For assistance, please contact the College at 416-583-5996 or send an email to members@collegeofnaturopaths.on.ca with the subject “Locked Account”; be sure to include your registration number. Once your account is unlocked, you will be notified by the College via email. <Top>

A4. I don’t know my registration number. Where can I find it? 

You can search your name on the College public register to find your registration number. <Top>
You can search your name on the College public register to find your registration number.


A5. Why can I only renew online? 

For ease of receipt, review and use of date, information must be submitted electronically. Receiving the information electronically ensures that the College does not have to manually input data into our database which saves time and money for the College. These savings allow the College to keep fees at the lowest level possible. <Top>

A6. How can I renew online if I don’t have a computer or internet access? 

You can use a computer at a local library or an Internet Café in your area. If you are unable to complete the form online, please contact the College at 416-583-5996 or send an email to members@collegeofnaturopaths.on.ca to make an appointment for a staff member to assist you with completing the Information Return over the phone. <Top>
 
A7. I did not receive a renewal Notice. Do I still have to renew my registration?

Members who do not receive a renewal Notice are still responsible for submitting their Information Return and paying their fees on time as well as paying any late fees incurred due to their annual registration fee being paid after the deadline. It is each member's responsibility to ensure they have paid their annual registration fee and submitted the Information Return by the due date. <Top>

A8. Do I need to submit a new photo?

No, submission of photos is not required at this time. Photos are to be updated every 5 years: members will be notified when a new submission is required.  <Top>

A9. Can someone else (spouse, office manager, etc.) renew on my behalf?

No, you must complete the renewal form yourself. You are making legal declarations which someone else cannot do on your behalf. <Top>

A10. Will I receive a new certificate of registration?

Yes. Once you have paid your registration fee and completed the Information Return for the 2017 registration year, you will be able to download your new certificate of registration. The certificates will become available on April 1, 2017. <Top>

A11. How can I get an income tax receipt?

Once your payment has been received, a receipt will be available for download on your Account Page. Please allow 24 hours for the receipt to be generated. You will also have access to your receipts from previous payments made to the College. <Top>

A12. I will be on maternity/parental leave for a year. How should I renew?

If you are on leave and not practising the profession, you can either remain registered in the General class of registration or apply to change to the Inactive class.

If you decide to change class during the renewal period, select the option to change class of registration when you access the 2017 Information Return on the College website and follow the prompts. 

In order for you to proceed to renew in your new class, you will have to wait for the College to notify you that your change request has been completed. <Top>

A13. I am moving to another province or jurisdiction. Should I renew my registration?

If you do not renew your registration in the College and allow it to lapse, your certificate of registration will likely be suspended and will be revoked after two years.

If you are moving to another province or jurisdiction, you may consider one of the following options:

Renew in your current class of registration
Change class of registration to the Inactive class
Resign your registration.

When making a decision, consider whether you are planning to return to Ontario and if so, when. You need to also remember that if you resign and later wish to reapply for registration, you will be considered a new applicant and must meet the registration requirements in effect at the time of your re-application. If you plan to practise outside of Ontario for a short period of time, changing your class of registration to the Inactive class may be a more suitable alternative. <Top>

A14. What resources are available to help me better understand the renewal process?

In addition to the Renewal FAQs, Information Return Guides (both for General class and Inactive class) are available in the Resource Centre section of the College website. These Guides explain each section of the information return, including what data is being collected. Members are advised to refer to the Guide while filling out the online Information Return form.

When completing the online form, you will find “Help” button beside each section. Should you find yourself unsure of what is being asked, click on the "Help" button for more information.

The College will also be offering a pre-recorded webinar to assist members in understanding the renewal process and provide direction on how to accurately complete the Information Return form. <Top>

B. Renewal Deadline

B1. What is the deadline for completing my renewal?

The deadline for completing the Information Return form and submitting all applicable fees is March 31, 2017. A late fee will apply if payment is received after that date.

Please note that your renewal is not complete until both the Information Return form and payment have been received by the College. We strongly recommend not to leave completing your registration renewal until the last minute to avoid frustration and the potential of incurring additional charges. <Top>

B2. What happens if I miss the deadline for paying my registration fees?

A member who does not pay the fees by the deadline (11:59 p.m. on March 31), will incur a late fee of $269 + HST and will receive a Notice of Intent to Suspend. The member will be given 30 days to pay the required fees.

If no payment is received within those 30 days, the member will be suspended and will no longer be authorized to practise the profession. A formal notice will be sent to the member confirming the suspension. <Top>

B3. What happens if I miss the deadline for submitting my Information Return?

A member who does not submit the Information Return by the deadline (11:59 p.m. on March 31), will incur an administrative fee of $50 + HST and will receive a Notice of Intent to Suspend. The member will be given 30 days to submit the Information Return and pay the required fee.

If the Information Return is not received within those 30 days, the member will be suspended and will no longer be authorized to practise the profession. A formal notice will be sent to the member confirming the suspension. <Top>

C. Fees & Payment

C1. What is my registration fee for 2017? 

The fee for renewing your registration with the College is $1,522 + HST for the General class of registration and $763.00 + HST for the Inactive class. <Top>

C2. How can I pay my registration fee? 

The registration fee may be paid by credit card (Visa and MasterCard only, excluding debit cards), cheque, money order or bank draft payable to the College of Naturopaths of Ontario.

If you choose to pay online, please select one of the following options:

1. Click on the orange “Pay Registration Fees” button found on your Account page; OR
2. Complete the Information Return and click the orange “Pay Registration Fees” button found at the end of the form; OR
3. Click on your cart in the top right-hand corner of the College website and follow the prompts to view invoices and add fees to your   cart.

