Introduction

The JHSC Certification Training Provider Application and Application Guidelines are designed for training providers who wish to develop and/or deliver a Chief Prevention Officer (CPO)-approved JHSC certification training program. These documents should be read together because they describe the assessment processes and documentation that must be submitted to the Ministry of Labour, Training and Skills Development. The following should be noted:

  • 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.
  • The ministry will only consider a training program for approval if it is submitted with an application for training provider approval;
  • The ministry will apply the criteria contained in the following documents when considering a training provider application for approval:

  • The ministry will not issue conditional approvals; and
  • The ministry will notify applicants of their status by email or mail.

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 administrative process and other information for approved training providers are subject to change. This website contains the most up-to-date information and forms. Check periodically to ensure you have the most current information.

Ministry of Labour contact information

Ministry of Labour Health & 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

Fax: 416-326-1416

How to apply to be a CPO-approved JHSC certification training provider

Application form

The JHSC Certification Training Provider Application form allows training providers to submit multiple JHSC certification training programs per application (Part One face-to-face, Part One eLearning, Part Two and/or Refresher). The form is divided into two sections: Section A: Training Provider Information and Section B: Training Program Information. The two sections separate common requirements to become a training provider from program-specific requirements, such as learning outcomes related to the program.

How to complete a JHSC certification training provider application

Step 1: Create a provider profile on the Application Portal

Step 2: Download the training provider application.

Prepare and gather the documents you need to support your Application. Please refer to the document checklist below.

Document checklist

Section A: Training provider materials

  • Proof of Training Completion Document (as a sample)

Section B: Training program materials

Face-to-face (including blended)

  • lesson plan
  • instructor manual
  • presentation materials
  • participant manual and associated handouts (itemized list)

eLearning (including blended)

  • lesson plan
  • detailed design document
  • story board
  • eLearning course
  • participant manual and associated handouts (if applicable)

Step 4: Complete the application form. Please indicate that your program is eLearning in the program name field. You will receive a supplementary document regarding eLearning once your application has been submitted.

  • Complete the training provider application in full and save as a PDF with the file name: [Name of Training Provider]_Application.pdf
  • Sign the application using an electronic signature or print the completed training provider application and sign the appropriate areas. Scan the signed hard copy and save as a PDF with the file name: [Name of Training Provider]_Application_Signed.pdf. The file format can be scanned PDF. Handwritten forms will not be accepted.

Step 5: Submit the application form

  • Upload your training provider application and other required documents to the Application Portal in the areas provided. Once you have uploaded all documents, click “submit” to submit your application. You will receive a confirmation email from the ministry with information on how to track your application progress.
  • Retain the originals for your records.
  • Your documents may be submitted in English or French only. If your application does not include all the required documents, it will be returned to you with a deficiency list. Failure to provide all required documents may result in the rejection of your application.
  • If you have any difficulty submitting your application package, please email jhsc.inquiryline@ontario.ca.

Section A: Training provider

Applicant information

This section requires you to provide contact information along with your current approval status from the Ministry of Labour, Training and Skills Development (if applicable).

If you are applying to deliver a CPO-approved eLearning course, you must also deliver face-to-face training for both Part One and Part Two. You may apply for all programs at the same time.

In Section 3, if you have been approved previously by the Chief Prevention Officer (CPO) as a training provider (i.e., Working at Heights, Joint Health and Safety Certification Training established in October 2015) and there were no changes to the training provider requirements, you will be able to reference your Training Provider ID number and bypass parts of this section of the application. You will also be able to bypass parts of this section if you have created a profile on the Applicant Portal.

Attestation

Attestations are used as confirmation, evidence and verification of compliance and adherence to the Training Provider Standard. These statements made by the applicant confirm compliance, and that the ministry can investigate at its discretion.

Attestations within the application are separated into the Training Provider Standard and the Training Program Standard. Under the Training Program Standard, applicants must respond by selecting Yes or No based on the JHSC certification training program that is being submitted as part of the application.

Failure to provide a response will result in an incomplete application form, which cannot be accepted and which will delay the approval process.

