Instruction Guide for Council Candidate Application Form

This guide will help candidates complete the Council Candidate Application Form.

The process to become a candidate in the Council election includes completing the following as part of this online application:

  • Part A: Application and Eligibility Questions;
  • Part B: Declaration for Council Candidates;
  • Part C: Council Skills Matrix Questionnaire.

It also includes completing Council Behaviour-based Questions:

  • Part D: Committee Skills Matrix Questionnaire;
  • Part E: Chair Skills Matrix Questionnaire (voluntary);
  • Part F: Diversity Self-Identification Questionnaire (voluntary); and
  • Part G: Uploading your curriculum vitae, and writing a brief written statement of interest setting out why you wish to run, your qualifications and relevant experience.

The Eligibility requirements for election are set out in article 7.2.4 of By-law #7.

The application will take between 45-60 minutes to complete. If you leave the application and return to it later on the same device using the same IP address, your progress will be saved. The due date is Friday, September 23, 2022 at 4:00 p.m.  All information provided must be complete and accurate as of the eligibility date, which is September 23, 2022. If you have any additional questions after reading this guide, please email College staff at elections@rcdso.org.

Dentists who wish to stand as a candidate for election must first have their competency to serve as a Council member determined by the Eligibility Review Committee (ERC), an external committee comprised of individuals with significant regulatory and governance expertise. This is eligibility criterion in the by-laws and is required for all new candidates who have not previously been assessed by the ERC.

The ERC may review the application and any supporting materials, and candidates will participate in a brief virtual interview with the ERC as part of the competency-based assessment process. The ERC will communicate its decision in writing to applicants on or before October 31, 2022. Click here to view the list of competencies to be an effective member of Council.

If you were approved by the ERC as a candidate in 2020, your competencies do not have to be reviewed again at this time as they have not changed; however, you must still complete Parts A, B, C (Skills Matrix Questionnaire only), D, and G. Parts E and F are voluntary. 

If you become a Council member, the information contained in the application may also be considered by the Nominations Committee to help inform committee and/or chair appointments in January.

Question instructions and background

(Read in conjunction with corresponding online application form questions)

  1. No instructions needed. 
  2. No instructions needed.
  3. Electoral districts are defined in Appendix 28.3 of the By-Laws. If you do not know your electoral district contact elections@rcdso.org. If you practise in more than one electoral district, you may choose which electoral district you wish to stand for election. If you do not practise, you may run for election in the district where you live. You must list a district number on the form. You may only stand for election in one electoral district.
  4. The by-law sets out that all candidates involved in an election will receive a mailing list and two sets of labels for campaigning purposes. In order to avoid paper waste, we are providing these only to candidates who opt in via the application and they will be sent by November 1. Many candidates have been choosing instead (or in addition) to campaign via an electronic platform/website and links to this information can be included on the ballot. Campaigning can only begin once the Registrar has announced the slates (lists of candidates).
  5. No instructions needed.

Part A: Application and Eligibility Questions

Answer these questions with information that is accurate as of the eligibility date, which is September 23, 2022.  Certain responses to the questions may mean you are not eligible. You will be advised of this once your application is reviewed by College staff.

For other responses, we may need to contact you for more information and eligibility may need to be determined by a College committee. Email elections@rcdso.org with any questions about the eligibility requirements.