If you wish to pay by cheque, money order or bank draft, please ensure that your payment is received by the College before 5:00 p.m. EST on March 31, 2017 in order to avoid the late fee. For efficient processing, include your registration number on the cheque or money order. 

An additional fee of $35+HST will be issued to any member whose payment is returned due to non-sufficient funds (NSF).   <Top>

C3. How can I be sure that my online payment is secure?

Payments made online meet the standard for processing card industry (PCI) standards. This means that data transmission is encrypted, which makes information unreadable as it travels over the internet.

Storage of any banking information also meets PCI standards: the College does not retain any personal banking information transmitted online. <Top>

C4. Does the College have a payment plan available?

Payment plans are not available for the 2017 registration year; however, consideration will be given to this going forward.  <Top>

C5. Are post-dated cheques accepted?

All cheques must have a current date and may not be post-dated. <Top>

C6. I’m out of the country right now; can I pay my fee when I return?

A secure online credit card payment can be made from anywhere in the world; as such, extensions for the payment of fees are not being granted. <Top>

C7. Am I eligible for a refund if I resign my membership during the 2017 registration year or if I change my class of registration after renewal?

No, the College will not refund any portion of the annual membership fee when members resign or change class part way through the year. <Top>

C8. Why are my fees higher this year? 

It is built into the College by-laws that fees for registration are annually adjusted by an amount equivalent to the change in the provincial Consumer Price Index.  This year, the fee increase was set at 1.8%, the inflationary rate published in the Consumer Price Index, Ontario, All-Items for November 2016. <Top>

D. Data Collection – Information Return

D1. How do I access the Information Return form?

In order to access the Information Return form, please follow the steps below:

Go to the College website: www.collegeofnaturopaths.on.ca
Sign in to your Account
Click on the What We Do tab, and then the sub-heading Membership and Registration
By clicking on "Registration Renewal 2017" you will find a link at the bottom of the page which will direct you to the form<Top>

D2. I started to fill out my Information Return form and had to stop part way through. What do I do now? 

Log back in to your Account and access the form. The information you entered to that point will be saved but you will return to the first page. Click "Continue" until you reach the page you last completed. Your information is retained this way until you submit your Information Return form. <Top>

D3. What happens if I make a mistake when completing the information return?

It is imperative that information you have provided to the College is complete and accurate. Submitting incorrect or inconsistent information will prevent the College from being able to report on the data received. We encourage you to take your time when completing the form and to read the questions carefully. 

If your Information Return is found to contain errors, you will be issued a Notice of Correction and directed back to the form to resubmit your information. You will have 30 days to make necessary corrections and pay the associated administrative fee of $56.50 ($50.00 + HST). <Top>

D4. How can I confirm that my Information Return form was received?

You will receive an email confirming that the College has received your submission. This acknowledgment email is automatically sent to the email address on your member profile.  <Top>

D5. Why do I need to submit information again this year? Why are there so many questions?

The Ministry of Health and Long-Term Care mandates all Colleges to collect data that can be used for health human resources planning. The Regulated Health Professions Act (RHPA) also requires that the College collect information from members about any offences that they have committed and any findings of professional misconduct.

The annual Information Return requires members to report any updates and changes to the information they had provided previously. Information that has been previously collected and does not need to be updated annually is not being requested as part of this year’s information return.  <Top>

D6. What is being done with this data to help my patients or the profession?

The information that you provide aids the Ministry in developing policies and programs to address the supply, distribution, education, recruitment and retention of NDs in Ontario and will help ensure Ontarians have access to naturopathic services when and where they need them.  By completing the form accurately and thoroughly, you contribute to effective government decision-making.  <Top>

D7. Is my personal information kept confidential when data is submitted to the Ministry?

Yes, information submitted to the Ministry is kept completely anonymous.  Protecting the privacy of our members is of the utmost concern. <Top>

E. Changing Class of Registration

E1. Can I change my class of registration during the renewal period?

Members may change their class of registration during the Registration Renewal period; however, this is not an immediate process and may require more than the anticipated ten (10) business days for the College to process. Please allow for ample time. 

When you access your 2017 Information Return, you will have the option to submit a class change application instead of immediately accessing the Information Return form should you wish to renew in a different class. Alternatively, the Class Change applications can be found on the College’s website under the "What We  Do" tab, under the "Membership and Registration" sub-heading. 

In order for you to proceed to renew in your new class, you will have to wait for the College to notify you that your change request has been completed.  <Top>

F. Suspension and Reinstatement

F1. What do I need to do/provide to become reinstated?

Requirements for reinstatement are outlined in the Registration Regulation.  In addition to resolving the issue which resulted in a suspension, members must also pay the reinstatement fee (and all/any other fees owed to the College), be in compliance with any/all orders of any Committee and any terms, conditions or limitations ordered by the QA Committee, as well as provide proof of insurance and premiums paid. <Top>

F2. What do you consider “proof of payment” for insurance?

When paying for your insurance premiums, your insurance broker will have issued you a receipt, order confirmation or statement of your account indicating a zero balance.  All of these are acceptable as proof of payment (please do not send online banking information).  <Top>

F3. Why do I have to pay a reinstatement fee on top of  the late fee?

In accordance with the College by-laws, members who are suspended and wish to regain their good standing with the College must pay a reinstatement fee in addition to the registration fee and late fee. <Top>

F4. Can a late and/or reinstatement fee be waived?

The College by-laws do not permit the late and/or the reinstatement fee to be waived.  <Top>