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FAQ - Entry on the Roll and updating your file

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Read the valuable information on applying for entry on the Roll and updating your file.

To make it easier to find the information you’re looking for, here are the different sections of this FAQ, in alphabetical order:

 

Access to the reserved section and security

We recommend that you use a computer or a tablet and Google Chrome to access the reserved section of the OIIQ website.

The process for creating and/or recovering a password uses the best practices in terms of security, so as to protect access to your information.

Here is how it works:

  1. Access the login page of the reserved section to request a password.
  2. Then click on Forgot your password? or No password, enter your user code, check the “I am not a robot” box and click on Send. You will have to enter your date of birth, and then click on Send.
  3. Shortly after sending your request, you will receive an e-mail with a temporary password and instructions.

Check to make sure that this e-mail does not end up in your trash by accident. 

For proper security, your password must now contain eight characters, including three of the following:

  • a lowercase letter
  • an uppercase letter
  • a number
  • a special character (*$-+?_&=!%{}/)

The update to the reserved section last year was an opportunity for us to ensure that we apply the best practices to protect your information in this section. To do so we changed the management of passwords, for greater security.

Continuing education

For complete information on the professional continuing education standard, see the Frequently Asked Questions on continuing education (in French only).

Employers and places of work

Tell your employer that the only reliable way of verifying that you are authorized to practise nursing is to check online, at www.oiiq.org/droitexercice.

  1. Go to the reserved section by clicking on the lock symbol at the top of the home page of the OIIQ website.
  2. In the “Professional practice” section of the Annual Declaration or the update of your file, indicate the date (year-month-day) when you left the job(s) previously listed in your file.
  3. Then go to the + symbol (“Add a position”) on your Annual Declaration form and enter all the required information regarding your new job.

  4. If you have to change the information concerning an employer in particular, click on the Change button and go to the appropriate box and make the change. Then click on the Save button.

 

A nurse who works as a salaried employee agrees to work for an employer other than herself in exchange for wages. The employer supervises the work and exercises some control over the employee. A salaried nurse is generally granted certain fringe benefits.  

A nurse in private practice works for herself. She provides specific professional services for certain clients, either under a direct agreement with the client or under a service agreement with a third party. She keeps and updates her own equipment, books and registers and sets her professional fees. Any nurse who owns a business is considered to be in private practice and may employ other people to provide services for her clients. A nurse in private practice must indicate the name of her business or her own name, as applicable, whether she works alone, with employees or in association with others.  

You have to declare your place of work. If your employer is a CISSS or a CIUSSS and you are working at one of its institutions, indicate the name of the institution.

E.g., Résidence Avellin-Dalcourt and not the CISSS or CIUSSS. If you are working at the headquarters or administrative offices of the CISSS or CIUSSS, however, indicate the name of this CISSS or CIUSSS as your employer.

If you are working at more than one institution, indicate the name of the main institution.

Since you have the same employer, simply indicate your new position or your new field of practice using the table of codes.

  1. Go to the reserved section by clicking on the lock symbol at the top of the home page of the OIIQ website.
  2. In the “Professional practice” section of the Annual Declaration or the update of your file, click on the Change button and go to the appropriate box and make the change. Then click on the Save button.

Hours devoted to professional nursing activities

If you are practising one of the 17 reserved activities, you are a nurse. Some categories of nurses who do not work directly with patients are nonetheless considered to be practising the nursing profession, e.g. research nurse, nurse in a pharmaceutical company, nursing care manager, nursing teacher (even if you do not supervise clinical internships), manager of a private residence, health care and services consultant, etc. 

Hours that can be declared:

  • You are practising one of the 17 reserved activities;
  • You are a research nurse, nurse in a pharmaceutical company, nursing care manager, nursing teacher (even if you do not supervise clinical internships), manager of a private residence, health care and services consultant, etc. 

Hours that cannot be declared: 

  • You are working as a natural caregiver;
  • You are acting as a foster family.

If you are not sure, contact the Direction, Registrariat et examens.

Indicate all the hours devoted to professional nursing activities, but do not include any absences and work stoppages such as maternity, sick or unpaid leave, even if you have a position or have declared an employer. You cannot include hours as a natural caregiver or foster family. 

If you wish to update the information in your file, meaning that you will be making changes to previous declarations, the employer(s) concerned must send us proof of your employment during those periods by completing the Attestation of hours worked form, confirming the hours devoted to professional nursing activities and returning it directly to the Direction, Registrariat et examens at actualisation-br@oiiq.org. Since you signed your previous declarations to confirm that the information they contained was accurate, we cannot amend this information simply at your request.

