Director approved drinking water continuing education guide for training providers
Learn about the criteria and process for obtaining and renewing Director approval for drinking water courses, which is a requirement for renewing a drinking water operator certificate.
Purpose
The purpose of the education guide is to give training providers:
- the criteria for obtaining Director approval of continuing education training that Drinking Water Operators and Water Quality Analysts need in order to comply with the training requirements in the Certification of Drinking Water System Operators and Water Quality Analysts regulation, O. Reg. 128/04 of the Safe Drinking Water Act, 2002 (SDWA)
- the process for assessing, or reassessing continuing education training
This guide should not be considered legal advice. In the event of a conflict between this guide and the requirements of the legislation, the legislation shall govern.
Context
Under O. Reg. 128/04, Drinking Water Operators (Operator) and Water Quality Analysts (WQA) must complete Director approved continuing education training in order to renew their certificate. The underlying principle of training is to enhance operator competency.
A training provider is the organization responsible for the design and/or delivery of continuing education. A training provider can be an educational institution, public utilities commission (PUC), municipality, a public or non-profit training organization, or an individual.
For information regarding Operator and WQA training requirements, please see the Ministry of the Environment, Conservation and Parks' (MECP) Guide to Drinking Water Operator Training Requirements in O. Reg. 128/04.
Criteria for Director approved continuing education
The following criteria must be met in order for a course to be approved by the Director under Subsections 29(4) and 31(4) of O. Reg. 128/04. The training course must:
- be structured and involve contact between the learner and training provider. Contact involves two- way communication:
- the instructor provides feedback to participants in the form of answers to questions and/or comment on assignments, etc.
- the instructor monitors/evaluates the participants' progress
The training could include classroom training, or distance learning such as a correspondence, computer-based or online courses.
- have documented learning objectives which clearly state what participants will learn and/or be able to do as a result of completing the course
- includes a means to verify that the participant has learned the material covered in the course which could include performance demonstrations under real or simulated conditions, written or oral examinations, written reports, completion of a project, or a self-assessment
The training provider must maintain a policy regarding successful course completion, which includes criteria for testing a participant’s mastery of the material and attendance requirements.
- include a course evaluation form, acceptable to the ministry as described directly below, to be completed by each participant at the end of the course
- such course evaluations must be anonymous in both submission and participant identification and should solicit feedback on both the course and the instructor
- be designed by qualified training designers and delivered by qualified instructors
To be considered qualified to design a Director approved course, the training designer must, either through education, training or experience, have knowledge of how to develop lesson plans and structure the training appropriate to the course subject matter and audience.
Specifically, the training designer must meet one of the following criteria:
- have received formal education in 'adult education' as evidenced by a diploma or certificate
- have received structured training in designing/organizing training from an expert holding an adult education certificate
- have demonstrated, to the satisfaction of the Director, an ability to design curriculum/training programs, for example; through sample curriculums or training programs, student evaluations of training program/course, experience designing training
To be considered qualified to deliver a Director approved course, each instructor must meet one of the following criteria:
- have at least one (1) year of experience as a full-time instructor. Full-time means training preparation and delivery performed between 1,000 to 1,800 hours per year
- have at least three (3) years of experience as a part-time instructor. Part-time means training preparation and delivery performed between 500 to 1,000 hours per year
- have at least three (3) years of experience directly relevant to the subject matter being taught
- have been formally trained or educated on the subject matter being covered
- have other qualifications acceptable to the Director
- include a course completion certificate issued by the training provider to participants who successfully complete the course. Such course completion certificates should be retained by the training provider for a minimum of three years, and contain the following information:
- training provider’s name
- participant’s name
- training course title or description
- start and completion date of training course
- number of contact hours or Director approved continuing education units (CEUs)
- signature of training provider or authorized representative
- MECP Course ID. Note: this number is sent to training providers in the notification of assessment
- Statement of course approval using the wording "Director approved under O. Reg. 128/04 for x CEUs"
- be on subject matter that is directly related to the duties typically performed by an Operator or a WQA such as:
Water treatment and distribution:
- operation of drinking water systems
- drinking water treatment processes/equipment
- distribution system maintenance (flushing, cleaning, tapping, repair)
- leak detection
- water storage
- pump operation/pumping station operation
Regulatory:
- act, regulations, policies, standards and guidelines governing Ontario’s drinking water systems
- MECP standards, policies and procedures related to drinking water
- Drinking Water Quality Management System
Health and safety:
- health and safety directly related to the duties of an operator
Water science:
- chemistry, physics and other applied sciences related to the operation of a drinking water system
- water quality
- microbiology/drinking water pathogens
- sampling and laboratory techniques
- monitoring
Basic concepts:
- source water protection
- disinfection
- applied engineering related to drinking water supply, treatment and distribution
- applied mathematics
- hydraulics
- well operation and hydrogeology
Operational support:
- drinking water equipment maintenance/preventative maintenance
- SCADA and process control
- computer programs directly related to drinking water systems
- cross connection control
- backflow prevention
- residuals management
Management of systems:
- management/supervision of water system staff
- emergency and risk management for drinking water systems
- system security for drinking water systems
- customer relations in drinking water systems
- professional and ethical responsibilities of an operator
- standard of care training
Distance learning
Distance learning includes methods such as:
- computer-based or online courses which involve online instructor-led and interactive learning such as:
- virtual classroom (live online instructor-led learning)
- e-learning (online self-paced learning with interactive elements such as text, audio, visuals, etc.)
