by-laws and policies for examinations and assessments · 8.04 a person ceases to become a candidate...

By-Laws and Policies for Examinations and Assessments

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Table of Contents

By-laws regarding examinations and assessments ................................................................................. 3

II – Certification .............................................................................................................................. 3

8.00 Certification Eligibility ........................................................................................................ 3

9.00 The Board’s Certification Process ....................................................................................... 5

10.00 The Board’s Equivalency Process .................................................................................... 6

11.00 The Dental Specialty Core Knowledge Examination ......................................................... 6

12.00 The Board/Royal College of Dentists of Canada Certificate ............................................... 6

III – Examinations/Assessments ....................................................................................................... 7

13.00 Written Examination ............................................................................................................ 7

14.00 Objective Structured Clinical Examination ............................................................................. 7

15.00 Repeating Written Examination and Objective Structured Clinical Examination ........................ 8

16.00 Assessment of Fundamental Knowledge ............................................................................... 9

17.00 Assessment of Clinical Skills ................................................................................................. 9

18.00 Assessment of Clinical Judgement ...................................................................................... 10

19.00 Dental Specialty Core Knowledge Examination (DSCKE) ...................................................... 10

20.00 Conduct ........................................................................................................................... 11

21.00 Appeals of the Written Examination, the Objective Structured Clinical Examination, the

Assessment of Fundamental Knowledge, the Assessment of Clinical Judgement and the Dental

Specialty Core Knowledge Examination ........................................................................................ 12

22.00 Appeals of the Assessment of Clinical Skills ......................................................................... 12

23.00 Petitions ........................................................................................................................... 13

24.00 Compassionate Appeal ...................................................................................................... 14

IV - Interpretation ......................................................................................................................... 14

25.00 Interpretation ................................................................................................................... 14

Assessment of Clinical Skills Appeal Process .................................................................................... 15

Compassionate Appeal process ....................................................................................................... 18

NDEB Examination and Assessment Policies ........................................................................................ 19

Dates and locations ....................................................................................................................... 19

Fees ............................................................................................................................................. 19

Results .......................................................................................................................................... 20

Other ............................................................................................................................................ 20


By-laws regarding examinations and assessments

II – Certification

8.00 Certification Eligibility

8.01 For the purposes of Sections II, III and IV and Appendices attached to these By-laws,

“Board” means the National Dental Examining Board of Canada;

“Accredited Program” means an undergraduate dental program offered by a university dental

institution recognized through an accreditation process approved by the Board or a mutual recognition agreement approved by the Board;

“Advanced Education in General Dentistry Program” or “General Practice Residency Program”

means a post graduate dental program approved through accreditation established by the Board

with reference to the Commission on Dental Accreditation of the American Dental Association;

“Assessment” means one or more examinations established by the Board as part of the Board Equivalency Process described in By-laws 10.00 to 10.04;

“Board Equivalency Process” means an Assessment process established by the Board (see By-laws 10.00 to 10.04) to determine whether a person who has graduated from a non-Accredited

Program is equivalent to a graduate of an Accredited Program;

“Certificate” means the certificate of qualification in the form prescribed by the Board and issued by the Board pursuant to an Act to Incorporate the National Dental Examining Board of Canada

(1952), 1 Elizabeth II, Chapter 69, as amended by (1973) 21-22 Elizabeth II, Chapter 55;

“Dental Residency Program” means a post graduate dental program approved through

accreditation established by the Board with reference to the Commission on Dental Accreditation of Canada;

“Dental Specialty Core Knowledge Examination” means an examination used to facilitate the admission process for entry into Dental Specialty Assessment and Training Programs (DSATP)

offered by some Canadian Faculties of Dentistry;

“Examination” means both the Written Examination and the Objective Structured Clinical Examination;

“Examiner” means a person who is appointed by the Board to develop, construct, validate, administer and evaluate all of the Examinations and Assessments offered by the Board;

“Graduate of an Accredited Program” means a person who has graduated from an Accredited

Program or who has successfully completed the Board Equivalency Process as described in By-

laws 10.00 to 10.04;

“Non-Accredited Program” means an undergraduate dental program offered by a university dental institution that has not been recognized through an accreditation process approved by the

Board or a mutual recognition agreement approved by the Board;


“OSCE” means the Objective Structured Clinical Examination set by the Board and described in By-laws 14.00 to 14.05;

“Qualifying Program” means a Qualifying or Degree Completion Program for graduates of non-

accredited university-based undergraduate dental programs recognized through an accreditation

process approved by the Board or a mutual recognition agreement approved by the Board;

“Written Examination” means the Written Examination set by the Board and described in By-laws 13.00 to 13.05.

