Council Policy - NonPractising Architect Dec...

COUNCIL POLICIES

ONTARIO ASSOCIATION OF

ARCHITECTS

April 4, 2011

Ontario Association of Architects -- Council Policies

Table of Contents

1. Intern Architects

a) Late Submission Charges under the Internship in Architecture Program

2. Licence

a) Members of Long Standing and Waiver of Licence Feeb) Exemption Requestsc) Applicants for Licence who meet the requirements set out in the Reciprocity

Agreement of the Canadian Architectural Licensing Authoritiesd) Applicants who meet the requirements set out in the Inter-Recognition

Agreement with the United States of America and who demonstrate currentpractice

e) Applicants for Licence within or more than three years after voluntaryresignation

f) Return of Seals in accordance with paragraph 21 of Section 42 of Regulation27

g) Applicants for Licence – payment of fees in arrears on the date of resignationof cancellation.

h) Licence via Broadly Experienced Foreign Architect Program

3. Certificate of Practice

a) Application for Licence/Certificate of Practice more than three years aftercancellation

b) Transition of Practice – payment of Certificate of Practice Feesc) Name of Certificate of Practiced) Licence and Certificate of Practice Refund Policye) Inclusion of Description in CofP Name

4. Continuing Education Program

a) Continuing Education Requirements for New Members, Re-application, Re-instated Members and Members Under Suspension

b) End of Cycle Policy -- Non-Compliancec) Transcript Audit Policyd) Provision of Services by Past Members of Council/Staff

2

5. Act Enforcement – Office of the Registrar

6. Council/ Administrative

a) Leave Policyb) Financial Hardship Policyc) Council Financial/Reimbursement Policyd) Purchasing/Procurement Policye) OAA Privacy Policyf) Election Resultsg) Policies/Procedure for Council Meetingsh) ERC – Backup documentationi) Election of Immediate Past President to Executive Committeej) Appointment to OAA Committees and Outside Organizations

7. Election of Life Members

8. Use of Designation ‘OAA’

9. Licensed Technologist OAA

a) Terms, Conditions and Limitationsb) Advanced Standing for Experienced Applicants

10. Non Practising Architect

11. Honorary Members

a) Procedures for Nomination of Honorary Membersb) Nomination of Retired Past Presidents as Honorary Members

12. Appointment of Student Associates

Currently Pending Drafting (with KD)

Government Relations PolicySocieties – ReportingConEd General – Carry Forward, Retroactive Reporting, Reimbursement PoliciesExternal Communications and Reporting - Council

COUNCIL POLICIES

Section 1 Intern Architects

PRJCommom/Council Policies/iIAP Late Submission Charges

Ontario Association of Architects *************************************************************************************************************** Policy Name Internship in Architecture Program

Late Submission Charges under the Internship in Architecture Program Issue Date October 22, 1998 Revision Date June 25, 2009 *************************************************************************************************************** A policy has been established in the administration of the late submission charges such that each Intern Architect be permitted one late submission of up to 1000 hours for which the late submission charges would be waived; and that staff, in consultation with the Vice President, Statutory Activities be permitted to use reasonable discretion in waiving the late submission charges when extenuating circumstances are involved. Any hours submitted beyond that will be recorded/assessed at a rate of $100/1000 hours. Notwithstanding this policy, in the interest of accommodating recent graduates from architectural programs which have been granted Candidacy status by the Canadian Architectural Certification Board (CACB), Council has agreed to waive the late submission charges for a period of up to one year after the architectural program receives its initial accreditation. This waiver of the policy anticipates that graduates from that program will obtain CACB certification of their degree and will apply for Intern Architect status within a one year period of the program obtaining accreditation.

COUNCIL POLICIES

Section 2 Licence

Ontario Association of Architects **************************************************************************************************** Policy Name Members of Long Standing and Waiver of Annual Licence Fee for Members of Long Standing Issue Date: January 1997 Revision Date: March 9, 2006 **************************************************************************************************** 1. The following Council Policy was approved January 9, 1997:

“Council shall recognize, on an annual basis, all individuals who have been members of the Ontario Association of Architects for at least fifty years by way of letter and presentation of a certificate at the Annual General Meeting.”