The Order uses the information entered in section 5, and in section 4 of the Annual Declaration, to identify members who may be subject to the Regulation respecting periods of refresher training and refresher courses nurses may be required to serve. Please answer these questions very carefully, to avoid administrative problems.

I will not be practising in 2017-2018

If you do not plan to practise the profession between April 1, 2017 and March 31, 2018, you do not need to be entered on the Roll. However, you should check with your employer. We ask that you complete your Annual Declaration whether or not you plan to apply for entry on the Roll. 

Update all the information in your OIIQ file, in particular by completing your Annual Declaration in the reserved section. This information is essential to help the OIIQ formulate positions on issues of importance to the nursing profession. 

Mandatory annual declaration

Your Annual Declaration contains many details that you are legally required to provide to the Order, in particular concerning your professional domicile (place of work), your employers, the number of hours you practised in the past year, and your hours of continuing education. You are also required to inform the Order if you have been convicted of a criminal, penal or disciplinary offence. This is why you must complete the Annual Declaration form before you can be entered on the Roll: it is a matter of public protection.

Before starting the process, make sure you have your permit number, the number of hours of continuing education you completed between January and December of the previous year, and the number of hours you worked over this same period.

Yes. We recommend that you complete your Annual Declaration as soon as possible and plan to pay your assessment on the date that suits you best, keeping the terms of payment and payment deadlines in mind. 

Some information has to be updated annually, such as the number of hours of practice and of continuing education, and the obligation to inform the Order if you have been the subject of a judicial, disciplinary or penal judgment.

Means of payment

Please note that personal cheques are no longer accepted as a means of payment for entry on the Roll. Several other means of payment are possible, however:

Online: credit card and bank transfer.

In person: cash, debit card, certified cheque, personal money order, bank draft, money order or credit card.

By mail: certified cheque, personal money order, bank draft, money order or credit card.

You must have completed your Annual Declaration and your payment must have been cashed by the Order by 5 p.m. on March 31, 2017. This means that you must use a payment method that allows the Order to cash your payment by this deadline. You have several payment options:

  Online In person
Deadline for different means of payment
Credit Card 5 p.m on March 31 5 p.m. on March 31
Bank Transfert 11:59 p.m. on March 26 N/A
Debit Card N/A 5 p.m. on March 31
Cash N/A 5 p.m. on March 31
Bank Draft N/A 5 p.m. on March 31
Money Order N/A 5 p.m. on March 31
Certfied cheque N/A 5 p.m. on March 31

 

» For the address of the OIIQ and its office hours

If you do not respect the above terms of payment and deadlines, you will be charged late fees of $50 and you will not be entered on the Roll until after the Order has cashed payment of these late fees and other amounts due. In other words, you will not be able to work as a nurse. It is a question of fairness toward the other members who have paid their fees on time.

The administrative management was problematical, as the Order had to deal with unidentified cheques, some postdated after March 31, NSF cheques and so on. Payment by cheque also meant postal delays that were not always taken into account by members. In addition, depending on the financial institution, it could take up to two weeks before the cheque was finally cashed by the Order, complicating members’ entry on the Roll. 

Credit cards are the only means of online payment accepted if:

  • this is the first time you have applied for entry on the Roll;
  • you are returning to practice after a break (e.g., maternity leave, striking off the Roll, etc.).

On the other hand, if you are in either of the above situations and you apply for entry on the Roll in person at OIIQ Head Office, you may use any of the following types of payment:

  • cash, debit card, certified cheque, personal money order, bank draft, money order or credit card.

Payments by bank transfer can take several days, and are excluded so as to allow the application of sections 45 and 45.1 of the Professional Code

Under these sections the Order can refuse to enter a person on the Roll after analyzing her file, if she has been convicted of a criminal, disciplinary or penal offence while she was not entered on the Roll. The Order cannot cash her payment until she has answered the questions in the Annual Declaration. 

The following institutions allow you to pay your assessment by bank transfer:​

  • Desjardins
  • National Bank 
  • BMO Bank of Montreal 
  • RBC Royal Bank
  • TD Canada Trust

To transfer funds electronically, go to your financial institution’s website. You will have to add the OIIQ to your bill payees, using the 17-digit reference number shown on your notice of assessment. Note that you will not have to add the OIIQ again for entry on the Roll in coming years. 

If ever you forget the reference number you need to make your payment by bank transfer, you can find it easily by going to the reserved section and choosing Annual Notice of Assessment (payment) 2017-2018. Your reference number appears in your Notice of Assessment.  