8.02 For the purposes of these By-laws, “Candidate” for Board certification means a person who has

applied to the Board and who has demonstrated that they are:

A. a person who is a graduate of an Accredited Program and not more than sixty (60) months

has elapsed since the date of graduation;

B. a person who is a graduate of a Non-Accredited Program and who has successfully

completed a Qualifying Program and not more than sixty (60) months has elapsed since the date of such successful completion of a Qualifying Program;

C. a person who is a graduate of a Non-Accredited Program and who has successfully

completed the Board Equivalency Process and not more than sixty (60) months has elapsed since the date of such successful completion of the Board Equivalency Process;

D. a person who has failed either the Written Examination or OSCE three (3) times and has successfully completed the requirements described in By-law 15.02; or

E. a person, for the purpose of taking the Written Examination and OSCE described in By-laws

13.00 to 13.05 and 14.00 to 14.05, who is within three (3) months of his or her expected

graduation from an Accredited Program, or a Qualifying Program.

8.03 Persons who are more than sixty (60) months from the date of their graduation from an Accredited Program or successful completion of a Qualifying Program respectively, may apply to

the Board for special consideration to be a Candidate. Such applications will be considered on an

individual basis and the determination of the Board, or the Executive Committee acting for the Board, will be based upon the circumstances applicable to each individual applicant.

8.04 A person ceases to become a Candidate if they have not successfully completed the Written

Examination and OSCE within sixty (60) months of the date of their graduation and must apply for special consideration as described in By-law 8.03.

8.05 Persons described in By-law 8.02 E will be required to provide the Board with written documentation from the Dean of the Accredited Program or Qualifying Program in which they are

enrolled confirming their status of being within three (3) months of expected graduation or successful completion of the programs on the date established for the Examinations.

8.06 A person shall be ineligible to be a Candidate,

A. if the person’s licence to practise dentistry, issued by any Dental Licensing/Regulatory Authority, has been and/or is suspended or cancelled, or if the person is on probation within

any licensing jurisdiction, or


B. if the person has had their certificate cancelled or revoked pursuant to By-law 9.07.

9.00 The Board’s Certification Process

9.01 Persons who are Candidates under By-laws 8.02A, 8.02B, 8.02C, 8.02D, 8.02E or 8.03 shall be

granted a Certificate upon presentation of the following documentation:

A. Proper application to the Board which includes, if applicable, providing evidence to the

satisfaction of the Board that the Candidate is considered in good standing with all Dental Licensing/Regulatory Authorities in all jurisdictions in which the Candidate has been or is

currently registered or licensed;

B. Evidence to the satisfaction of the Board, of graduation from an Accredited Program,

successful completion of a Qualifying Program or successful completion of the Board Equivalency Process; and

C. Evidence to the satisfaction of the Board that the person has passed the Written Examination described in By-laws 13.00 to 13.05 and the OSCE described in By-laws 14.00

to 14.05.

9.02 Persons who pass the Written Examination and OSCE within three (3) months of their expected graduation from an Accredited Program or completion of a Qualifying Program and who do not

subsequently graduate from an Accredited Program or who do not complete a Qualifying

Program in the same year, will have their Written Examination and OSCE results held valid for eighteen (18) months from the date of successful completion of the Written Examination and

OSCE. Such Candidates will be granted a Certificate if they graduate from an Accredited Program or if they successfully complete a Qualifying Program within this eighteen (18) month period. If

a person passes the Written Examination and/or OSCE but does not graduate within eighteen

(18) months they must successfully complete the Written Examination and OSCE after they have graduated.

9.03 Persons who pass either the Written Examination or OSCE but fail or do not complete the other

Examination will have their pass result held valid for eighteen (18) months from the date of successful completion of the Written Examination or OSCE.

9.04 A person who has presented all of the documentation required in By-law 9.01 will be considered to have met the standards of the Board and qualified for certification and shall be entitled to

receive a Certificate. Such persons shall have their name entered in the NDEB Register.

9.05 The Board shall determine the format of a single type of Certificate to be issued to successful

Candidates. The Certificate shall be signed by the President or Vice-President/Treasurer and the Registrar and shall bear the corporate seal of the Corporation.

9.06 A person who has been granted a Certificate may not retake a Board Examination unless

requested to do so by a Provincial Dental Regulatory Authority. Persons taking a Board

Examination or Assessment at the request of a Provincial Dental Regulatory Authority are not NDEB candidates and shall not be issued a Certificate.