  1. No instructions needed.
  2. No instructions needed.
  3. The online module Orientation Training: Council/Non-Council Committee Positions is an eligibility requirement that must be completed by all dentists who wish to serve on Council. While the course must be completed by September 23, 2022 at 4:00 pm, you are strongly encouraged to complete the module before beginning to complete the online Application Form. The Orientation Training includes information about eligibility, duties/expectations and the mandate of the Council and Committees, which will help you complete the Form. As the course is new, ALL applicants must complete it, including current Council members and those who previously completed the old course. The course takes about 45 minutes to complete and will be helpful to ensure your goals align with the established duties, obligations and expectations of Council/Committee members.
  4. A dentist who has not met all of the requirements relating to the College quality assurance program is not eligible for election to the College Council. This includes any mandatory continuing education requirements and, if the dentist has been selected to complete it, the successful completion of the Practice Enhancement Tool (PET). If you are unsure if you have met all of the requirements, please contact the quality assurance department at CE@rcdso.org for CE enquiries and/or PET@rcdso.org for PET enquiries.
  5.  You are not eligible for election to the College Council if you are in default of fees or owe money to the College or have not completed and returned any forms required by the Regulation. 
  6. See above. 
  7. You are not eligible for election to the College Council if you are the subject of an interim order. An interim order is made by a panel of the Inquiries, Complaints and Reports Committee, imposing terms, conditions, limitations or restrictions on a dentist’s ability to practise or suspending the ability to practise pending the outcome of a matter, including the investigation of a complaint or a report or a discipline or fitness to practise matter where there is a likely risk of harm or injury to patients.
  8. A dentist whose certificate of registration is subject to a term, condition or limitation, other than one applicable to all dentists holding that class of certificate, is not eligible for election to the College Council.
  9. A dentist who has a notation on the Register of an Undertaking resulting from a matter before the Inquiries, Complaints and Reports Committee or Discipline Committee or a notation of a finding of negligence by a court is not eligible for election to the College Council, unless the dentist has made an application to the Eligibility Review Committee (ERC) on or before September 23, 2022 and the ERC has deemed the person to be eligible based on the criteria set out in sections 7.2.5-7.2.8 of the by-laws.  If the ERC has previously considered this issue and deemed you eligible, you need not apply again.
  10. A dentist who is subject to an undertaking in relation to a fitness to practice matter (whether or not listed on the Register) is not eligible for election to the College Council, unless the dentist has made an application to the Eligibility Review Committee (ERC) by September 23, 2022 and the ERC has deemed the person to be eligible based on the criteria set out in sections 7.2.5-7.2.8 of the by-laws. If the ERC has previously considered this issue and deemed you eligible, you will not be assessed by the ERC again.
  11. A dentist who has been ordered to receive a caution and/or been required to complete a Specified Continuing Education or Remediation Program (SCERP) by a panel of the Inquiries, Complaints and Reports Committee on or after October 1, 2015 is not eligible for election to the College Council, unless the dentist has made an application to the Eligibility Review Committee (ERC) on or before September 23, 2022 and the ERC has deemed the person to be eligible based on the criteria set out in sections 7.2.5-7.2.8 of the by-laws. If the ERC has previously considered this issue and deemed you eligible, you will not be assessed by the ERC again.
  12. A dentist who has been ordered to receive a caution or complete remedial training in the area of professional boundaries is not eligible for election to the College Council, and cannot be deemed eligible by the Eligibility Review Committee (ERC).
  13. A dentist who is currently the subject of a Registrar’s investigation and/or the subject of an incapacity inquiry is not eligible for election to the College Council.
  14. A dentist who is currently the subject of a disciplinary or incapacity proceeding is not eligible for election to the College Council. 
  15. A dentist who has been the subject of an Order of a Discipline Committee, is not eligible for election to the College Council, unless the dentist has made an application to the Eligibility Review Committee (ERC) on or before September 23, 2022 and the ERC has deemed the person to be eligible based on the criteria set out in sections 7.2.5-7.2.8 of the by-laws. This applies to all Orders of a Discipline Committee in any jurisdiction, related to dentistry or any other profession, whether or not the decision was published. If the decision is not a decision of the RCDSO, please email elections@rcdso.org with details of the finding and penalty. If the ERC has previously considered this issue and deemed you eligible, you will not need to be assessed by the ERC again.
  16. A dentist who has been the subject of an Order of the Fitness to Practise Committee is eligible for election to the College Council once all aspects of the Order have been complied with. This to all Orders of a Fitness to Practise (incapacity) Committee in any jurisdiction related to dentistry or any other profession, whether or not the decision was published. If the decision is not a decision of the RCDSO, please email elections@rcdso.org with the details.
  17. A dentist who is currently facing charges under the Criminal Code (Canada) or the Controlled Drugs and Substances Act is not eligible for election to the College Council. 
  18. A dentist who has a finding of guilt under the Criminal Code (Canada) or Controlled Drugs and Substances Act is not eligible for election to the College Council, unless the dentist has made an application to the Eligibility Review Committee (ERC) on or before September 23, 2022 and the ERC has deemed the person to be eligible based on the criteria set out in sections 7.2.5-7.2.8 of the by-laws. If the ERC has previously considered this issue and deemed you eligible, you will not be assessed by the ERC again.
  19. A dentist who has ever been disqualified from sitting on Council as a result of a breach of the Code of Conduct for Council Members or the Conflict of Interest By-law is not eligible for election to the College Council.
  20. A dentist who is currently a party to a legal proceeding against the College (such as a lawsuit or application) is not eligible for election to the College Council. 
  21. A dentist is eligible to stand for election only if a period of at least three years has elapsed since serving as a dental consultant to a third party benefits provider.
  22. A dentist is only eligible to stand for election if a period of at least three years has elapsed since serving in such a role in any organization, association or group whose mandate in any way conflicts with the College’s mandate to regulate dentists in the public interest. Please describe the particulars. Include the terms of reference of the organization and any other particulars about the specific role/position served. College staff may follow up for more information. Please note that this information may be reviewed by a College Committee to determine your eligibility.
  23. A dentist who has been elected to the Council in four consecutive elections is not eligible for election until an election is held which is more than five calendar years after the dentist was last elected. For example, a dentist who was first elected to the Council in December 2014 and then was subsequently elected in 2016, 2018 and 2020, is not eligible to stand for election again until December 2026. A by-election shall be counted for the purposes of determining eligibility under this provision. If the number of consecutive terms served or the date of the last election is not known, email the College at elections@rcdso.org.
  24. You are eligible to stand for election if a period of at least six years has elapsed since you were last employed by the College as a salaried employee. If the date of last employment with the College is not known, contact elections@rcdso.org or the College’s human resources department. A dentist in a casual role such as a paid monitoring officer, facility inspector, mentor or expert is not considered an employee for the purposes of this provision, unless they receive a regular salary from the College.