Mistral

No. Since we have standardized the access procedure for Mistral and the reserved section, you must now use the same e-mail. Note that this does not change anything for students with a Mistral profile.

Since it is the same system, if you change your password in Mistral it will automatically change the password for the reserved section. If you change it you must make sure that it meets the criteria for a secure password. It must contain eight characters, including three of the following: 

  • a lowercase letter
  • an uppercase letter
  • a number
  • a special character (*$-+?_&=!%{}/)

For more information, see the Frequently Asked Questions about Mistral (in French only).

No more attestation of entry on the Roll (AIT)

This attestation (AIT) is a card that was issued every year. The Order stopped issuing it on October 30, 2015, for renewals or new entries on the Roll. The purpose of the card was to show that you were entered on the Roll for that year. But since your status as a nurse can change during the year, the card didn’t actually prove to your employer that you were authorized to practise nursing.

Your employer has been informed that the only way of verifying that you are authorized to practise is to check online, at www.oiiq.org/droitexercice.

This page is updated daily.

The invoice confirming your entry on the Roll comes with a detachable card that you can use to show that you are an OIIQ member. Note that this card cannot be used to prove to your employer that you are authorized to practise nursing.

Your employer has been informed that the only way of verifying that you are authorized to practise is to check online, at www.oiiq.org/droitexercice.

No. Your employer has been informed that the only way of verifying that you are authorized to practise nursing is to consult the online tool for verifying your right to practise, at www.oiiq.org/droitexercice.

When you pay online, we will e-mail you an invoice once we have cashed your payment. This invoice will also contain your confirmation of professional liability insurance and a detachable card that you can use to take advantage of benefits offered to members by OIIQ partners. You can use this invoice as your income tax receipt.

Payment deadlines

The deadline depends on the means of payment you choose.

>> Credit card: March 31/5 p.m.
There is no delay if you pay by credit card. If you make your payment by 5 p.m. on March 31, you will be automatically entered on the Roll. Credit cards are the ideal means of payment online, since the payment can be confirmed immediately.

>> Bank transfer: March 26/11:59 p.m.
If you use this means of payment, it must be completed by 11:59 p.m. on March 26. This is to allow your financial institution time to send your payment to the Order.

If you do not respect the above terms of payment and deadlines, you will be charged late fees of $50 and you will not be entered on the Roll until after the Order has cashed payment of these late fees and other amounts due. In other words, you will not be able to work as a nurse. It is a question of fairness toward the other members who have paid their fees on time.

Retirement from the nursing profession

To inform the OIIQ that you are retired, you must complete your Annual Declaration one last time, indicating an employment cessation date for all the employers in your file. Unfortunately, there is no way for you to enter a future date as your employment cessation date. If that is your case, you will have to update your online file once you actually leave your position, to tell us that you are now retiring. As soon as no employer is active in your member file, the “retired” option will appear in the “Not practising” section. You do not have to pay fees for entry on the Roll once you have informed the OIIQ in your Annual Declaration that you have retired.

For the 2017-2018 Roll, the OIIQ is introducing a new “inactive member” category. It allows you to use the title of “retired nurse” as well as other benefits. If you are no longer performing any professional activities reserved to nurses and you do not hold a position requiring that you be a nurse, you can apply to be an inactive member and pay 25% of the regular assessment. For more information, see the Inactive member category on our website.

Many nurses remain active in the profession, even after retiring from their position with their main employer. After all, retired, particularly in the healthcare system, does not necessarily mean that you have retired from the profession. If that is your case, simply indicate your last date of employment with your main employer and declare your new activities, whether you are practising as a volunteer or for pay. 

If you wish to perform any of the 17 professional activities reserved to nurses (in French only), you must apply for entry on the OIIQ Roll and pay the entire annual assessment, so as to be granted full right to practise.

​Updating your file

Between the time you are entered on the Roll and the time your file is updated, you may have been convicted of a criminal, penal or disciplinary offence. The Order must be informed of this, for public protection, so that your case can handled in accordance with section 55.1 of the Professional Code.

In its correspondence, the Order uses your last and first names as they are shown on your birth certificate. If you want to make any changes, you must officially change your name by contacting the Bureau de l’état civil and mail us the original. It will be returned to you after your request has been processed. Some married women also use their husband’s name in addition to their own. If you wish to remove your husband’s name, simply submit a request online when completing your Annual Declaration or updating your file, in the reserved section. 

Verification of the right to practise

Your employer has been informed that the only way of verifying that you are authorized to practise nursing is to consult the online tool for verifying your right to practise, at www.oiiq.org/droitexercice.