Process for Evaluation of Eligibility to write the National Dental Hygiene Certification examination (NDHCE) for Graduates of a Non-Accredited DH Program

· The following process was developed from information received from the NDHCB application letter (attached) and a conference call with Laura Myers at the NDHCB on Nov. 15, 2005.

· AB students unfortunately will not have sufficient time to complete this process before the March application deadline for the May examinations.

· AB students will have sufficient time to complete the evaluation process for the September 2006 examinations if all documentation is submitted to the NDHCB by April 7, 2006.

· Students are strongly encouraged to apply as a group as the NDHCB can process the applications more quickly (less than 12-14 weeks). NDHCB has already opened up a group file for us.

· Any student not in the group file will have their own separate file and group files take priority.

There are 2 steps that must be done in order to submit applications as a group:

1. A Class Representative must submit the following on behalf of the group to the NDHCB:

· In Application package, under “Documentation Required” (page 7):

o Item # 1, a completed and signed application for each person.

o Item # 2, certified cheque or money order for each person.

o Item # 3, a notarized copy of legal name change document, if required.

o Item # 6, a notarized copy of each diploma.

All of the above items are the responsibility of each student.

Include a covering letter with the package with all the names of the students represented in the package and a list of all the required documentation.

2. The College must submit the following on behalf of the group to the NDHCB:

· Item # 7, Original transcript of grades per person.

· For item # 8, include a covering letter that identifies:

o Our admission requirements

o Any other required information in item #8 that does not readily appear in the syllabuses

o 4 copies of each syllabus organized in the same order as the courses appear on the transcript.

· Item #9, Notarized copy of letter of accreditation eligibility

OR

A third party basic report– Carol Matheson to call to identify this process and timeline. CCDH will pay for this process.

· For items # 4 and 5, College must email Fran Richardson of the CDHO and ask her to forward the necessary documentation directly to Laura Myers at NDHCB, and request that both confirm in writing that this documentation has been sent and received.

Process:

· Annette Winter, Dean of All Programs, will oversee the entire process and assist the class representative with receiving and preparing the package to be sent to the NDHCB so students have one person who is available to them.

· In order to ensure that both the class representative and College packages gets to the NDHCB by their deadline, CCDH will require all documentation to be personally delivered to Annette Winter, by Friday, March 31, 2006, 2:00 p.m. Only completed applications and documentation will be submitted to the NDHCB.

· A checklist and envelope will be created for each student and as documentation is handed in to Annette, the student will initial that they have submitted that documentation. Students will sign to acknowledge getting a receipt of payment.

· After the deadline, the class representative will:

o arrange to meet with Annette to cross check all envelopes for required documentation,

o sign the cover letter which the College will prepare, and

o forward the package to the NDHCB via courier (CCDH will bear the expense of the courier).

· Any documentation not received by Annette by CCDH’s deadline of March 31, 2006 by 2 p.m., must be submitted individually to NDHCB by the student. Any applications not included in the package or submitted afterwards will take 12-14 weeks to process upon receipt of all required documentation.

· CCDH is not responsible for a student who fails to meet our deadline and, as a result, must submit on their own.

· If deemed eligible to write the NDHCE, the AB graduates who undergo the evaluation will be able to submit their examination application and fees for the September 2006 NDHCE administration, no later than the July 21, 2006 application deadline date. Student will receive a letter from NDHCB indicating their eligibility to write. The letter will include an application form to write. It is the student’s responsibility to ensure that they get that application to the NDHCB by their deadline.

· Please ensure that Annette has every student’s accurate contact information so she can communicate with them regarding their documentation.

· Please refer to the following chart that outlines each student’s responsibility.

Documentation Requirements- All of the following documentations must be submitted to the NDHCB, by the applicant or on behalf of the applicant, prior to initiation of the evaluation process.

To be sent to the NDHCB by a class representative:

√	Documentation	Responsibility	CCDH Deadline	Comments
	1. Application Form	Students	March 31, 2006, 2 p.m.	· Completed · Signed (on reverse side)
	2. Fees (see items 7 and 8 on application)	Students	March 31, 2006, 2 p.m.	· Certified cheque or money order only, payable to the National Dental Hygiene Certification Board · $375 CDN + other services (see item 8 on the application)
	3. Notarized copy of legal name change documents, if any document indicated a different surname than name on the application form	Students	March 31, 2006, 2 p.m.	· Does this apply to you?
	6. Notarized copy of dental hygiene diploma	College/students	March 31, 2006, 2 p.m.	· Darlene Forrester to ensure that College will have diplomas available for pickup by students on and after March 24, 2006. · Students must pick up their diploma in the CTC main reception area and have a notarized copy made  and return it to Annette at CCDH by the deadline of March 31, 2006, 2 p.m. · Photocopies of notarized copy are not acceptable.

To be submitted to NDHCB by CCDH:

√	Documentation	Responsibility	CCDH Deadline	Comments
	4. Proof of registration OR letter of eligibility for DH registration AND 5. Legal description of the practice of DH in the country where educated.	College	March 31, 2006, 2 p.m.	o Jodie Cantarelli to email Fran Richardson of the CDHO and ask her to forward the necessary documentation directly to Laura Myers at NDHCB, and request that she confirm in writing that this documentation has been sent.
	7. Original transcripts of grades for each student	College	March 31, 2006, 2 p.m.	· Original transcripts are submitted directly by the DH educational institution of graduation. · Darlene Forrester  to manage this process.
	8. Official Statement of Course Descriptions	College	March 31, 2006, 2 p.m.	· Official Statement is submitted directly by the DH educational institution of graduation. · Carol Matheson to manage this process.
	9. Report for Educational credential evaluation OR notarized copy of accreditation eligible status by the CDAC	College	March 31, 2006, 2 p.m.	· Submitted directly by the DH educational institution of graduation. · Carol Matheson to manage this process.

Please note that item # 10 is not required.