- online seminar or presentation (such as, a webinar)
- correspondence courses where learning materials are exchanged with a participant by mail or email
- blended learning, which combines distance learning with in-person classroom learning
Training providers must ensure that distance learning courses meet the same criteria that is expected for in-class learning.
Participant engagement
Consistent with director approval criteria, all courses must involve contact between the learner and training provider. Including this contact as structured elements of a training course/event is essential in distanced learning as there is no in-person communication between the participant and instructor. Contact can involve one-on-one communication or group participation and engagement practices. Training providers ensure participants’ attendance and that they remain actively involved throughout the duration of the course.
Examples of methods commonly used to ensure course participants remain actively engaged in learning include:
- quizzes, self-assessments, assignments or poll questionnaires
- live question and answer sessions between the instructors and participants
- interactive course materials/activities (such as, games, simulations)
- discussion forums
- virtual break-out rooms
- exams and independent projects
- providing participants with instructor contact information (phone/email) for questions about course material
Distance learning attendance verification
Training providers must verify participants have fully attended the course before participants are issued a course completion certificate. Examples of methods commonly used to ensure participant attendance include:
- requirement that participants’ webcams be turned on
- attendance taken multiple times throughout the duration of the course
- holding short quizzes multiple times throughout the duration of the course
Please note that the training provider is required to demonstrate how they plan to engage their participants and verify attendance. The training provider has the discretion to select the appropriate method(s) within their course structure and policy regarding successful course completion. The chosen methods are required to be submitted as supporting documents for course assessment.
Continuing education units (CEUs)
The length of Director approved courses are measured in Continuing Education Units (CEUs). One CEU indicates ten (10) contact hours of participation in an organized continuing education course.
- Course hours are rounded down to the nearest full hour. For example, if training is 4.5 hours in duration, the course would be credited with 4 hours of Continuing Education and 0.4 CEUs.
- Courses are credited a maximum of seven hours per day (0.7 CEUs).
Training which may not be Director approved
The Director will not approve training which meets the subject matter criteria, but is designed/used to educate participants on site-specific or proprietary processes, equipment or software which are not in wide use, or is promotional in nature and/or a sales presentation. This type of training may be used by an operator or WQA towards meeting their on-the-job practical training requirements. For more information about on-the-job training, please see the Guide to Drinking Water Operator Training Requirements.
Training on subject matter specific to wastewater or stormwater will not be Director approved.
Conferences
Conferences sponsored by the Ontario Water Works Association, Ontario Municipal Water Association, Aboriginal Water Wastewater Association of Ontario and the American Water Works Association may be approved by the Director provided they meet the following criteria:
- they have a method to verify participants have attended the full conference session
- participants are issued a certificate which includes the number of hours of conference sessions
- the seminar or conference is on the subject matter specified in the criteria section of this guideline
Operators may use conferences to meet up to 25% of their Director approved continuing education requirements. Any excess hours above 25% can be applied to the on-the-job training hours.
Other considerations
The Director may decline to approve and may rescind approval of a course, consistent with his/her authority regarding operator and WQA certification.
The Director does not review courses for accuracy of content, quality of instruction or overall effectiveness except where issues of quality have been raised through a course audit. When courses are assessed and reassessed for Director approval, they are reviewed to ensure they meet the criteria explained in this guideline. Furthermore, training providers shall not state directly or indirectly anything in any manner or any media that suggests the Director and/or the ministry has endorsed or approved the specific content of a course, its instruction and/or effectiveness.