9.07 The Board shall immediately cancel and revoke a Certificate granted to a person who has:

A. engaged in fraud, dishonesty or other misconduct in connection with the process or conduct

of a Board Examination or Assessment,


B. not disclosed to the Board that their licence to practice dentistry, issued by any

Dental/Regulatory Licensing Authority, was suspended or cancelled prior to the Board granting such Certificate,

C. reconstructed through memorization, recollection or any manner of processing and reported

or published the exact wording or the substance of the wording of questions used in Board

Examinations or Assessments for the purpose of the person or any other person or entity preparing or assisting a candidate or participant to take the Board Examinations or

Assessments, or

D. violated intellectual property in the Board Examination and Assessment materials (“the materials”) by engaging, without the Board’s prior written express consent, in any of the

following acts with respect to the materials: reproducing; distributing; publishing; editing;

manipulating; translating; selling or offering for sale; whether alone or by adding answers, suggested answers, commentary, or any other additional content to the materials.

10.00 The Board’s Equivalency Process

10.01 Persons who are graduates of Accredited Programs who have failed either the Written

Examination or OSCE three (3) times or who are graduates of Non-Accredited Programs shall be eligible to apply for the Board Equivalency Process.

10.02 The Board Equivalency Process shall consist of the

A. Assessment of Fundamental Knowledge as described in By-law 16.00 to 16.07, B. Assessment of Clinical Skills as described in By-law 17.00 to 17.06, and

C. Assessment of Clinical Judgement as described in By-law 18.00 to 18.06.

10.03 Persons who successfully complete the Board Equivalency Process by passing the Assessment of

Fundamental Knowledge, the Assessment of Clinical Skills and the Assessment of Clinical Judgement as described in By-law 10.02, will be determined to be equivalent to a graduate of an

Accredited Program.

11.00 The Dental Specialty Core Knowledge Examination

11.01 Persons applying to the Dental Specialty Core Knowledge Examination shall provide evidence to the satisfaction of the Board:

A. that they have graduated from a university-based undergraduate dental program; B. that they have successfully completed a non-accredited specialty program affiliated with a

Faculty/College/School of Dentistry which is located in a University that is sanctioned by Government to award degrees. The specialty program must be a specialty recognized by the

Canadian Dental Association.

12.00 The Board/Royal College of Dentists of Canada Certificate

12.01 For the purpose of By-laws 12.02 and 12.03 inclusive, the following abbreviations and definitions shall apply:

"NDEB" means the National Dental Examining Board of Canada.


"RCDC" means the Royal College of Dentists of Canada.

"NDEB/RCDC Certificate" means the Specialist Portability Certificate granted jointly by the NDEB

and the RCDC.

"Fellow of the RCDC" means a person who has successfully completed the National Dental

Specialty Examination, has been awarded a Fellowship diploma, has graduated from a post-graduate program acceptable to the RCDC, and is associated with a specialty recognized by the

Canadian Dental Association or possesses special qualifications in the dental sciences, as may be determined by Council of the RCDC and has fulfilled all other requirements of the RCDC.

12.02 Fellows of the RCDC who have successfully passed the Board’s Certification Process described in

By-law 9.00 to 9.07 and who have received a Certificate shall,

A. be granted the NDEB/RCDC Certificate upon application to the Board within five (5) years of

becoming a Fellow of the RCDC, and B. have their names entered in the Register for Canada of Dental Specialists.

12.03 The Board and the RCDC shall determine the format of a single type of Certificate of Qualification to be issued to persons eligible to receive a certificate pursuant to By-law 12.02. The Certificate

of Qualification shall be signed by the President or Vice-President/RCDC Vice-President, and the Registrars of the Board and the RCDC. The Certificate of Qualification shall bear the corporate

seals of the Board and the RCDC.

III – Examinations/Assessments

13.00 Written Examination

13.01 The Written Examination shall consist of one (1) Examination taken in a one (1) day session or

such other duration as determined by the Board from time to time.

13.02 The Board may establish obligations for Candidates as a condition for taking the Written

Examination.

13.03 The passing standard for the Written Examination shall be established at the NDEB Annual

Meeting and shall be applied for a minimum of one (1) year from the day the passing standard is

established.

13.04 Results will be reported to Candidates as a Pass or Fail. Candidates who receive a Fail result will

also be given their equated, re-scaled score.

13.05 The Written Examination may be taken a maximum of three (3) times unless the Candidate

qualifies pursuant to By-law 15.02.

14.00 Objective Structured Clinical Examination

14.01 The Objective Structured Clinical Examination shall consist of one (1) Examination taken in a one

(1) day session or such other duration as determined by the Board from time to time.


14.02 The Board may establish obligations for Candidates as a condition for taking the Objective

Structured Clinical Examination.

14.03 The passing standard for the Objective Structured Clinical Examination shall be established at the

NDEB Annual Meeting and shall be applied for a minimum of one (1) year from the day the

passing standard is established.

14.04 Results will be reported to Candidates as a Pass or Fail. Candidates who receive a Fail result will

also be given their equated, re-scaled score.

