Purpose and objectives
Qualified applicants may encounter circumstances beyond their control that prevent them from obtaining the documents normally required for registration.
The College is committed to ensuring fair access to the profession by accepting alternative documentation or other evidence of qualifications when applicants are unable to obtain the documents normally required due to circumstances beyond their control.
This policy outlines the framework for accepting such alternatives, in accordance with the Fair Access to Regulated Professions and Compulsory Trades Act, 2006 (FARPACTA) and Ontario Regulation 261/22.
Circumstances for accepting alternative documents
- An institution (such as a school or government organization) cannot provide the required document because it no longer exists, is not functioning, or has lost records due to war, upheaval, natural disaster, or another crisis.
- An institution refuses to provide the required documentation for an improper reason or takes an unreasonable amount of time to respond.
- Contacting an institution to request a document creates a well-founded fear of discrimination, persecution, or harm for the applicant or their family.
This list is not exhaustive. Other circumstances outside an applicant’s control will be considered on a case-by-case basis.
What constitutes an unreasonable response time depends on the specific document and should take into account the issuing institution’s published service standards or typical response times from similar institutions. However, if an applicant anticipates a delay exceeding 30 calendar days, they are encouraged to contact the Licensure team.
Definitions of acceptable alternative documents
Acceptable alternative documentation may include:
- A certified/notarized copy directly from the applicant
- Copies of documents from another institution (e.g., regulatory body, testing agency)
- Transcripts from academic studies in veterinary medicine
- A sworn statement or affidavit in which an individual describes circumstances or knowledge and swears that the information provided is true in the presence of a notary or lawyer.
- Affidavits from third parties (such as professors or colleagues) with personal or expert knowledge of the applicant’s credentials or circumstances
Other types of alternative documentation may be accepted if they provide sufficient information for the College to reasonably assess applicant qualifications in accordance with regulations and College policies.
We recognize that applicants most often encounter circumstances beyond their control when providing proof of education or letters of professional standing. When these required documents cannot be obtained, the submission of acceptable alternative documentation, such as an affidavit, will be considered. Applicants can contact licensure staff to discuss their specific circumstance at licensure@cvo.org.
Definition of acceptable alternatives that are not documents
Where feasible, the College commits to accept alternative evidence that demonstrates an applicant’s experience, knowledge, and skills, whether or not such evidence is provided through conventional documentation. Where alternative documentation is limited or insufficient to validate qualifications, the applicant may request an interview with College staff that is presented to the Registration Committee for review.
Translation requirements
If alternative documentation is not in English or French, it must be translated in accordance with the College’s Document Translation Policy.
Submission and assessment process
Applicants are encouraged to discuss their individual circumstance with Licensure staff prior to submitting a formal request to consider alternative documentation.
Applicants who indicate they are unable to obtain required documents are given an opportunity to submit a written request to ask for consideration of alternative documentation or other evidence of qualifications. The request should explain why the applicant is unable to submit standard documentation, provide information on efforts made to obtain the required documentation, and identify / share any available alternative documentation or other evidence of qualifications. Requests should be addressed to licensure@cvo.org.
The College will consider the following factors, among others, when evaluating alternative documentation and other evidence of qualifications:
- the applicant's explanation for why the normally required documentation cannot be secured;
- the validity and reliability of the alternatives provided; and,
- the candidate’s overall stature and credibility as an applicant to the profession.
Acknowledgement of Request and Processing Timelines
Upon receipt of an alternative documentation request, the College will provide a written acknowledgment to the applicant within ten business days of that date. The acknowledgement will specify whether further documents or information are required.
Review and Decision
The College will review the request in accordance with the criteria outlined in the “Circumstances for accepting alternative documents” and “Definitions of acceptable alternative documents” sections.
Possible outcomes of the review include:
- Full or partial acceptance of the alternative documentation or materials
- Conditional acceptance, pending submission of additional information
- Denial of the request
The College will complete its review and provide a final decision as promptly as possible, and no later than 10 business days after receiving the alternative documentation or such alternative evidence that demonstrates an applicant’s experience, knowledge, and skills, whether or not such evidence is provided through conventional documentation.
Registration Committee Review
Applicants who are unsatisfied with the College’s decision may request that their application is referred to the Registration Committee.
Questions
For questions or assistance, please contact the Licensure team at licensure@cvo.org.
Policy Review
The College will conduct periodic reviews of this policy and update it as needed to ensure continued responsiveness to applicant needs.
(Approved by Registration Committee – 2026)