Part B: Declaration for Council Candidates

  1. The declaration is an eligibility requirement and must be completed by all candidates along with the other sections of the application by September 23, 2022 at 4:00 pm. You must check all boxes for this question to be considered complete and to be able to proceed to the next page of the application.
  2. The acknowledgment and agreement shall remain in effect until your term as a Council member expires. This agreement and your obligations with respect to confidentiality continue indefinitely.

Part C: Council Skills Matrix

  1. All candidates are required to self-assess their ability and experience against the competencies listed. The list of competencies to be an effective member of Council can be found here. This information will be used to inform the ERC’s competency-based assessment, identify gaps with respect to the full Council complement, as well as opportunities for training and development of Council members. Ensure you select a single answer for each row in order for the question to be considered complete.
  2. All candidates are required to answer these technical skills questions to ensure that they have the technical specifications to fully participate in meetings and perform the functions of a Council/committee member.

34.- 42. New Council candidates are required to answer a series of behaviour-based questions. Incumbent Council members and those previously approved as candidates by the Eligibility Review Committee are not required to answer them.

Part D: Committee Skills Matrix

  1. All candidates must complete these questions and indicate their preferences for committees on which they wish to serve. Candidates are able to rank as many as five they are interested in. While preferences will be considered, they may not be granted as the College moves to adopt a competency-based assessment process and to improve diversity and equity on committees. Committee competencies are here. You can also find more information on time commitments for Council members and descriptions of College committees. This questionnaire will be reviewed by the Nominations Committee, who is responsible for recommending a slate of appointments of Committee members to Council for approval, which takes place in January. All applicants must complete the behavior-based questions, including those currently serving on Council and/or committees.
  2. No instructions needed.
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  4. Please self-assess your ability and experience against the committee competencies listed. Ensure you click a single response for each row for the question to be considered complete.
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Part E: Chair Skills Matrix Questionnaire

  1. This section is voluntary. Council members are not required to chair a committee. However, candidates are encouraged to express interest if they are willing and able to do so.
  2. No instructions needed.
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  4. Self-assess your ability and experience against the chair competencies listed. Ensure you select a single answer for each row in order for the question to be considered complete.
  5. & 55. No instructions needed.

Part F: RCDSO Council and Committee Diversity Self-Identification Questionnaire (Voluntary)

  1. – 70. This section is voluntary and your response to each question is voluntary. Self-identify according to your comfort level. If you would prefer not to answer any or all questions, please select “I prefer not to answer” for each respective question.

This section is intended to collect information on prospective Council and Committee members to identify gaps in representation, inform recruitment strategies, and enhance onboarding and training requirements. For more information, please review the Frequently Asked Questions.

Your information will be stored securely and kept private and confidential. Your personal information shall not be accessible by anyone beyond the Eligibility Review Committee and/or Nominations Committee and authorized College staff. Committee members and staff are bound by confidentiality provisions set out in the Regulated Health Professions Act, 1991, including those set out in section 36 and section 40 of that Act. The College will comply with legal obligations for privacy and confidentiality, and would limit any disclosures to aggregate data that is de-identified. For more information please see the College’s Privacy Policy.

Part G: Curriculum Vitae and Written Statement of Interest

  1. Candidates are required to upload a current curriculum vitae as one of the following file types: PDF or .doc (Word). The maximum file size is 16MB. 
  2. Candidates are required to write a brief statement of interest no longer than 800 words setting out why they wish to run, their qualifications and relevant experience.
  3. Confirm that the information you provided in the application form is complete and accurate as of the eligibility date, which is September 23, 2022.

Thank you for your interest in serving on the Council of the Royal College of Dental Surgeons of Ontario. The Eligibility Review Committee will communicate its decision in writing to applicants on or before October 31, 2022 and the Registrar will communicate with you at that time about the slate of candidates in your district.