14.05 The Objective Structured Clinical Examination may be taken a maximum of three (3) times unless

the candidate qualifies pursuant to By-law 15.02.

15.00 Repeating Written Examination and Objective Structured Clinical Examination

15.01 Subject to By-law 15.02, a person does not meet the definition of “Candidate” in By-law 8.02 if

they have failed either the Written Examination or the Objective Structured Clinical Examination

three (3) times.

15.02 A person who has failed either the Written Examination or the Objective Structured Clinical

Examination three (3) times, may be given the opportunity to re-apply to be a Candidate

provided they

A. successfully complete a Qualifying Program, an Advanced Education in General Dentistry

Program, a General Practice Residency Program or a Dental Residency Program

(hereafter “a Program”) which the person has enrolled in and taken subsequent to the

failures, and not more than sixty (60) months have elapsed since the date of successful

completion of such a Program,

or

B. successfully complete the Board Equivalency Process described in By-laws 10.03 and

10.04 and not more than sixty (60) months have elapsed since the date of successful

completion of the Board Equivalency Process.

15.03 A person who applies to become a Candidate under the circumstances described in By-law 15.02

must successfully pass both the Written Examination described in By-laws 13.00 to 13.05 and the

Objective Structured Clinical Examination described in By-laws 14.00 to 14.05 subsequent to

becoming a Candidate through the process described in By-law 15.02.


15.04 A person who has failed the Written Examination or the Objective Structured Clinical Examination

three (3) times, who avails themselves of one of the opportunities described in By-law 15.02 and

then subsequently fails the Written Examination or the Objective Structured Clinical Examination

three (3) additional times, will be ineligible to be a Candidate and to apply to take further NDEB

Examinations or Assessments.

16.00 Assessment of Fundamental Knowledge

16.01 The Assessment of Fundamental Knowledge is an evaluation in a multiple choice format. The

evaluation must be taken in a one (1) day session held in the morning and afternoon of the same

day or such other duration as may be determined by the Board from time to time.

16.02 The Board may establish obligations for Participants as a condition for taking the Assessment of

Fundamental Knowledge.

16.03 The passing standard for the Assessment of Fundamental Knowledge shall be established at the

NDEB Annual Meeting and shall be applied for a minimum of one (1) year from the day the

passing standard is established.

16.04 Results will be reported to participants as a Pass or Fail. Participants will also receive their

equated, re-scaled score.

16.05 The Assessment of Fundamental Knowledge may be taken a maximum of three (3) times.

16.06 A person who has failed the Assessment of Fundamental Knowledge three (3) times will not be

eligible to apply to retake the Board Equivalency Process described in By-laws 10.00 to 10.03.

16.07 A person must pass the Assessment of Fundamental Knowledge before proceeding to the

Assessment of Clinical Skills and the Assessment of Clinical Judgement.

17.00 Assessment of Clinical Skills

17.01 The Assessment of Clinical Skills is an evaluation of the skills of participants demonstrated

through simulated dental procedures performed on manikins in a clinical setting. The evaluation

must be taken in a two (2) consecutive day session or for such other duration as determined by

the Board from time to time.


Clinical Skills.

17.03 The passing standard for the Assessment of Clinical Skills shall be established at the NDEB

Annual Meeting and shall be applied for a minimum of one (1) year, from the day the passing

standard is established.


17.04 Results will be reported to participants as a Pass or Fail. Participants will also receive their score

for each requirement.

17.05 The Assessment of Clinical Skills in its entirety may be taken a maximum of three (3) times.

17.06 A person who has failed the Assessment of Clinical Skills three times will not be eligible to apply

to retake the Board Equivalency Process described in By-laws 10.00 to 10.04.

18.00 Assessment of Clinical Judgement

18.01 The Assessment of Clinical Judgement is an evaluation in the areas of Diagnosis, Treatment

Planning, Clinical Decision Making and Radiographic Interpretation. The evaluation shall consist

of a written Assessment taken in a one (1) day session or for such other duration as determined

by the Board from time to time.


Clinical Judgement.

18.03 The passing standard for the Assessment of Clinical Judgement shall be established at the NDEB

Annual Meeting and shall be applied for a minimum of one (1) year from the day the passing

standard is established.

18.04 Results will be reported to participants as a Pass or Fail. Participants will also receive their

equated, re-scaled score.

18.05 The Assessment of Clinical Judgement in its entirety may be taken a maximum of three (3) times.

18.06 A person who has failed the Assessment of Clinical Judgement three (3) times will not be eligible

to apply to retake the Board Equivalency Process described in By-laws 10.00 to 10.04.

