Frequently Asked Questions
How do I login to the online portal?
To access the member portal, please select "Member Login" at the top of the page. Once on the member login page, please enter the credentials you set up in the course of the 2018 renewal. If you do not have your login information, or forgot your username or password, please follow the instructions below:
- Your username is your 1,2,3 or 4-digit registration number. Please note that no letters should be used in your username.
- Should you not have, or do not recall, your password, please select "I don't know my Password" which is located underneath the password field.
- A new field will open. Please enter your numeric username and select "Submit".
- An automatic email from firstname.lastname@example.org will be sent to your email address on record with the College. Should you not receive the email, please check your junk or spam folders before attempting steps 2 and 3 again. Please note the email is only valid for 20 minutes after completing step 3.
- Please click on the hyperlinked portion of the email "go to password reset page". A new page will open in your browser prompting you to enter a new password. Once you enter a new password and select "Submit", you will be automatically redirected to the member profile.
Renewal Process Inquiries
When is my renewal due?
As a Registered Optician you are required to renew your Certificate of Registration on or before December 31st on an annual basis.
As a Student or Intern Optician you are required to renew your Certificate of Registration on or before September 1st on an annual basis.
Please visit the Registered Optician Renewal or Student & Intern Renewal pages for specific information regarding your renewal.
What is the renewal comprised of?
The renewal requires you to review and update your existing information, and provide new conduct and insurance information. In addition, if your identification photograph is older than five (5) years, you will be required to upload a new photograph.
Can I receive a paper copy of my renewal?
In an effort to expedite your renewal, and ensure you receive your decals and/or badge in a timely manner, we have moved the renewal into an entirely paperless environment. As such, there are no paper copies of the renewal available. Please review some of the questions below, and if you still experience difficulty renewing online please do not hesitate to contact us for assistance at email@example.com or (416) 368-3616 ext. 200
I haven't received the renewal notice, how do I renew?
To renew your optician renewal please login to the member portal and select 'Renew your Registration' button on the right side of the screen.
To renew your student renewal, please refer to the documents that were mailed to your address of record.
Should you not renew on or before the renewal deadline, a late fee will apply to the renewal, regardless of whether or not you received the renewal notice.
Please note that all renewal notices have been forwarded by email. There could be a few reasons as to why you did not receive your renewal notice; it has either been redirected to your junk or spam folder, your email address is not updated with the College, or you are not eligible for renewal.
If the renewal notice has been redirected into your junk or spam folder, please ensure to mark all emails from the College as "safe" to ensure you receive important notices in a timely manner in the future.
If your email address is not updated, please ensure to contact the College at firstname.lastname@example.org with your new email address.
I selected "I don't know my Password" and followed the prompts but I never received the email, how do I sign in?
There could be a couple of reasons as to why you did not receive your updated password; it has either been redirected to your junk or spam folder, or your email address is not updated with the College.
If the email has been redirected into your junk or spam folder, please ensure to mark all emails from the College as "safe" to ensure you receive important notices in a timely manner in the future.
If your email address is not updated, please contact the College at email@example.com with your new email address.
If your email address is updated with the College and the email does not appear in the inbox, junk or spam folders, please contact the College at (416) 368-3616 ext. 200 for assistance.
Can I pay for my renewal over the phone?
For confidentiality and personal information security reasons, the College does not accept credit card information over the phone. When you pay online your credit card gets processed and all confidential information gets removed as soon as the credit card is approved or declined. To ensure the safety of your information, please make the renewal payment online.
How will I know my renewal has been approved?
If you complete the online renewal and meet all the requirements for approval, you will receive an email thanking you for renewing within 48 hours of your submission.
How will I know my renewal has not been approved?
If you complete your online renewal but don't submit all required documents, or the documents require review by the Registration department, you will receive an email notifying you that your renewal is on hold pending the submission and/or review of the outstanding requirements.
I decided not to renew, what do I do now?
We have made it easy for you to notify the College of your decision. Just login to the member portal, click the 'Renew your Registration' button, select the reason for not renewing, acknowledge the declaration, and the information will be forwarded directly to us. You will then receive an email from the College acknowledging your decision and notifying you of your options should you choose to practice as an optician in Ontario in the future.
I entered the wrong information into the renewal record but the system won't let me edit. What do I do?
Please send the College an email notifying us of the error and include the accurate information. We will make the changes for you.
I provided my insurance information and completed my renewal, but received an email from the College notifying me that I need to submit proof. What do I do now?
It is possible that the system did not accept the upload. Please respond to the email and attach your certificate of insurance, and we will update your renewal.
I paid but didn't receive a receipt, what is going on?
For your convenience we have made your receipts accessible to you on the member portal under the documents tab. Your official tax receipt is available to you as soon as you have made payment. Please note however that obtaining your official tax receipt is not confirmation of your renewal being approved.
