NDHCE Application Policy

Updated September 3, 2020

1. Completion and Submission of an Application

1.1 The NDHCE application form is available online or to download from the NDHCB website.

1.2 A new application form must be submitted each time a candidate wishes to be tested.

1.3 All information requested on the application form must be legibly provided. The National Dental Hygiene certificate for a passing candidate is prepared in the name provided on the application. To avoid complications in qualifying for registration or licensure, candidates must use their legal names.

1.4 A completed application form must be accompanied by the appropriate examination fee and a digitized photograph (taken within the last six months). If the application is sent by mail, a passport-size photograph and all documentation required to establish eligibility must be submitted.

1.5 An application must be received on or before the application deadline date unless an extension is granted in writing by the Chief Executive Officer (CEO) under exceptional circumstances.

1.6 The NDHCB will promptly confirm the receipt of the application form and payment of fees. When their eligibility to write the NDHCE is confirmed the candidate will receive another email asking them to login and select a specific date and time from the list of available options.

1.7 Any request by a candidate to change a time slot must be done online before the booking session is closed.

1.8 For online proctored examinations, candidates who are writing in the same location must register for the same day/time slot and will have to follow all security requirements listed below.

1.9 Candidates will also be asked to present a separate proof of identification (e.g., government or school issued photo ID, driver’s license) to the online proctor during the registration process.

2. Examination Fees

2.1 The NDHCE candidate shall pay the appropriate examination fee as determined by the NDHCB.

2.2 Cash and personal cheques will not be accepted as a form of payment.

3. Documentation Required from Each Category of Candidate

3.1 Student in an accredited dental hygiene program (Note: Students of US schools can only apply by mail.)

  1. Completed NDHCE application form;

  2. Appropriate fee;

  3. Digital photo (online application) or a passport-size photo (application by mail) taken within the last 6 months.

Please note: If an application is submitted by mail, the statement of reference must also be completed and signed by the dental hygiene program director or designate stating that the candidate will complete their program within four months.

 

3.2 Graduate of an accredited dental hygiene program

  1. Completed NDHCE application form;

  2. Appropriate fee;

  3. Digital photo (online application) or a passport-size photo (application by mail) taken within the last 6 months;

  4. Graduates of an accredited Canadian program can agree to allow the NDHCB to send an emailed notice to their dental hygiene program director who will certify that they currently hold a valid dental hygiene diploma from that school;

  5. Graduates of an accredited US school or those who prefer to submit supporting material by mail can i) submit an original or notarized photocopy (witnessed and stamped by a Notary Public) of their diploma/certificate in dental hygiene AND ii) ask their educational institution of graduation to send an official transcript of their grades directly to the NDHCB. Both documents must be submitted before the application deadline and no originals will be returned.

 

3.3 Graduate of a non-accredited dental hygiene program

  1. Completed NDHCE application form;

  2. Appropriate fee;

  3. Digital photo (online application) or a passport-size photo (application by mail) taken within the last 6 months;

  4. Successful NDHCB verification of eligibility via an Equivalency Assessment.

4. Self-withdrawal from the NDHCE

4.1 A candidate who wishes to withdraw from the examination must notify the NDHCB in writing (by mail, email or fax).

4.2 A candidate who withdraws three weeks or more prior to the examination date will be refunded the examination fee less a non-refundable application fee.

4.3 A candidate who withdraws less than three weeks prior to the examination date will be refunded the examination fee less a non-refundable application fee and a withdrawal fee.

4.4 A candidate who withdraws from an examination for which they have transferred fees from a previous application will be refunded the examination fee less a non-refundable application fee and withdrawal fee.

4.5 A candidate who requests a withdrawal from the examination less than three weeks prior to the examination date due to illness (doctor’s certificate required) or death in the immediate family[1] (death certificate required) must notify the NDHCB in writing (by mail, email or fax). Once approved, they will be refunded the examination fee less a non-refundable application fee.

5. Revocation of Eligibility to Write the NDHCE by the Dental Hygiene Program Director or Designate

5.1 Dental hygiene program directors or designates of student candidates who are registered for an examination under the eligibility criteria detailed in Student in an Accredited Dental Hygiene Program must inform the NDHCB in writing (by mail, email or fax) no later than fifteen business days prior to the examination date should the candidate’s status change.

5.2 A student candidate who finds themselves in the situation described in 5.1 will be allowed to transfer their examination fees under the conditions of 6.

5.3 A student candidate who finds themselves in the situation described in 5.1 who chooses not to transfer their examination fees to a future administration but instead elect to completely withdraw from the examination will be refunded the examination fee less a non-refundable application fee.

5.4 A student candidate who has withdrawn from an examination date and wishes to apply to write the examination at a future date must submit a new application form including payment of full fees (application and examination) prior to that examination application deadline date.

6. Transfer of Examination Fees

6.1 A candidate who requests transfer of examinations fees to a future date must notify the NDHCB in writing (by mail, email or fax) no later than 15 business days prior to the original examination date. The applicable transfer fee will apply.

6.2 A candidate may have their examination fees transferred to a future examination administration one time only. (Exception: Students who find themselves in the situation in 5.1 due to the suspension of clinical learning due to the COVID-19 pandemic will be granted unlimited transfers of examination fees until they meet eligibility requirements.)

6.3 The refund of fees for withdrawal following transfer of examination fees to a new examination administration date is outlined in section 5.

6.4 A candidate who has transferred from an examination date and who wishes to apply to write the examination at a future date must submit a new application including a new picture prior to that examination application deadline date (no payment required).

 

[1] See https://www.canada.ca/en/employment-social-development/services/labour-standards/reports/bereavement-leave.html#s07 for a definition of immediate family.

© v1 2020 NDHCB. All rights reserved. This policy may be reproduced but the National Dental Hygiene Certification Board must be mentioned as the author/source.

©2020 NDHCB