19.00 Dental Specialty Core Knowledge Examination (DSCKE)

19.01 The Dental Specialty Core Knowledge Examination shall consist of one (1) component taken in a

one-half (1/2) day session or such other duration as determined by the Board from time to time.

19.02 The Board may establish obligations for participants as a condition for taking the Dental Specialty

Core Knowledge Examination.

19.03 Results will be reported as a score for each component.

19.04 The Dental Specialty Core Knowledge Examination may be taken a maximum of two (2) times.


20.00 Conduct

20.01 The integrity of the application process and the process or conduct of a Board Examination or

Assessment is paramount and must be maintained at all times. Any departure from such process

or conduct may result in immediate action or become the subject of subsequent action following

an investigation of the departure from such process or conduct.

20.02 If during an application process available to a person under these By-laws, the person’s

application documentation does not demonstrate the required qualifications, or a person

compromises, in any manner whatsoever, the integrity of the application process, then:

A. the Board official charged with reviewing the application may recommend to the

Registrar rejection of the application,

B. the Registrar shall inform the person who made the application of the rejection with

written reasons for such rejection, and

C. a person whose application has been rejected may submit a written appeal to the Board

and the Board shall hear any such appeal pursuant to the Board’s Application Rejection

Appeal Policy.

20.03 If during the conduct of an Examination or Assessment, a Candidate or Participant has

compromised, in any manner whatsoever, the integrity of the process or conduct of the

Examination or Assessment, then:

A. the Board official charged with overseeing the Examination or Assessment may

immediately dismiss the Candidate or Participant from the Examination or Assessment, or

B. the Board official charged with overseeing the Examination or Assessment, with the

assistance of Invigilators who observed the compromising activity, shall make a full,

written report to the Board’s Examinations Committee.

20.04 Any report and any other documents provided to the Examinations Committee pursuant to By-law

20.03B will also be provided to the Candidate or Participant alleged to have compromised the

integrity of the Examination or Assessment and the Candidate or Participant will be provided with

an opportunity to make a written submission to the Examinations Committee.

20.05 The Examinations Committee shall consider the written reports and submissions pursuant to By-

laws 20.03 and 20.04 at its next scheduled meeting and may determine that the integrity of the

Examination or Assessment process or conduct

A. was not compromised, or


B. was compromised and void the results of the Examination or Assessment of the

Candidate or Participant under investigation and, notwithstanding any other provision of

these By-laws, may deny the Candidate or Participant the privilege of taking or repeating

any further Examinations or Assessments.

20.06 Without restricting the generality of By-law 20.01, a Candidate or Participant shall be deemed to

have compromised the integrity of the Examination or Assessment process if, at any time, an

attempt is made directly or indirectly to contact Board Examiners outside the confines of an

Examination or Assessment, for any reason whatsoever. Any communication by a candidate or

participant, or a person on behalf of the Candidate or Participant, with the Board and its officials

must be made or directed to the Registrar.

20.07 The Board shall from time to time determine the manner of communicating the results of

Examinations or Assessments to Candidates or Participants. Results may be withheld from

Candidates or Participants who are under investigation or who have failed in any obligation made

to the Board as a condition of taking an Examination or Assessment.

21.00 Appeals of the Written Examination, the Objective Structured Clinical Examination, the Assessment of Fundamental Knowledge, the Assessment of Clinical Judgement and the Dental Specialty Core Knowledge Examination

21.01 Persons who have taken the Written Examination or the Objective Structured Clinical

Examination, or the Assessment of Fundamental Knowledge or the Assessment of Clinical

Judgement, or the Dental Specialty Core Knowledge Examination may, within three (3) months of

the release of results, may appeal to the Board to have their answer score sheets manually

checked against the answer key. Any such appeal must be accompanied by a filing fee as set by

the Board from time to time. The score for the person will be that produced by the manual

check. This score will determine whether a person passed or failed as established by By-laws

13.03, 14.03, 16.03, 18.03 and 19.03.

22.00 Appeals of the Assessment of Clinical Skills

22.01 Within three (3) months of the release of results, a person who has failed the Assessment of

Clinical Skills may make submissions in writing to the Appeals Committee of the Board setting out

the grounds for requesting to have the Fail changed. Any such appeal must be accompanied by

the filing fee as set by the Board from time to time.

22.02 If, on consideration of the appeal record as defined in the Assessment of Clinical Skills Appeal

Process (Appendix VIII), the Panel of the Appeals Committee determines that there was a

mistake of fact of such significance that it would have altered the appellant’s Fail, then the appeal

shall be upheld. The decision to uphold the appeal shall be final.


22.03 If, on consideration of the appeal record, as defined in the Assessment of Clinical Skills Appeal

Process (Appendix VIII), the Panel of the Appeals Committee determines that there was no

mistake of fact of such significance that it could have altered the appellant’s Fail, then the appeal

shall be dismissed. The decision to dismiss the appeal shall be final.

