Third-party assessments for vocational training programs
Learn how career colleges can find and work with individuals or organizations to assess the quality and relevance of vocational training programs.
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Overview
A career college seeking approval of a vocational training program must provide the Superintendent of Career Colleges with information about the appropriateness of a program's content, delivery, resources, practicum etc. The superintendent may request additional assessments as needed to support and maintain program approval.
Program assessments can come in two forms:
- a report by an accrediting body or a regulating body which confirms that a quality assessment of the program has been completed
or - reports completed by third-party experts who are familiar with the subject matter of the program and familiar with the principles of adult education
Assessment of regulated programs
Some programs, such as dental hygiene, lead to jobs in regulated vocations. The Superintendent of Career Colleges requires the career college to maintain good standing with any organization responsible for the regulation and oversight of the vocation, and to have their program quality assessment performed by an assessor recognized by the regulating body.
In most cases, career colleges will need to:
- submit documentation that confirms the program delivered by the career college meets the requirements of the regulating body
- produce graduates who are eligible for registration or licensing by the regulator
You will need to submit this documentation to the superintendent along with the program application.
Assessment of unregulated programs
Section 11 of Ontario Regulation 415/06 under the Ontario Career Colleges Act, 2005 requires that career colleges must have an evaluation of a program conducted by a person who:
- has expertise in the evaluation of such programs
- has been approved by the superintendent
All evaluations shall be based on a complete copy of the program application and conducted at the expense of the career college.
Third-party assessment reports make up part of the application for program approval in the Program Approval and Registration Information System (PARIS).
Program assessors
The superintendent must be satisfied that a vocational program will:
- provide the skills and knowledge needed to prepare students for employment in the vocation
- be delivered in a way that works for career college students
Assessments by third-party experts help to confirm these essential features of vocational programs for the superintendent.
Finding an assessor
Career colleges offering programs that do not lead to regulated vocations may select a third-party assessor of their choice ensuring they meet the criteria outlined below.
One or more individuals may be required to evaluate the programs depending on their qualifications.
The career college must make initial contact with the program assessor before they send an invitation through the Program Approval and Registration Information System (PARIS).
Program Approval and Registration Information System (PARIS)
If you are a career college operator and need access to PARIS, contact the ministry:
Career colleges are not required to engage an assessor identified in PARIS. However, in some cases, names of assessors who have completed reports in the past will be identified in PARIS. Career colleges are welcome to contact these individuals to arrange a review of their programs.
Subject matter experts
The superintendent must be satisfied that the subject matter components of the program will provide students with the skills and knowledge needed for employment in one or more of the vocations described in the National Occupational Classification.
A career college shall engage a person to provide a subject matter assessment who meets all the following requirements:
- at least five years of experience
- experience gained within the last 10 years in the field of study being assessed
- experience must not be in a related field (for example, a dentist shall not evaluate a dental assistant program)
- relevant professional credentials
- good standing with the relevant regulatory body or recognized professional association (if applicable)
In addition, subject matter experts must also confirm there is no conflict of interest:
- in connection with the program they are assessing
- with the career college requesting the assessment
Adult education experts
The superintendent must be satisfied that a program will be delivered in a manner that is considered effective for adult learners.
A career college shall engage a person to assess the suitability of a program for adult learners who meets one or more of the following requirements:
- a degree in adult education
- a diploma or certificate in adult education and training
(a full-time program of one academic year, or a program of approximately 450 hours) and five years of recent teaching/program development for adult learners - a diploma or certificate in adult education and training
(a full-time program of one academic year, or a program of approximately 450 hours) and a professional trainer certification (such as Certified Training and Development Professional Certification awarded by the Canadian Society of Training and Development) - at least 10 years of employment experience in a position where the person's major and primary responsibility is or was adult program development and design, for example, a corporate training consultant agency
In addition, adult education specialists must also confirm no conflict of interest exists:
- in connection with the program they are assessing
- with the career college requesting the assessment
Choosing other assessors
If a career college finds assessors who do not meet the requirements listed above as subject matter experts or adult education experts, the career college must contact the Superintendent of Career Colleges for permission to engage the assessor. Otherwise, the assessment may not be accepted.