2. Upon reaching the milestone of having held a licence with the Ontario Association of

Architects for at least fifty years, an architect will no longer be required to pay the annual licence fee as prescribed in the by-laws of the Association.

3. This Policy also extends to those members who have been previously recognized as a

member of long standing and has taken “retired status”. Note:

1. A member of long standing will be required to pay the annual Certificate of Practice Fees (if applicable)

2. This policy is not retroactive beyond 2006 annual licence fees. 3. The fifty year time frame related to licensure need not be consecutive.

Reference:

1. Schedule A to OAA Bylaws PRJCommon/Council Policies/Members of Long Standing and Waiver of annual fees

Ontario Association of Architects *************************************************************************************************************** Policy Name Licence Exemption Request Issue Date January 11, 1996 Revision Date May 5, 2010

*************************************************************************************************************** Section 33 of Ontario Regulation 27, as amended, states: "33. The Council may, where it is of the opinion that the applicant's qualifications, knowledge and experience so merit, grant an exemption from all or part of the academic and experience requirements set out in this Regulation." Council will respond to all formal and complete requests for exemption. In exercising its overall discretion, Council may consider the exceptional nature of the circumstances of the applicant which has prevented the individual from meeting the prescribed licensing requirements, however the primary consideration will be that which is set out in the Regulation as noted above i.e. that the applicant has the qualifications, knowledge and skills to merit the exemption (refer to the individual requirements as noted below). When making application for exemption, the Registrar will request that applicants include, in a written submission, details of the specific requirements in the Regulation which he/she is unable to meet and a response to the following: a) Why the applicant believes his/her qualifications, knowledge and experience warrant an exemption

from the Regulation? b) What are the exceptional circumstances that would warrant Council granting an exemption from

the present requirements for Licence? Where a request for exemption is received by the Registrar which includes exemption from all or part

of the experience requirements, the Office of the Registrar will forward that portion of the Exemption Request that relates to experience directly to the Experience Requirements Committee (ERC) for consideration. The ERC will provide a written recommendation to Council as to whether the applicant’s qualifications, knowledge and experience merit an exemption from the experience requirement(s). The Council will assess the ERC recommendation and make the final decision as to whether to exempt the experience requirements.

Any Councillor who sits on the ERC should not participate at the Council meeting in the Exemption

Request discussion and decision in order to eliminate any perceived conflict of interest or bias. The following are the details of the licensing requirements as set out in Regulation 27 under the Architects Act.

…2

2. ACADEMIC 1. Education

All individuals must hold certification of their academic qualifications from the Canadian Architectural Certification Board (CACB), or demonstrate to the satisfaction of Council that acquisition of such a certificate has not been possible, by providing documented evidence of the CACB rejection and the grounds for that rejection; and further, by demonstrating to the satisfaction of Council that the applicant’s qualifications, knowledge and experience merit an exemption from this education requirement.

2. Admission Course Lectures All individuals must complete the current Admission Course lectures, or demonstrate to the satisfaction of Council that there are exceptional circumstances that make it impossible, unreasonable or unnecessary to attend the Admission Course Lectures and further, by demonstrating to the satisfaction of Council that the applicant’s qualifications, knowledge and experience merit an exemption from participation in the Admissions course.

3. Examination

All individuals must complete the current Examination for Architecture in Canada (ExAC) or the Architect Registration Examination (ARE), or demonstrate to the satisfaction of Council that there are exceptional circumstances that make it impossible, unreasonable or unnecessary to complete this examination; and further, by demonstrating to the satisfaction of Council that the applicant’s qualifications, knowledge and experience merit an exemption from the examination requirement.

EXPERIENCE

All individuals must complete the experience requirements as set out in the Canadian Experience Record Book, or demonstrate to the satisfaction of Council that there are exceptional circumstances that make it impossible or unreasonable to meet the experience requirements set out in the Regulation; and further, by demonstrating to the satisfaction of Council that the applicant’s qualifications, knowledge and experience merit an exemption from the experience requirement. GENERAL The Office of the Registrar will continue to advise individuals requesting an exemption that, if an exemption from the academic, examination and/or experience requirements is granted by Council, the applicant may not necessarily qualify for recognition under the Inter-Recognition Agreement with the United States of America. PRJCommon/Council Policies/Exemption Request

Ontario Association of Architects***************************************************************************************************************Policy Name Licence via ReciprocityApplicants who meet the requirements set out in the Reciprocity Agreement for the CanadianArchitectural Licensing Authorities

Issue Date January 14, 1993Revision Date October 30, 2009***************************************************************************************************************

Applicants who meet the requirements set out in the Reciprocity Agreement of the CanadianArchitectural Licensing Authorities dated October 2009 be exempted from the requirements forlicensure as prescribed by Section 31 of the Regulation.