22.04 If, on consideration of the appeal record, as identified in the Assessment of Clinical Skills Appeal

Process (Appendix VIII), the Panel of the Appeals Committee determines, on a prima facie basis,

that there may have been a procedural issue with the conduct of the Assessment of Clinical Skills

for the appellant of such significance that it might alter the appellant’s Fail, then the appeal will

be referred to a second appeal hearing.

22.05 On an extraordinary basis, a Panel of the Appeals Committee may void the results of an

Assessment if there were circumstances in the administration of the Assessment beyond the

control of the person appealing that prevented the person from demonstrating their ability during

the Assessment. Any such determination by the Panel of the Appeals Committee shall include an

order to have the Assessment and appeal fees refunded and an order to permit the Appellant to

take the subject Assessment at the next available session.

22.06 The determination of the Panel of the Appeals Committee at the second appeal hearing will be to

either uphold or dismiss the appeal. The determination of the Panel of the Appeals Committee

shall be final and reported to the Board for information purposes only.

23.00 Petitions

23.01 Pursuant to By-law 20.03, a person who has had:

A. Examination or Assessment results voided by the Examinations Committee, or

B. Examination or Assessment results voided and who has been denied the privilege of

repeating an Examination or Assessment by the Examinations Committee may, within

one (1) month of the date of receipt of the notice of the aforesaid decision, petition in

writing the Executive Committee to review the decision referred to in A or B of this By-

law. Any such petition must be accompanied by the filing fee as set by the Board from

time to time.

23.02 Written submissions in support of a petition shall be limited to the issue of the compromising of

the integrity of the Examination or Assessment procedures in question and must not include any

other ground of review.

23.03 The Executive Committee shall consider the written submissions and may permit oral

submissions.

23.04 The Executive Committee’s determination shall be final.


24.00 Compassionate Appeal

24.01 A person who considers themselves disadvantaged either immediately before or during an

Examination or Assessment by a personal circumstance beyond the person’s control may, within

one (1) week of the event beyond the person’s control occurring, request that the Executive

Committee make a special consideration to void the results of the Examination or Assessment by

permitting the person to withdraw from the Examination or Assessment and grant permission for

the person to register for the Examination or Assessment at another scheduled session of the

Examination or Assessment. The person may also request special consideration for a refund of

up to fifty per cent (50%) of the fee or such other refund amount as may be determined from

time to time by the Board.

24.02 Any such request for Compassionate Appeal and special consideration for a fee refund must be in

writing and the person must describe the event or events, which caused the disadvantage in

sufficient detail to permit the Executive Committee to make a determination. The person must

also describe the reason for requesting special consideration for a refund and provide

documentation to substantiate the basis for the Compassionate Appeal.

24.03 The Executive Committee may grant the Compassionate Appeal only if satisfied that a personal

circumstance beyond the person’s control disadvantaged the person in taking an Examination or

Assessment. The determination of the Executive Committee shall be final and will be reported to

the Board for information purposes only.

IV - Interpretation

25.00 Interpretation

25.01 In these By-laws and in all other By-laws of the Board hereafter passed, unless the context

otherwise requires, words importing the singular number or the masculine gender shall include

the plural number and the feminine gender, as the case may be, and vice versa, and reference to

persons shall include firms and corporations.

25.02 These By-laws are available in both English and French, and both versions are of equal effect. In

the event of any inconsistency or error in translation between the English and French versions,

the English version prevails.


Assessment of Clinical Skills Appeal Process

1. Pursuant to By-law 22.01, a participant who has failed the Assessment of Clinical Skills may make

submissions in writing to the Appeals Committee of the Board setting out the grounds for

requesting to have the Fail changed. Any such appeal must be accompanied by the filing fee as

set by the Board from time to time.

2. Once the appellant’s written submission has been received, staff will verify that the appeal filing

fee has been paid.

3. Once payment has been verified, staff will prepare documents and materials (appeal record) for

distribution to the Appeals Committee.

4. The appeal record will be:

a. Appellant’s submission and any and all documents the appellant deems necessary

b. Report of Results for the grades under consideration

c. Typodonts with all Assessment teeth in position

d. Participant Communication Form

e. Invigilator Notes Form for participant

f. Any photographs taken during the evaluation of the appellant’s typodonts.

In addition, if a request has been made to change the grade for:

a. Infection Control, the Infection Control Grading Form shall be included;

b. Record of Procedure, the Record of Procedure Grading Checklist shall be included;

c. Rubber Dam, the Rubber Dam Requirement Grading Form shall be included.