Training providers shall not alter the course content or duration substantially after Director approval has been given. Please see the Process for having continuing education training reassessed section of this guideline for the rules on resubmitting a course for reapproval.
Training providers must create and deliver courses in an ethical and professional manner. It is the responsibility of training providers to ensure that course content and delivery meet all relevant legal requirements, for example:
- the Ontario Human Rights Code
- the Accessibility for Ontarians with Disabilities Act, 2005 and its regulations
- the Occupational Health and Safety Act and its regulations
- copyright and licensing law
- law in relation to slander and/or libel
- law in relation to drinking water system operation
A training provider shall not issue a certificate to any participant prior to his/her successful completion of the course.
Course audit program
The Director may perform in-class course audits to assess the content, instruction and duration of training. The audit results will be used to determine if approval should be rescinded and will be considered when reviewing future applications submitted by the training provider.
Advertising
Training providers that offer Director approved courses may advertise that a course has been approved. Training providers submitting a course for assessment may only advertise the course as Director approved once confirmation has been received. Not abiding by the advertising requirements will be considered when reviewing future applications submitted by the training provider.
If advertising a course that has been Director approved, the following is the only acceptable wording that shall be used:
This course has met the requirements under O. Reg. 128/04 as Director approved Continuing Education.
Training providers who submit courses for approval or reapproval may advertise that the course has been submitted for Director approval. The following is the only acceptable wording that shall be used:
Course submitted to MECP for approval
Process for having continuing education training assessed
Training providers must submit a course assessment application to have their continuing education training approved by the Director. The application form is submitted online through the Water Wastewater Operator Certification System (WWOCS). The following information is required:
- course title and description of subject matter
- number of hours of contact time
- training method (such as, classroom, correspondence, computer-based, online, etc.)
- name of training designer(s)
- name of instructor(s)
A complete course assessment application includes the Director approved Continuing Education Training Assessment form (processed through WWOCS), the course assessment fee and the required supporting documentation. Supporting documentation must be submitted electronically unless there is a valid reason why it cannot be. For example, a textbook that is not available electronically could be submitted by mail/courier. The assessment fee must be submitted by mail or fax and cannot be submitted by email.
The following supporting documents are required:
- learning objectives
- training materials (such as, manuals, booklets, handouts, presentation materials, etc.)
- participant learning verification method (such as, tests, demonstration checklist, etc.)
- participant engagement method(s) to demonstrate how training providers are ensuring active participant involvement for distanced learning courses only (refer to the Distance learning section in this guideline for examples of methods)
- sample participant course completion record (such as, certificate or letter)
- course evaluation form (form through which the participant gives feedback on course and instructor)
- timetable which demonstrates the instructor’s use of time with respect to the delivery of the learning objectives, quizzes/tests, and breaks
- evidence which demonstrates the training designer is qualified by virtue of training, education or experience to design the training (such as, an adult education certificate, resume, or equivalent)
- evidence that the instructor is qualified to provide the training (such as, an adult education certificate, resume, or equivalent)
Notification of assessment
The Program Administrator will review the application and advise the training provider in writing as to whether the training course meets the criteria for Director approval. If it does, the Program Administrator will provide the assessed CEU value and the course renewal date. If the training course fails to meet the criteria, the Program Administrator will advise the training provider of the reason(s).
Director Approved Course Listing
Courses that meet the criteria and are approved by the Director will be placed on the Director Approved Course Listing, which is maintained by the Program Administrator on its website. Operators and WQAs can refer to this list when selecting a training course/event. Training providers may request that their courses not be posted publicly, for example where the course is only available to members of the Training provider’s organization.
Renewal dates
Courses are approved for 3 years.
Water and Wastewater Operator Certification System (WWOCS)
Training providers must obtain a WWOCS login and password in order to submit course assessment applications. To request access to WWOCS, Training Providers must complete the Water Wastewater Operator Certification System User Access Request form which is available on the Government of Ontario website. Information on how to use WWOCS can be found in the WWOCS Functions for Training Providers guide (PDF), which is available on the Program Administrator’s website.
Requirement to upload course completion results
Training providers are required to upload into WWOCS, the results of participants who have successfully completed the course, within two (2) months of the date of completion as a condition of course approval.
Training providers who do not upload course completion results may have their course approvals rescinded. A training provider’s failure to upload completion results will be taken into consideration when reviewing future applications.