Training provider material

This section of the application provides a checklist for the elements required on the Proof of Training Completion Document, training providers must submit a sample of their Proof of Training Completion Document which must include:

  1. A Proof of Training Completion Document (as a sample), which must include:

    • Learner’s name
    • Name of the approved training program under the training program standard
    • Name of approved training evaluator and instructor
    • Program identification number
    • Program delivery date and date of successful completion
    • Statement that the learner has successfully achieved the learning outcomes of the approved training program
    • Name of approved training provider
    • Name of the instructor and evaluator (if applicable)

Section B: Training program

Part one, part two and refresher training programs materials

  1. Lesson plan

    1. Clearly describe learning outcomes and training content
    2. Lesson plans with detailed step-by-step instructions to guide the instructor through the lessons, including what materials will be used to deliver the topic, the instructional methods, the learning activities, timing, and equipment needed, if any
  2. Instructor manual

    1. Clearly describe:

      • Instructional activities
      • Instructional methods
      • Lesson planning
  3. Presentation materials

    1. Include at a minimum:

      • Presentation materials with speaker notes, such as PowerPoint slides
      • Audio-visual resources
  4. Participant manual and associated hand-outs

    1. Clearly describe learning objectives, agenda, training content and evaluation/testing
    2. Clearly indicate the date and version of the materials
    3. Include at least:

Joint Health and Safety Committee certification training program materials submitted for approval must meet the following requirements as outlined in the Section 3.5 of the JHSC Certification Training Provider Standard:

  • legible materials of good reproducible quality
  • available in sufficient quantity (including all learning materials, equipment and learning aids)
  • free of bias, including but not limited to gender
  • free of defamatory statements, including but not limited to products and equipment
  • compliant with copyright rules
  • appropriate for targeted learner language and literacy levels
  • compliant with the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) and its regulations, as applicable

Part one: eLearning training program (if applicable)

Please select the eLearning option in the application and the relevant eLearning section will automatically populate in the form.

Part One training may be delivered by eLearning. Part One eLearning programs must be a minimum of 13 hours (two days) and learners must complete the training within a maximum of 30 days.

eLearning combined with face-to-face learning is referred to as blended learning. For blended learning, the eLearning component may be up to 6.5 hours (one day) of the training. Please refer to the JHSC Certification Training Program Standard to see which learning outcomes can be delivered via eLearning in a blended program.

Distance learning techniques include training via a live video link. Distance learning courses must be at least 19.5 hours (3 days). Please refer to the eLearning guidelines for more information.

If you are delivering Part One Training via eLearning, or including eLearning components, you will need to submit the eLearning materials in addition to the applicable training program materials.

eLearning program materials

Training providers wishing to include eLearning as part of their Part One JHSC Certification training program application must submit the following program materials to demonstrate that their training program meets the criteria outlined in the eLearning guidelines.

  1. Detailed design document

    • Outlines the course elements – where the course outcomes are being achieved and how, similar to a lesson plan. Must include how the e-course will blend with the instructor-led training sections.
  2. Storyboard

    • Describes the text, visual and audio elements, as well as the interactions and branching scenarios (where the learner is going next) of every screen in the eLearning course. Some designers add learning outcomes to this section as well.
  3. eLearning course

    • Demonstrates learning outcomes identified in the training program standard
  4. Participant manual and/or associated handouts (if applicable)

    • Contains a more detailed version of the presentation materials. It follows the presentation materials sequentially (it disturbs learners if it is not synchronized with presentation materials). This is not simply a print version of the presentation materials.
    • Typically a participant manual will contain

      • Topics discussed during the course
      • Activities associated with the program, e.g. quizzes, case studies, group discussion questions, reflection questions
      • Extra space to write notes based on the course
      • References to documents or websites associated with the topics discussed during the session where a learner can go to find more information

Part two: Hazard modules (if applicable)

If you are applying for a Part Two program please note that you only need to submit one hazard module for assessment. This is important when filling out Section B: Training Program – 2: Training Program Learning Outcomes of the training provider application, as you are only required to describe and reference one hazard per learning outcome. You should still demonstrate that you will teach six hazards in other training program materials, including the lesson plan and the agenda.