5. The Chair of the Appeals Committee, pursuant to its Terms of Reference (Appendix V) will select

a three (3) member Panel to hear the appeal.

6. The Panel, having reviewed the appeal record, shall

a. (i) First make a determination whether any of the grades under consideration, initially graded as an “E” or a “D” could be changed to a higher grade, (ii) Then request Board staff to provide the grades that were not the subject of the appeal, and (iii) Then use all of the grades to determine whether the appellant’s “Fail” be altered.

b. On an extraordinary basis, may void the results of an Assessment if there were

circumstances in the administration of the Assessment beyond the control of the person

appealing that prevented the person from demonstrating their ability during the Assessment.


7. If, on the consideration set out in paragraph 6 above, the Panel determines that there was no

mistake of fact of such significance that it could have altered the appellant’s “Fail”, then the

appeal shall be dismissed. The decision to dismiss the appeal shall be final and reported to the

Board for information purposes only. The reasons for the determination made for each grade

under consideration will be included in the report of the appeal, which will also be provided to the

appellant.

8. If, on the consideration set out in paragraph 6 above, the Panel determines that there was a

mistake of fact of such significance that it alters the appellant’s “Fail”, then the appeal shall be

granted. The decision to grant the appeal shall be final and reported to the Board for information

purposes only. The reasons for the determination made for each grade under consideration will

be included in the report of the appeal, which will also be provided to the appellant.

9. In the event the Panel determines on a prima facie basis that there may have been a procedural

issue with the conduct of the Assessment of Clinical Skills for the appellant of such significance

that it might alter the appellant’s “Fail”, then the appellant’s results of the Assessment of Clinical

Skills will be referred to a second appeal hearing.

10. If the Appeal is referred to a second appeal hearing, then the following steps will be followed:

a. The appellant will be notified in writing of the decision within fifteen (15) days of the date of

the decision to proceed to a second appeal hearing. The appellant can, but is not required

to, appear in person at the second appeal hearing, with or without legal counsel,

b. The Chief Examiner of the Assessment of Clinical Skills will be notified in writing and given a

copy of the appeal record within forty-five (45) days from the date of the decision,

c. The Chief Examiner of the Assessment of Clinical Skills will provide written submissions on

the facts as presented in the appeal record within thirty (30) days from the date of the

decision,

d. Examiners and on site staff who had contact with the appellant during the Assessment of

Clinical Skills will be notified in writing and given a copy of the appeal record within thirty

(30) days from the date of the decision,

e. Examiners and on site staff who had contact with the appellant during the Assessment of

Clinical Sills will be asked to provide written submissions on the facts as presented in the

appeal record within sixty (60) days from the date of the decision,

f. The appellant will be provided with copies of any written submissions from the Chief

Examiner of the Assessment of Clinical Skills and the other Examiners and on site staff of the

Assessment of Clinical Skills. The appellant will be given thirty (30) days from the date of

being provided with copies of any written submissions from the Chief Examiner, other

Examiners and on site staff to make further written submissions.

g. The Panel shall schedule an appeal hearing within a reasonable time and provide the

appellant fifteen (15) days’ notice of the hearing.


11. At the second Appeal hearing before the Panel:

a. All persons who have provided written submissions may be invited to be present.

b. The appellant, alone or with counsel, will address the Panel first.

c. The Panel may invite Examiners to address the Panel.

d. The Panel can, at any time, address questions to any person addressing the Panel.

e. If any Examiner addresses the Panel, then the appellant, alone or with counsel, may make

final submissions to the Panel.

f. The determination of the Panel at the second appeal hearing will be to either uphold or

dismiss the appeal. On an extraordinary basis, the Panel may void the results of an

Assessment if there were circumstances in the administration of the Assessment beyond the

control of the person appealing that prevented the person from demonstrating their ability

during the Assessment.

12. The determination of the Panel shall be final.


Compassionate Appeal process

Within one week of the examination or assessment, a person who considered themselves

disadvantaged by a personal circumstance beyond their control may make a request for a

Compassionate Appeal to the NDEB.

Compassionate Appeal requests must be received by the NDEB in writing within one week (7

days) of the examination or assessment.

The Compassionate Appeal must be detailed and must describe the event or events which caused

the disadvantage. All relevant documentation must be provided.

The Compassionate Appeal must request that the results of the examination or assessment be

voided and that the person be permitted to withdraw from the examination or assessment.

The Compassionate Appeal may request a refund of up to 50% of the examination or assessment

fee.

Compassionate Appeals are considered by the Board or the Executive Committee acting for the

Board. The Board may ask the person for further documentation or explanation. The determination of the Board or Committee acting for the Board is final.

The decision of the Board or Committee will be forwarded to the person in writing by email.

Results of a Compassionate Appeal will not be given by telephone.


