College of Psychologists and Behaviour Analysts Use Learn365 and EUM

The Client

The College of Psychologists and Behaviour Analysts of Ontario (cpbao.ca) is the governing body for Psychologists, Psychological Associates, and Behaviour Analysts in Ontario. The College’s mandate is to protect the public interest by monitoring and regulating the practice of psychology and applied behaviour analysis. Through the participation of the public and the profession, the College ensures the delivery of competent, ethical and professional services from qualified providers.

The College’s Council sets policies and provides leadership and direction. Through its Committees, the College carries out its various responsibilities including setting requirements for entry to practice, registering qualified applicants, setting and monitoring standards and ensuring quality assurance, providing educational materials and investigating complaints and addressing concerns.

The Challenge

On July 1, 2024, the Psychology and Applied Behaviour Analysis Act, 2021 was proclaimed into law. Anyone using the protected title of Behaviour Analyst must now be registered as a Behaviour Analyst with the College of Psychologists and Behaviour Analysts of Ontario. The College now regulates this additional health profession, and needs to ensure that all Behaviour Analysts are properly registered to practice in Ontario.

As part of the registration process, all candidates must successfully complete the College's “Jurisprudence and Ethics Course and Assessment in Applied Behaviour Analysis,” a training course covering legislation related to different use cases.

The Solution

The College implemented Learn365 by Zensai (zensai.com) as the LMS platform to deliver the required training course for Behaviour Analyst applicants. Learn365 is built on Microsoft 365 and Teams, and enables organizations to integrate training with their Microsoft 365 environment while automating and tracking training and certification progress.

Users taking the training don’t exist in the College’s M365 tenant and need to be brought in as non-licensed guest users to access Learn365. This is where Extranet User Manager (EUM) comes in. EUM handles the registration and onboarding of candidates, and assigns the relevant training once applicants have paid their fees.

New applicants are directed to the College Portal and guided through the registration flow with options based on their academic history and experience. Once all requirements have been satisfied, the applicant’s status is updated to show that they are eligible to take the Jurisprudence course. When payment has been received, the candidate’s contact details are forwarded to the EUM portal via an API. This creates a guest user in Entra ID and adds the user to the appropriately configured group in Learn365. The user receives an email with instructions and a link to log in and take the training. A nightly job runs to update the College Portal with candidates who have successfully completed the course and are eligible to proceed to the next step.

The Results

With the proclamation of the Act on July 1, 2024, the College did not have significant lead time and was required to register applicants with a high level of efficiency. As of the end of July 2024, well over a thousand candidates had completed the training course and assessment and successfully registered with the College as Behaviour Analysts. Onboarding went smoothly, and the process of activating users, assigning and completing courses was quite seamless for both administrators and end users. Applicants go through this process on-demand, and the College continues to efficiently manage its flow of applicants. The College expects another surge of users in Fall 2024 when it opens the training to new graduates of ABA programs.

The combination of Learn365 and EUM has enabled the College to successfully complete mandatory registration requirements for Behaviour Analysts, ensuring that the public is protected by fully regulated professionals. Future plans include expanding training content and using the platform to deliver continuing education credits.

Testimonial

The Envision IT team exceeded expectations in responding to the College's request for a solution that would streamline the enrollment of over a thousand Behaviour Analyst candidates in the College’s Jurisprudence and Ethics Course hosted in the Learn365 platform. The EUM Portal connection provided a fast, secure, and well-integrated solution for enrolling eligible candidates into the course and tracking their completion. It has been a pleasure collaborating with Logan, Mark, and the entire Envision IT team on this project.