Working with an assessor
Find an individual to assess your program
Invite them to review the program
The invitation must be done through PARIS.
The invitation will provide the assessor with login credentials for PARIS.
Assessor completes a review and submits documents
The assessor uploads documents directly into PARIS.
Note: Career colleges should always connect with the assessor in advance to discuss:
- their qualifications
- the requirements of the assessment
This discussion is necessary even when an invitation has been facilitated through PARIS. If the assessor(s) does not meet the qualifications at the time you wish to engage their service, the invitation can be cancelled.
Assessor profile
In PARIS, the assessor will be asked to create a profile. To confirm the individual's qualifications for the superintendent, the assessor must upload all the following documents to their profile:
- an up-to-date resume
- a copy of any relevant credential
- proof of membership in or affiliation with any relevant accrediting, certifying, or regulatory body
The ministry may contact the third-party assessor to ensure the individual meets the criteria and has the appropriate experience or credentials
Assessors only need to submit these documents with their first assessment report if they are not previously approved. Once an assessment has led to an approved program, and if the assessor has agreed, the ministry will keep their information for future assessments.
Preparing your assessor
The career college must provide documentation and information to the chosen assessor so that they can confidently answer the relevant questions in PARIS.
Assessors will have access to the complete application in PARIS and should be provided with any training standard or superintendent's policy directive that applies to the program.
If your career college plans to offer a vocational program for which there is no standard or policy directive in effect, the career college must provide the assessor with the full description of the vocation as it appears in the 2016 National Occupational Classification (NOC). The 2016 NOC is the version relevant for the purposes of the Ontario Career Colleges Act, 2005.
The assessor may request further information or ask for changes to the program to meet the training requirements of that vocation.
Conflict of interest
Third-party assessors will be asked to confirm that no conflict of interest exists which may influence the assessment of a career college program, as outlined in the Superintendent of Career College's conflict of interest policy.
Conflict of interest policy
A conflict of interest includes, but is not limited to, any situation or circumstance where an assessor's previous (within the last seven years), current, or future commitments, relationships, or financial interests:
- could or could be seen to exercise an improper influence over the objective, unbiased, and impartial exercise of the assessor's independent judgement
or - could or could be seen to compromise, impair, or be incompatible with the effective performance of the assessor's obligations as an assessor
Responsibilities of third-party assessors
Within the last seven years, individuals approved as assessors cannot have any previous, current, or future connections to or interests in the programs they review or the career college that is requesting the review.
Connections or interests that are not permitted include, but are not limited to:
- program development
- teaching
- employment
- other business or personal relationships related to the program or career college
Assessors must formally declare that they are not in a conflict of interest in their applications to be:
- placed on the ministry's pre-approved list of assessors
- accepted as assessors for every program assessment that they submit to the superintendent
Should a conflict of interest arise during the review process, assessors are asked to inform the superintendent in writing and to cease reviewing the application while the superintendent determines if a conflict of interest exists.
Assessors can contact the ministry at any time to discuss an actual, perceived or potential conflict of interest. Whether an actual, perceived, or potential conflict of interest exists will be determined solely by the Superintendent of Career Colleges.
Responsibilities of applicants
The superintendent's decision to register an applicant to operate a career college is based, in part, on whether the past conduct of the applicant provides grounds for the belief that the applicant will operate a career college in accordance with the law and with integrity and honesty.
Prior to each program review, applicants must declare that they are not in a conflict of interest with the assessor(s) engaged to review their program and have not had previous (within the last seven years), current or future connections or interests which relate to the assessor.
In addition, should a conflict of interest arise during the review process, applicants must immediately inform the superintendent in writing regarding the nature of the conflict so that appropriate steps can be taken. Failure to immediately inform the superintendent of a conflict of interest may lead to enforcement or other measures being taken under the Ontario Career Colleges Act, 2005.