PRJCommon/Council Policies/Licence via Reciprocity

Ontario Association of Architects***************************************************************************************************************Policy Name Licence via Inter-Recognition

Applicants who meet the requirements set out in the Inter-Recognition Agreement with theUnited States of America and who demonstrate current practice

Issue Date January 14, 1993Revision Date October 30, 2009

***************************************************************************************************************

Applicants who meet the requirements set out in the Inter-Recognition Agreement with the UnitedStates of America dated July 4, 1996 be exempted from the academic and experiencerequirements as prescribed by Section 31 of the Regulation.

The applicant will have engaged in the practice of architecture in Canada or the United States ofAmerica for a period of two (2) years within five (5) years prior to the date of application for licence,or has completed in Canada or the United States of America a period of two (2) years ofexperience within five (5) years prior to the date of application for licence, in the employment andunder the personal supervision and direction of a person who is licensed or authorized to engagein the practice of architecture in a province of Canada, a state of the United States of America orany combination of the above.

PRJCommon/Council Policies/Licence via Inter-recogntion

Ontario Association of Architects ************************************************************************************************************* Policy Name Licence/Certificate of Practice

Applications for Licence and Certificate of Practice received more than three (3) years after cancellation

Issue Date September 20, 2001 Revision Date May 10, 2006 ************************************************************************************************************* 1. Applicant for Licence must:

a) An applicant whose licence was previously cancelled who applies more than three (3) years after the date of cancellation must satisfy the current academic and experience requirements prescribed by Section 32. (1) of the Regulation, except that he/she may apply for an exemption under Section 13. of the Architects Act and Section 33. of the Regulation.

or b) If the applicant is licensed in a reciprocating jurisdiction, the applicant must comply

with the terms of any agreement between the Association and the reciprocating jurisdiction and is exempted from the academic and experience requirements prescribed by Section 32. (1) of the Regulation.

2. Applicant for Certificate of Practice must:

a) comply with the provisions of Section 34. of the Regulation. 3. All applicants must set out in items 1. and 2. above must:

a) comply with the provisions of any outstanding decisions and orders of the Discipline Committee;

b) file with the Registrar, a Statutory Declaration in which the applicant affirms that the applicant has not engaged in the practice of architecture in the Province of Ontario or held himself/herself out as engaging in the practice of architecture in the Province of Ontario, from the date of cancellation to the date of application;

c) provide evidence to the Registrar that the applicant has, before the date of application, completed a cycle of continuing education that meets the requirements of the Continuing Education Program established under Section 54 of the Regulation; or, where the applicant is a partnership, corporation or partnership of corporations, the person who will supervise and direct the practice of architecture has completed a cycle of continuing education that meets the requirements of the Continuing Education Program established under Section 54 of the Regulation;

d) pay all fees, premiums, levies and deductibles in arrears on the date of cancellation; e) pay the annual fees prescribed by the by-laws for the two years before the date of

application, except that no payment is required for the first year after the date of cancellation;

f) pay the annual fees prescribed by the by-laws due and owing on the date of filing of the application.

Came into effect on the same date as amendment to Section 44 of Regulation 27, as amended PRJCommon/Council Policies/Licence & C of P cancelled -- more than three years

Ontario Association of Architects *************************************************************************************************************** Policy Name Seals - Return

The return of Seals to the Association in accordance with paragraph 21 of Section 42 of Ontario Regulation 27, as amended

Issue Date March 15, 1989 Revision Date *************************************************************************************************************** 1. Upon cancellation of licence or certificate of practice for cause, the letter of cancellation shall

request the return of the licence, certificate of practice and seal forthwith and shall state that these items are the property of the Association. A date of seven days from the date of the letter by which the items must be received at this office shall be given. If the items are not received by the close of business on the seventh day, the matter shall be referred to the Registrar on the morning of the eighth day, and he/she will take the appropriate action which consists of telephone calls, telegrams, registered letters, couriers, etc. to expedite the return of the seal. If the seal is not returned, it shall be invalidated in accordance with the procedure in item (4) below.

