Annual registration renewal will open on April 1, 2026. Last year, COTO began asking occupational therapists to voluntarily share their racialized group data during Annual Renewal. A diverse and representative health workforce is widely recognized as a strategy to help reduce inequities that affect both patients and providers.
With guidance from our Equity Perspectives Advisory Committee; our Indigenous Insights Advisory Committee, and our Board, this data will help us to continue to build a clear picture of the diversity within Ontario’s occupational therapy profession in 2026.
These questions are about racialized group identity and are structured according to the data set created by the Canadian Institute of Health Information (CIHI). Anonymous, aggregate data will be shared with CIHI to assist with their development of the profile of Canadian occupational therapists. Participation is voluntary.
This work aligns with COTO’s commitment to EDI and the strategic priority of integrating the practices of diversity, equity, and inclusion throughout the College and profession.
In 2022, COTO began including voluntary demographic questions in our application and renewal forms. These questions help us gather information from applicants and registrants about their identity along two diversity dimensions: Indigenous Identity and gender identity. Last year, COTO added racialized group identity. This data will help build an understanding of demographic trends in the profession and guide efforts to improve equity and inclusion.
Summarized and anonymous information will be used for statistical purposes such as reports, analyses and studies, and to provide information about group representation in the profession.
Data is collected at annual renewal, including demographic, practice and education information. Much of this information is required by the Ontario government. The Ministry of Health collects the same information from all regulated health professionals to help with health human resource planning. All data is submitted to these organizations anonymously to protect privacy.
We understand you may have questions about the additions, your participation, and the use of your data. We hope the information below is helpful.
We know that collection and use of data is a sensitive topic and our approach may need to be refined. If you have suggestions or comments, we would like to hear them. You can email info@coto.org.
For more information, view COTO’s Sociodemographic Data Collection and Use Policy.
Definitions
Indigenous identity refers to whether a person identifies with the Indigenous peoples of Canada. This includes those who identify as First Nations (North American Indian), Métis and/or Inuk (Inuit), and/or those who report being Registered or Treaty Indians (that is, registered under the Indian Act of Canada), and/or those who have membership in a First Nation or Indian band. Aboriginal peoples of Canada (referred to here as Indigenous peoples) are defined in the Constitution Act, 1982, Section 35 (2) as including the Indian, Inuit and Métis peoples of Canada.
Purpose
- COTO’s mandate is public protection. It is in the public interest to address sociodemographic inequities in Ontario’s health system.
- There is no other organization that currently collects this information for all occupational therapists in Ontario.
- The data set established by the Canadian Institute for Health Information (CIHI) will be used by COTO and aggregate data will be used to inform broader initiatives to reduce or eliminate systemic inequity, marginalization and other health system barriers.
Aggregate data will be used to:
- Provide a baseline measurement of the sociodemographics of occupational therapists to better understand trends and inform efforts and strategies to promote equality and diversity in the profession.
- Assist the Canadian Institute for Health Information (CIHI) with the development of the profile of Canadian occupational therapists.
- Develop programs and practice support that will assist registrants in better serving communities.
- Help COTO meet its current strategic plan objectives and values which commit to integrating equity, diversity and inclusion practices throughout the organization and the occupational therapy profession.
- Support evidence-based decision-making aimed at reducing or eliminating discrimination in the profession.
- Follow the Truth and Reconciliation calls to collect data so that progress can be measured, especially on increasing the number of Indigenous health professionals.
- Help inform work with COTO’s Equity Perspectives Committee, and Indigenous Insights Advisory Committee, as well as key community advisors, such as the Citizen Advisory Group.
Process
- The College provides registrants with the option to self-identify their belonging to any racialized group and/or Indigenous identity. This information is confidential and provided by registrants voluntarily.
- Questions about racialized group identity and Indigenous identity are not mandatory.
Consent
No. These questions are optional. Each registrant may choose not to answer and still complete the renewal process. No program, service or benefit will be withheld if the registrant does not provide the information.
Yes, individuals can access, correct, or withdraw their racialized group or Indigenous group identity data at any time by contacting info@coto.org.
This data will not be used in any way that could identify an individual registrant.
It will not be used:
- to perpetuate stereotypes of specific groups.
- to impact, harm or discriminate against a registrant.
- to deny registration or be checked against a registrant’s practice
- by the College in complaints or discipline processes.
- to solicit involvement in College Board or Committees.
Privacy and Protection
No. The College will de-identify and disaggregate all personal information when conducting analysis and developing reports. Racial group or Indigenous identity information will not appear on the Public Register.
- Aggregate and anonymous data is provided in health human resource data reports under agreements with CIHI and Ontario Health.
- There is standard demographic data that we collect about our registrants such as practice, education, geography that is reported to the Ministry of Health for health human resource planning.
- The Regulated Health Professions Act, 1991 (RHPA), allows health regulatory colleges to collect personal information from members, “as reasonably necessary for the purpose of health human resource planning or research”.
- The Regulated Health Professions Act, 1991 and the College bylaws specify what information about each occupational therapist is to be kept and made available to the public on the public register. Find a description of what information is and is not available on the Public Register at: coto.org/clientsandthepublic/how-to-find-an-ot.
- Racialized group or Indigenous identity data is not available on the Public Register.
- Data access is restricted to authorized COTO staff only. All staff members sign confidentiality agreements to protect sensitive information. Access to individual racialized group identity data is limited to selected data administration staff.
- Please view COTO’s Policy on Sociodemographic Data Collection and Use for further details.
This information is stored in secure, encrypted systems to prevent unauthorized access. COTO’s electronic data is stored in secure databases that comply with the highest standards of cybersecurity.
- Data is retained only to fulfill the regulatory or policy objectives. COTO’s electronic data is securely destroyed or anonymized to prevent unauthorized use.
- For more information, see the COTO Privacy Policy.
- Any breaches of confidentiality are immediately reported and addressed in accordance with established protocols with regard to Privacy. Details are found in the COTO Privacy Policy.