Community colleges, universities or other academic institutions
Training providers whose courses are part of a degree, diploma or certificate program offered by community colleges, universities or other academic institutions should contact the Program Administrator for information on the process for having these courses assessed for Director approval. To be considered continuing education for the purposes of certificate renewal, the individual course must be available to operators that are not enrolled in the degree/diploma/ certificate program.
Adding or removing instructors
Where the course instructor has changed (added or removed), the training provider must submit to the Program Administrator a complete Instructor Assessment Application Form with the required supporting documentation. No fee is required to add or remove instructors.
Course fees
Training providers are required to pay a fee for each course assessed. This fee must be paid before the course application is processed. A complete list of fees is found on the Program Administrator website.
A course reassessment fee must be paid in the following circumstances:
- a course is resubmitted as a result of a change
- a course is submitted for renewal
No fee applies in the following circumstances:
- course name changes
- change of course ownership
- adding an instructor to a course
- delivering an existing course as a webinar with no change to the content or duration
Process for having continuing education training reassessed
Director approved continuing education training must be submitted for reassessment and reapproval to:
- renew Director approval every 3 years
- reassess after a change to the course
Please note that if Director-approved training has been reformatted for distance learning (such as correspondence, computer-based or online), training providers can notify the Program Administrator so that the Director Approved Course Listing may be updated.
Training providers are not required to submit a course reassessment application form and payment or obtain additional Director approval if the course:
- covers the same content as the approved course
- same duration as the approved classroom course
- same method of evaluation (test, quiz, etc.) as the approved classroom course
- employs a method(s) to verify attendance, participation and completion of all required components of the course
Renewal of course approvals
Courses are approved by the Director for a period of 3 years. A course must be submitted for renewal prior to the renewal date to confirm that the course is being offered, and continues to meet the criteria for Director approval. When a course is reapproved, the renewal date is extended to 3 years from the current renewal date.
Training providers are responsible for monitoring their course renewal dates and submitting their reassessment applications on time. Generally, renewal notifications are sent by the Program Administrator to the training provider at least 120 days from the course renewal date.
If a course is not reapproved prior to the renewal date, the course is not Director approved and is referred to as an expired course. Training providers cannot advertise expired courses as Director approved and cannot issue course completion certificates containing the MECP Course ID, Director approved CEUs, or any mention of Director approval.
Renewal of course approvals after expiry
Course renewal applications submitted after expiry will be processed and assessed by the Program Administrator. If the course is reapproved, the renewal date will be 3 years from the date the course expired. If the course was offered during the period of expiry, the training provider may only issue Director approved course completion certificates to participants once the course is reapproved by the Director.
Reassessment due to course change
Where a course has been altered substantially, the training provider is required to resubmit the course material for reapproval before offering training for Director approved CEUs. Reassessment is required for:
- a change of 25% or more in course objectives or content
- an alteration which results in a change of course contact time by one (1) hour or more
Renewal/Reassessment criteria
Course will be reassessed based on the following criteria:
- course meets the criteria for Director approval outlined in this guideline
- course meets audit criteria for quality (where an audit has been completed)
- course provider abides by requirements for advertising courses and uploading course results
- course delivered in an ethical and professional manner
Renewal/Reassessment application
Training providers must submit a complete reassessment application to the Program Administrator to have their courses reassessed and reapproved as Director approved training. A complete application includes the Reassessment Application Form found on the Government of Ontario website, the course reassessment fee and the required supporting documents.
The following documents must be submitted as part of a complete reassessment application package:
- learning objectives
- training materials (such as, manuals, booklets, handouts, presentation materials, etc.)
- participant learning verification method (such as, tests, demonstration checklist, etc.)
- participant engagement method(s) to demonstrate how training providers are ensuring active participant involvement for distanced learning courses only (refer to the Distance learning section in this guideline for examples of methods)
- sample participant course completion record (such as, certificate or letter)
- course evaluation form (for participant feedback on course and instructor)
- timetable which demonstrates the instructor’s use of time with respect to the delivery of the learning objectives, quizzes/tests, and breaks
- proof of qualifications for each training designer not previously assessed for the course
- proof of qualifications for each instructor not previously assessed for the course
Notification of reassessment
The Program Administrator will review the application and advise the training provider in writing as to whether the training course continues to meet the criteria for Director approval. If the training course meets the criteria, the Program Administrator will provide the reassessed CEU value and the new course renewal date. If the training course fails to meet the criteria, the Program Administrator will advise the training provider of the reason(s) and the course will be allowed to expire.