2. Upon resignation or death of a member where the seal is not returned after fifteen days, a letter

indicating that further action will be taken to recover the seal shall be sent to the individual or to the family or executors in the case of a deceased Architect. If, after a further fifteen days, the seal has not been returned, the matter shall be referred to the Registrar who will initiate further action, as set out in (1) and invalidation as set out in item (4) below.

3. When a member's status changes, rendering him/her ineligible to hold a seal, if the seal is not

returned within fifteen days of the request for its return, he/she shall be referred to the Registrar, who will take action in accordance with the established complaints procedure, and shall invalidate the seal in accordance with the procedure in item (4).

4. Upon revocation or suspension of a Licence and/or Certificate of Practice for disciplinary

reasons, whether or not the seal is returned, a notice will be sent to the Chief Building Official in the municipality in which the member's practice or place of employment was located, notifying them of the invalidation of the seal, giving the seal number, name of the member or holder and the effective date (and period of invalidation if applicable). Notification will also be sent for insertion in the Newsletter of the Building Officials Association through:

Mr. Leonard C. King, P.Eng., Deputy Building Commissioner City of Hamilton Department of Buildings 71 Main Street West Hamilton, Ontario L8N 3T4 5. When reinstating a member or holder whose seal has been invalidated, a notice of reinstatement

shall be sent to the Building Departments and for insertion in the OBOA Newsletter. ...2

2.

6. When notified of the loss of a seal and asked for a replacement, the Admission Department will notify the Building Departments and OBOA Newsletter of the loss of the seal and of its replacement with a seal bearing a new number. The replacement seal must be given a new number (the next number in the Licence Certificate list), and the number recorded in the holder's Certificate of Practice file, his/her member's file and on the Licence Certificate list. The new seal number must also be recorded on the Seal information line of the computer register.

PRJCommon/Council Policies/Return of Seals

Ontario Association of Architects *************************************************************************************************************** Policy Name Licence

Application for licence Payment of Fees in Arrears on the date of resignation or cancellation

Issue Date March 15, 1989 Revision Date *************************************************************************************************************** Any former member, whether or not he/she is now a member in another Provincial/Territorial Association of Architects in Canada or licensed as an Architect with any State Licensing Board in the USA, who makes application for licence 1. within three years of voluntarily resigning their membership, 2. more than three years after voluntarily resigning their membership, 3. more that three years after cancellation of their licence Shall be required to pay all fees, premiums, levies and deductibles in arrears on the date of resignation or cancellation. PRJCommon/Council Policies/payment of fees in arrears after three years

Ontario Association of Architects***************************************************************************************************************Policy Name Licence via Broadly Experienced Foreign Architect Program

Applicants who meet the requirements set out under theNational Broadly Experienced Foreign Architect Program

Issue Date December 9, 2010

***************************************************************************************************************

Applicants who meet the requirements set out under the Broadly Experienced Foreign Architect(BEFA) Program, as approved by OAA Council, including those individuals who have met therequirements of the BEFA Pilot Program being conducted as a precursor to the implementation ofthe full Program, will be exempted from the requirements for licensure as prescribed by Section 31of Regulation 27 under the Architects Act, R.S.O. 1990. c. A. 26.

PRJCommon/Council Policies/Licence via BEFA

COUNCIL POLICIES

Section 3 Certificate of Practice

Ontario Association of Architects ************************************************************************************************************* Policy Name Licence/Certificate of Practice

Applications for Licence and Certificate of Practice received more than three (3) years after cancellation

Issue Date September 20, 2001 Revision Date May 10, 2006 ************************************************************************************************************* 1. Applicant for Licence must:

a) An applicant whose licence was previously cancelled who applies more than three (3) years after the date of cancellation must satisfy the current academic and experience requirements prescribed by Section 32. (1) of the Regulation, except that he/she may apply for an exemption under Section 13. of the Architects Act and Section 33. of the Regulation.

or b) If the applicant is licensed in a reciprocating jurisdiction, the applicant must comply

with the terms of any agreement between the Association and the reciprocating jurisdiction and is exempted from the academic and experience requirements prescribed by Section 32. (1) of the Regulation.