Part Two applications will be assessed based the application of RACE (recognize, assess, control, and evaluate) methodology.

Upon receiving CPO-approval for a JHSC Part Two Program, CPO-approved training providers have the flexibility to offer Part Two programs with any six hazards of their choosing. For example, training providers may choose to offer a variety of Part Two programs targeted to different audiences such as office, manufacturing, general, mining, etc. Training providers do not need to re-submit new hazard modules for approval. Employers should select six hazards that are relevant to their workplace in collaboration with their JHSC.

Organization of program materials

A training provider can submit one JHSC certification training program (Part One face-to-face, Part One eLearning, Part Two or Refresher) or any combination of the programs on the application by selecting the appropriate boxes in Section A: Training Provider – 1. Applicant Information.

It is important to properly label your training program materials. This will minimize any delays or potential confusion during the assessment of the program.

The following labelling convention for your program materials is recommended:

Label your program materials with numbering and titling of documents that align with requirements in the application:

  1. Lesson Plan_(title)
  2. Instructor Manual_(title)
  3. Presentation Materials_(title)
  4. Participant Manual and Associated Handouts_(title)

If there are multiple documents in various formats, use the following naming convention so that the order of the documents will align numerically with required program materials:

  1. Lesson Plan_(title).pdf
  2. Lesson Plan_(title).doc
  3. Lesson Plan_(title).doc

When referencing document titles and page numbers in the application, use the full name of the saved document for easy identification by the ministry assessor.

Upload each of your files in the corresponding area in the Applicant Portal. If you have more than one file for a required document, you may upload more than one file per area.

Program design

All JHSC certification training programs that are submitted for approval must meet the following program design criteria as outlined in section 5 of the JHSC Certification Training Program Standard, which must be demonstrated in the training program materials submitted with your application:

Compliance with adult learning principles:

  • Ensure learners know why they need to learn specific content, its relevance to them and their workplace
  • Relate learning to learners’ own experience in situations that simulate actual workplace scenarios
  • Challenge learners using a variety of activities that allow opportunity for participation, feedback and interaction
  • Recognize limits of attention spans and the various ways that adults learn
  • Use realistic activities and tools to support transfer of learning to the workplace
  • Ensure literacy level is appropriate for the learners
  • Ensure content is accurate, current and all legal and technical information is referenced and verified
  • Use a variety of teaching aids such as audio-visuals, equipment, safety devices and measuring/monitoring equipment
  • Follow principles of instructional writing and good graphic design in learner materials
  • Include a high degree of interaction between learners and instructors or eLearning program, and ensure active participation in the training through various activities.
    • eLearning may include: case studies, role play, assignments
    • face-to-face learning may also include group work, discussion groups, presentations

Training program learning outcomes

Training providers are required to provide a short description of where their training programs meet each of the learning outcomes and sub-bullets detailed in Section 8 of the JHSC Program Standard. Please include the specific document title and page number where each learning outcome (i.e. 8.1.1) and sub-bullet (i.e. 8.1.3.cii) is met. This section must be completed for each training program (Part One face-to-face, Part One eLearning, Part Two and/or Refresher).

Learning evaluation methods and final assessment

Training providers are required to give a short description of how their training programs meet Section 9 of the JHSC Program Standard for each training program submitted for approval. Note that training providers are encouraged to describe both formative and summative evaluation methods throughout their training programs. Providers are not required to detail in which document the evaluation methods are delivered.

The Joint Health and Safety Committee Certification Part 1 test questions are available upon request to Training Providers for the development of the evaluation component.

Application process

The ministry’s evaluation process involves five stages of assessment to verify that both the technical content and program delivery elements meet the requirements in the JHSC Certification Training Program and Training Provider Standards.

  1. Triage
  2. Desk assessment
  3. Field assessment (face-to-face and blended only)
  4. Recommendation to the Chief Prevention Officer
  5. Chief Prevention Officer approval

Unless an alternate method is requested, all official letters will be sent through email and the Applicant Portal.