I am in the process of renewing but am experiencing technical difficulties. Is there someone who can assist me?
The Registration Services department is here to help. Please do not hesitate to contact us should you require assistance. Please contact us by phone or email, as follows:
Phone: (416) 368-3616 ext. 203 – Daniella Bellabarba
Please bear with us during the busy renewal period, we will make every effort to respond to your email or voicemail as soon as possible.
I intend to practice in the upcoming year, what are my Professional Liability Insurance requirements?
In order to practice in the profession as a Registered Optician, you are required to have Professional Liability Insurance in the amount of no less than $1,000,000. Please note that in order for the insurance to be acceptable under the legislative requirements, you must be listed on the policy. Should you choose not to have Professional Liability Insurance, you may hold Malpractice Insurance in the amount of no less than $1,000,000.
Please note that the renewal portal will ask for:
- The type of insurance you are providing;
- The insurance company name;
- Your policy number;
- Your certificate number (where applicable);
- The amount you are insured for;
- An expiry date greater than December 31, 2018; and,
- A copy of your insurance policy.
What are the types of insurance I can have, and how do I know which option to select?
An optician can have one of two types of insurance, personal liability insurance, or business liability insurance.
Personal Liability Insurance - If you have purchased professional liability insurance that does not specify an employer, which covers you regardless of where you are working, please select "personal" as your insurance type. Having personal liability insurance allows you to work for multiple employers without having to provide insurance certificates for each employer.
Business Liability Insurance - If your place of employment has provided you with professional liability insurance, please select "business" as your insurance type. If your employer provides your insurance, and you are employed by multiple employers, you are required to submit proof of insurance for each employer. Business liability insurance provides coverage only while you are dispensing for the employer indicated on the insurance certificate.
Do I need to submit a new photo this year?
Every member due to update their photo was sent an email to that effect on October 29. If you are unsure if your photo is due to be updated please login to the member portal and start your renewal. If you need to provide a new photo you will see an alert above your existing photo on the general tab of the renewal. You can then choose to either proceed with your renewal and email or mail the photo at a later date (putting your renewal on hold) or close your renewal and get your photo ready for upload.
What are the photo requirements?
Your new badge photograph will need to meet the following requirements:
- The photo must be in the same format as a passport photo, in colour against a white background, and be a true likeness to yourself; and,
- The photo must be clear, sharp and in focus, showing a full front view of your head and shoulders, with the eyes unobstructed or clearly visible through prescription eyeglasses without glare or reflections.
Should you choose not to upload the photo, or the quality of the upload does not meet the requirements outlined above, you may choose to send your photo to the College by regular mail or drop off your photo at the College offices. Please note that should you choose to mail the photo to the College, the photo must be signed on the back.
Please ensure to send the photo to the address as follows:
College of Opticians of Ontario
90 Adelaide Street West, Suite 300
Toronto, Ontario M5H 3V9
I do not intend to practice in the upcoming year but don't want to have my registration suspended, what should I do?
If you do not intend to practice in the coming year, but wish to remain a "current" member, you can do one of two things:
Maintain your Professional Liability Insurance -
You may choose to continue to maintain your Professional Liability Insurance even if you are not currently in active practice. By maintaining your insurance you will be able to return to practicing in the profession any time you choose, and will have 30 days to update your practice address with the College
Choose to undertake not to practice –
You may choose to undertake not to practice opticianry until such time that you get Professional Liability Insurance and it is submitted to the College. Please note that should you choose to renew your certificate of registration but not have Insurance, your status on the public register will be reflected as "Not entitled to practice" until the College receives proof of Professional Liability Insurance. Further, you will not be able to practice in opticianry until this change is made.
My immigration status has changed.
How do I update my information?
You can update your immigration status on the renewal portal under the General tab. Please note you will be required to upload notarized proof of your immigration status in order to avoid having your renewal placed on hold.
The following are examples of acceptable proof of your immigration status:
- Canadian Passport;
- Permanent Resident Card;
- Confirmation of Permanent Residence;
- Record of Landing;
- Work Authorization or Work Permit;
- Study Authorization or Study Permit (please note this is only acceptable when provided with proof of enrollment in an educational institution); and
- Other official government issued document verifying your immigration status.
I changed my legal name. Do I need to update my name with the College, and what information should I provide?
If you have legally changed your name you are required to update your information with the College, and request a replacement of your Certificate of Registration, badge, and contact lens fitter certificate (if applicable). Please contact the College at firstname.lastname@example.org and provide the following information:
- Your registration number
- The name you are currently registered under
- Your new legal name
- Documents in support of your legal name change (such as a court certificate or a marriage certificate)
- A complete Payment Authorization Form. Please review the College fees for the amount you would need to authorize your credit card for.