2. Applicant for Certificate of Practice must:

a) comply with the provisions of Section 34. of the Regulation. 3. All applicants must set out in items 1. and 2. above must:

a) comply with the provisions of any outstanding decisions and orders of the Discipline Committee;

b) file with the Registrar, a Statutory Declaration in which the applicant affirms that the applicant has not engaged in the practice of architecture in the Province of Ontario or held himself/herself out as engaging in the practice of architecture in the Province of Ontario, from the date of cancellation to the date of application;

c) provide evidence to the Registrar that the applicant has, before the date of application, completed a cycle of continuing education that meets the requirements of the Continuing Education Program established under Section 54 of the Regulation; or, where the applicant is a partnership, corporation or partnership of corporations, the person who will supervise and direct the practice of architecture has completed a cycle of continuing education that meets the requirements of the Continuing Education Program established under Section 54 of the Regulation;

d) pay all fees, premiums, levies and deductibles in arrears on the date of cancellation; e) pay the annual fees prescribed by the by-laws for the two years before the date of

application, except that no payment is required for the first year after the date of cancellation;

f) pay the annual fees prescribed by the by-laws due and owing on the date of filing of the application.

Came into effect on the same date as amendment to Section 44 of Regulation 27, as amended PRJCommon/Council Policies/Licence & C of P cancelled -- more than three years

Ontario Association of Architects *************************************************************************************************************** Policy Name Certificate of Practice Payment of annual fee for a practice that is being wound up and is in a transition to another practice Issue Date April 24, 2003 Revision Date *************************************************************************************************************** The following policy sets out the criteria whereby the annual Certificate of Practice fee may be waived: Where a Certificate of Practice (C1) is being wound up and is in a transition to another Certificate of Practice (C2), and the current projects of C1 will not be assigned to C2, the annual Certificate of Practice fee for C1 will be waived under the following conditions: The Holders execute a written undertaking to the Registrar that:

1. C1 will be wound up 2. Professional Liability Insurance will be maintained for C1 either under its own policy or as a named

insured under C2’s policy. 3. No new work will be accepted or undertaken by C1 C1 would be given a maximum period of 2 years to complete the existing work during which period the annual Certificate of Practice fees for C1 would be waived. If, however, at the end of the 2 year period the work of C1 is still ongoing, C1 would be required to pay the 2 years of annual Certificate of Practice fees previously waived and would then be permitted to begin the 2 year cycle again.

PRJCommon/Council Policies/CofP – Practices in Transition – payment of fee

Ontario Association of Architects **************************************************************************************************** Policy Name Name of Certificate of Practice Issue Date March 5, 2005 Revision Dates March 9, 2006 May 10, 2006 ****************************************************************************************************

1. There are no restrictions on the name or structure of a Certificate of Practice except

as set out in the Architects Act and Regulation or as noted below:

a) A Certificate of Practice (Sole Proprietor) cannot be issued to or in the name or initials of a non-member of the Ontario Association of Architects (OAA) and Association of Professional Engineers of Ontario (PEO).

b) A Certificate of Practice (Partnership of Members) cannot be issued to or in

the name(s) or initials of non-members of the OAA and PEO.

c) A Certificate of Practice (Corporation) cannot be issued to or in the name(s) or initials of a non-member of the OAA and PEO where the term “architect” or any derivation thereof is within the corporate name if the name(s) or initials of a non-member(s) is also included within the corporate name.

d) A Certificate of Practice (Corporation) cannot be issued to or in the name(s)

or initials of a non-member of the OAA and PEO where only the name(s) and/or initials of a non-member(s) appears within the corporate name.

2. Subject to the above, a Certificate of Practice may be known by a trade or style

name if different from the approved name on the Certificate of Practice provided the Office of the Registrar has been advised.

3. The name on a Certificate of Practice may be followed by any designation; i.e. Architect, Planner, Interior Designer, etc., provided that it complies with all governing statutes. The onus is on the holder of the Certificate of Practice to ensure compliance.