Level 1: Triage

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

  1. Verify that the training provider application is complete and includes all required documents per the ‘Documents Checklist.’ These documents must adhere to Section 5.0 of the JHSC Training Program Standard, as well as Section 3.5 of the JHSC Training Provider Standard; and
  2. Assign applicant and training program ID number(s).

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

  1. A desk assessment has been initiated; and
  2. An applicant ID number has been issued and must be used in all future communication with the ministry.

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 that they will:

  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 without penalty (see Voluntary Withdrawal Section).

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

  1. Verify that the training provider application is complete and confirm that all identified deficiencies have been addressed.

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

  1. The desk assessment has been initiated.

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. A request for the applicant to address the list of deficiencies within fifteen (15) business days.

During the final and third Triage review of the training provider application, the ministry will:

  1. Verify that the training provider application is now complete and confirm that all identified deficiencies have been addressed.

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

  1. The desk assessment has been initiated.

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 recommend to the CPO that the application be rejected and notify the applicant, in writing, that:

  1. Their application has been rejected, and that they must wait six (6) months before resubmitting a training provider application (see Rejection of training provider application)

Level 2: Desk assessment

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

  1. Verify that 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; and
  2. Assess and evaluate the application and supporting materials to determine adherence to the JHSC Certification Training Provider and Training Program Standards.

Upon completion of the desk assessment, if the training provider application meets the criteria set out in the JHSC Certification Training Provider and Training Program 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 criteria in the Standard, the ministry will notify the applicant in writing of:

  1. The list of deficiencies;
  2. A request for the applicant to address the list of deficiencies within forty-five (45) business days.

Applicants must notify the ministry in writing that they will:

  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. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

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, from the ministry.

At the second desk assessment review of the training provider application, the ministry will verify that the applicable documents have been revised to address the list of deficiencies.

Upon completion of the second desk assessment review, if the training provider application meets the criteria, 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 criteria after the second desk assessment review, the ministry will notify the applicant in writing of:

  1. The list of deficiencies
  2. A request for the applicant to address the list of deficiencies within forty-five (45) business days.

Applicants must notify the ministry in writing that they will:

  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. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

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 final and third desk assessment review 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 final desk assessment review, if the training provider application meets the criteria, the ministry will notify the applicant, in writing, the field assessment phase has been initiated. The ministry may exercise discretion and move to the recommendation phase in some cases.

If the training provider application does not meet the criteria after the final desk assessment review, the ministry will recommend to the CPO that the application be rejected, and notify the applicant in writing that:

  1. Their application has been rejected, and that they must wait six (6) months before resubmitting a training provider application (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 the field assessment ; and
  2. Request the applicant to 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 verify the effectiveness and delivery of the applicant training provider’s JHSC Certification training program and verify that program content criteria are being met, eLearning programs will not require a field assessment.

The ministry assessor will:

  1. Arrive at the time and place agreed upon by the applicant and the ministry assessor;
  2. Attend the training program of the applicant 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 will not answer questions in relation to the material that is delivered in the classroom setting; and
  5. Provide a high-level, verbal summary of the field assessment findings to the applicant’s representative confidentially prior to departure.
  6. Provide information about the rest of the assessment process.

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 which is in compliance with the OHSA and any applicable regulations.

The instructor will:

  1. Deliver the course 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 delivery meets the field assessment criteria in the JHSC Certification training standards, the ministry will prepare and submit the field assessment report to the applicant within fifteen (15) business days of the assessment . The field assessment report will be broken down into two (2) 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. This section may include additional observations requiring no action.

Applicants must notify the ministry in writing that they will:

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

    or

  2. Voluntarily withdraw their training provider application from the process without penalty (see Voluntary Withdrawal Section).

If the training program does not meet the field assessment criteria in the JHSC certification training standards, the ministry will recommend to the CPO that the application be rejected, and 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:

  1. Verify that the deficiency action plan addresses all of the critical actions in the field assessment report;
  2. Verify the action plan meets the criteria outlined in the JHSC certification training standards; and
  3. Assess and evaluate technical or complex elements of the training program using an appropriate subject matter expert.

