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Throughout the year, the Quality Assurance (QA) Committee conducts audits to monitor compliance with program requirements and provide education for ongoing improvement, when necessary. A QA Audit is a holistic review of your Self-Assessment and Continuing Professional Development (CPD) participation throughout a given 2-year cycle.

AUDIT SELECTION

Registrants may be selected to participate in a QA Audit by:

• Random or stratified random sampling
• Failing to submit a Declaration of Completion
• Targeted selection to follow up on concerns identified during a previous audit or assessment

You’ll be notified by email if you’re selected for a QA audit, along with instructions.

AUDIT SUBMISSION GUIDELINES

Audit submissions must include the following materials to allow the QA Committee to accurately and efficiently assess your records. Submissions that do not contain the required information may be returned to you for resubmission or may result in action being taken by the Committee.

• CPD tracking sheet for your most recently completed two-year cycle (e.g., July 1, 2024 – June 30, 2026)
• Supporting documentation to verify participation in the recorded activities
• The Professional Development Plan completed in your previous Self-Assessment Guide (e.g., if audited for the 2024-2026 cycle, submit the plan from your 2024 Self-Assessment Guide)
• Your most recently completed Self-Assessment Guide (e.g., 2026)

Submission Format:

• All documents must be submitted electronically in PDF format as individual files. If you are unable to submit materials electronically, please contact qualityassurance@cpbao.ca.
• Electronic files should use the following naming convention:
  Event Name/Activity Description – Date Completed (Example: Barbara Wand Seminar – June 13, 2025).
• Supporting documents must clearly indicate which activity they are related to from your tracking sheet.

AUDIT SUBMISSION TIPS

• The activity details and supporting records must reflect the participation requirements for your certificate type/status and what was reported in your Declaration of Completion.
• Only activities completed within the two-year cycle may be applied towards your requirements
• To provide enough detail, consider what information would be needed to verify participation and convey what you learned:
  • E.g. If reporting supervision hours, identify the supervisee, date and length of each meeting, and a general description of each interaction or discussion.
  • Be sure that the activity description clarifies how you found the activity beneficial to your professional development, and how it satisfies any content requirements you may be claiming, e.g. EDI, Ethics and Jurisprudence.
• Be wary of using acronyms that may not be widely known.

SUPPORTING DOCUMENTATION TIPS

• If you have retained multiple supporting documents for a single activity, please submit only one document that provides the clearest information regarding your attendance or completion.
• Supporting documentation may include certificates of completion, course agendas or registration receipts, and correspondence confirming events (e.g., e-mails confirming attendance at grand rounds or attestation letters for your involvement in a professional board/association/committee).
• Do not include supporting documentation for activities that have not been recorded and categorized on your CPD Tracking Sheet – these will not be applied towards your requirements.

• The following hierarchy is provided:
  • CE Certificate from event/activity organizer
  • Registration or attendance confirmation records or e-mails addressed to you, including the event/activity name and date
  • Activity materials created by, or provided to, you (e.g., a poster presentation, slide deck, draft of written or edited article or link to published text, etc.)
  • Text citations, DOIs, weblinks or abstracts of journal articles
  • Dated activity or self-study notes

• Forms of supporting documentation that are not appropriate:
  • Copyrighted materials, tools or presentations
  • Photos or digital scans of hard copy books
  • Complete texts you have published, edited or read (e.g., a copy of a full article, book or test manual)
  • Records with client-identifying information, such as for reporting supervision, consultation, or outcome monitoring