NDEB Examination and Assessment Policies

Subject to change

Dates and locations

The Written and OSCE Examinations will be held on the first weekend in March, the last weekend

of May and the third weekend of November.

The Assessment of Fundamental Knowledge will be held on the first Saturday in February

beginning in 2011 and on the second Saturday of August beginning in 2015.

The Assessment of Clinical Skills be held either the first or second weekend in June beginning in

2014 and the first weekend in December beginning in 2015.

The Assessment of Clinical Judgement will be held the Friday preceding the Assessment of

Clinical Skills in June beginning in 2013 and on the Friday preceding the Assessment of Clinical

Skills in December beginning in 2015.

The Dental Specialty Core Knowledge Examination will be held on the second Friday in

September beginning in 2015 and the second Friday in February beginning in 2016.

Centres will be established in Canada in several locations, provided there is an expectation of a

minimum of 25 participants/candidates at a location. If less than 25 participants/candidates register at a centre participants/candidates may be transferred to another centre.

The NDEB may establish Written Examination, OSCE, and Assessment of Fundamental Knowledge

centres outside of Canada. These locations must have acceptable security and an expectation of a minimum of 50 participants/candidates.

Centres are established one year in advance of the date of the assessment or examination.

Assessment of Fundamental Knowledge centres will be established at various Canadian locations.

The NDEB also intends to establish a centre in London, UK, New Zealand, and Hong Kong.

The NDEB will not accommodate transfer requests.

Fees

The application fee is payable once only and non-refundable. Individuals who complete an online

application more than once will be refunded the additional application fee(s) paid; however, will be subject to the administrative fee of $200 per additional application.

No assessment or examination fee will be refunded to an individual who commences an

assessment or examination and for any reason does not complete that assessment or examination.


Applicants to the Equivalency Process who were candidates in the former ODQ Equivalency

Process, former ACFD Eligibility Examination candidates and NDEB candidates must pay the

application fee.

Individuals who successfully complete the NDEB Equivalency Process are not required to pay the

application fee for the NDEB Certification Process.

Individuals who were participants in the NDEB Equivalency Process and subsequently complete a

Qualifying Program or Degree Completion Program are required to pay the application fee for the NDEB Certification Process.

A withdrawal fee of $250.00 per examination will be charged for withdrawal from an examination

after the registration deadline date but prior to the examination date, provided well documented evidence of illness or documentation of circumstances beyond a candidate’s control at the time of

withdrawal is supplied at the time of withdrawal.

A withdrawal fee of 25% per assessment will be charged for withdrawal from an assessment

after the registration deadline date but prior to the assessment date, provided well documented

evidence of illness or documentation of circumstances beyond a participant’s control at the time of withdrawal is supplied at the time of withdrawal.

All examination and assessment manual rescore fees are non-refundable.

Participants may request to cancel their Assessment of Clinical Skills Appeal; however, will be

subject to the administrative fee $200.

Results

The results for the Written and OSCE Examinations will be released as a “Pass” for successful

candidates and a test equated, rescaled score for unsuccessful candidates.

Results for the Assessment of Fundamental Knowledge and the Assessment of Clinical Judgement

will be reported to participants as a Pass or Fail. Participants will also receive their test equated,

rescaled score.

Results for the Assessment of Clinical Skills will be reported to participants as a Pass or Fail.

Participants will also receive their score for each requirement.

Other

Uploaded photographs that do not meet the application requirement will be deleted from the

online application and notification and instructions will be sent to the applicant by email. If an

acceptable photograph is not uploaded by the registration deadline date, registration will be cancelled and the appropriate withdrawal fees will apply.

Requests to change assessment or examination language must be received prior to the applicable

registration deadline date. No language changes will be made after this time.

Documentation received from a third party (eg. educational institution) will not be sent to the

applicant. All documents submitted by the university become the property of the NDEB and will not be returned.


The NDEB reserves the right to change the application requirements, certification requirements,

or instructions at any time.

The NDEB agrees to use its best efforts to ensure that examinations and assessments are

conducted at the time and place scheduled. Any cancellation or interruption of any examination or assessment caused by circumstances beyond the control of the NDEB, shall in no way render

the NDEB liable for any claim arising from such cancellation or interruption other than the refund of examination or assessment fees, which will be at the sole discretion of the NDEB.

The NDEB recognizes and affirms that the imposition and maintenance of measures that protect

the contents of test items comprising all NDEB written examinations and assessments from disclosure to persons other than candidates or participants at examination and assessment

sessions and to individuals responsible for the preparation, conduct and evaluation of the

examinations and assessments are vital to the continued fulfillment of the mandate of the NDEB.

by-laws and policies for examinations and assessments · 8.04 a person ceases to become a candidate...

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