If the action plan addresses all identified deficiencies in the field assessment report, the application will proceed to the Recommendation stage.

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 application has been rejected, and that they must wait six (6) months before resubmitting a training provider application (see Rejection of training provider application).

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

If the Chief Prevention Officer (CPO) accepts the recommendation to approve the application, the ministry will:

  1. Provide the successful applicant with a letter confirming the CPO’s approval of the training provider to deliver an approved training program (“Approval Letter”);
  2. Add the approved training provider and training program to the Ministry of Labour, Training and Skills Development’s website list of approved training providers (if the applicant has indicated that they wish to be listed);
  3. Provide an approved training provider ID number and an approved training program ID number that must be included on all learner records and other relevant information submitted to the ministry;
  4. Maintain a copy of the original training provider application in the format it was approved, for quality assurance purposes; and
  5. Provide an approved training provider with the JHSC Certification Approved Training Provider Maintenance Guidelines, Annual Report and learner record package

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 JHSC certification training standards;
  2. Provide the ministry with accurate 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 consistent with the JHSC certification training standards and the ministry’s ongoing quality assurance process.

If the training provider application does not meet the requirements in the standards, the ministry will recommend to the CPO that the application be rejected and notify the applicant in writing of:

  1. the list of deficiencies

    and/or

  2. that the training provider application has been rejected.

Voluntary withdrawal of a training provider application

Should the applicant wish to voluntarily withdraw from the process, the applicant must:

  1. Download, complete, and submit the Voluntary Withdrawal form.

Receipt and verification of the Voluntary Withdrawal form will result in the immediate removal of the application from the evaluation process.

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

  1. Wait six (6) months before submitting the new training provider application to the ministry; and
  2. Submit a new training provider application and restart the application process.

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

Rejection of a training provider application

The CPO may reject a training provider application when:

  1. The training provider application does not meet the requirements of the JHSC Certification training standards;
  2. Identified deficiencies are not addressed by the applicant at the final review of:

    • Triage (third review)
    • Desk assessment (third review)
    • Field assessment
  3. A training provider application remains inactive for more than forty-five (45) business days;
  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 made, the ministry will:

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

Upon completion of the rejection report, and acceptance of the recommendation, the ministry will notify the applicant in writing

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

  1. Wait six (6) months before submitting the new application to the ministry; and
  2. Submit a new application and restart the application process

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

Appendix A: Sample lesson plan template

A lesson plan should include the following information:

  • Time: Time it takes to cover the topic, e.g. 1:00pm – 1:15pm or 15 minutes
  • Process/subject: The subject or theme, e.g. Ice breaker
  • Content: What will the participant learn and/or accomplish from this topic; also indicates which outcome the process aligns with; the manner in which information is presented and/or applied, e.g. brainstorming, small group, large group.
  • Slide/reference materials: Which slide of the presentation materials is this indicated on? Where is this indicated in the participant guide; are there any associated reference materials/handouts?

Note: filling in the information set out in this template does not guarantee that the application will be complete or accepted.

Appendix B: eLearning design document

This document guides the development of a thorough description of the learning objectives and content outline.

  1. General e-course description

    • course title
    • course description
    • training format: eLearning
    • authoring tool (e.g. Adobe Captivate)
    • accessibility compliance (e.g. based on Accessibility for Ontarians With Disabilities Act, 2005 compliance)
    • narration (e.g. type of voice)
    • navigation and screen features (e.g. how learners move through the course)
    • content
    • style, language and tone (is the course casual or formal)
    • sample layouts
    • resources (within the program for the learner to reference)
  2. Detailed design information

    • screen number (e.g. #1)
    • objective/number module (e.g. Welcome to XX course)
    • topic: Landing screen
    • screen description (purpose of the screen e.g. This screen will be static launch screen)
    • suggested content (what is on each screen e.g. Course name, provider details and a lunch button)

Note: filling in the information set out in this template does not guarantee that the application will be complete or accepted.

Updated: August 19, 2021
Published: January 03, 2019