Note:

1. In the case of a corporation the name is the property of the corporation. Reference: (current edition) 1. Architects Act 2. Regulation under the Architects Act 3. Business Corporations Act including Regulation 62, as amended, subsection

15.2 4. Business Names Act including Restrictions on corporate name subsection 10(1)

and O.Reg.122/91 as amended to O.Reg.247/05 Section 8. PRJCommon/Council Policies – CofP - Names

Ontario Association of Architects *************************************************************************************************************** Policy Name Licence and Certificate of Practice

Refund Policy Issue Date November 4, 1993 Revision Dates October 22, 1998 July 8, 2004 *************************************************************************************************************** Council has adopted a refund policy with respect to Member and Certificate of Practice fees which is available to: 1. Members who have paid the annual licence fee for a given year and resign their membership

in good standing; 2. on compassionate grounds, to the families or estates of those Members who have passed

away during the year; and 3. All holders of a Certificate of Practice who have paid the annual Certificate of Practice fee for a

given year and surrender their Certificate of Practice in good standing. The criteria which must be met for items 1, 2 and 3 above are the following: a) must resign their membership in good standing; and b) not owe any monies to the Association. The terms of the refund for Membership fee are as follows: January 1 until March 31 3/4 of the membership fee minus a $50.00 administration fee. April 1 until June 30 1/2 of the membership fee minus a $50.00 administration fee. July 1 until September 30 1/4 of the membership fee minus a $50.00 administration fee. October 1 until December 31 no refund. The terms of the refund for Certificate of Practice fee are as follows: March 1 until May 31 3/4 of the Certificate of Practice fee minus a $50.00

administration fee June 1 until August 31 1/2 of the Certificate of Practice fee minus a $50.00

administration fee September 1 until November 30 1/4 of the Certificate of Practice fee minus a $50.00

administration fee December 1 until February 28 no refund

PRJCommon/Council Policies/Licence & CofP Refunds

PRJCommon/Council Policies/CofP – Inclusion of description in Name

Ontario Association of Architects *************************************************************************************************************** Policy Name Certificate of Practice

Inclusion of other descriptions, i.e. Urban Designer, Planner Project Manager, etc. in the designation of the Practice

Issue Date May 4, 1988 *************************************************************************************************************** 1. Only the term “Architect(s)” or “Architect(s) and Engineer(s)” can appear on a Certificate of

Practice. Holders who choose to use the words “Planner”, “Urban Designer”, etc. must be reminded that the only designation for practices which can be approved is “Architect(s)” or “Architect(s) and Engineer(s)” but that other designations may be used on letterhead, business cards, other directory listings, etc. provided members adhere to the Regulation dealing with representing the qualifications of the practice accurately. (Section 41 of Regulation 517/84)

2. If a Certificate of Practice application is received wherein other designations are used, the

application may be approved only with the correct designation, but the applicant is advised by letter of the above policy.

3. In the case of a Corporation, if designations other than “Architect(s)” or “Architect(s) and

Engineer(s)” are used in the Corporate name, i.e. Block and Tackle Architects and Planners Inc., the Certificate of Practice cannot be approved and the applicant must be advised to file an amendment to the name and submit the Articles of Amendment to the OAA

COUNCIL POLICIES

Section 4 Continuing Education Program

Ontario Association of Architects *************************************************************************************************** Policy Name Continuing Education Requirements for New Members, Re-application, Re-instated Members and Members Under Suspension

Issue Date: Revision Date: November 6, 2007 **************************************************************************************************** Definition: ‘A cycle’ as referred to in subsection 54(3) of Regulation 27 under the Architects Act, is defined as a two year period established by the Council within which a member must spend 70 hours in continuing education activities approved by the Council. A. New Members If an individual joins the OAA between January 1 and June 30 (a six month period) of the first year of a two-year cycle, the member must complete the entire cycle requirements i.e. 70 hours of learning (15 CORE hours and 55 Self-Directed hours) If an individual joins the OAA between July 1 of the first year of the two-year cycle and June 30 (a twelve month period) of the second year, the member must complete half of the cycle requirements i.e. 35 hours of learning (7 CORE hours and 28 Self-Directed hours) If an individual joins the OAA between July 1 and December 31(a six month period) of the second year of a two-year cycle, the member will not be required to accumulate any Continuing Education hours for that cycle. He/she will be subject to the full cycle requirements on January 1, at the start of a new cycle. B. Re-Instatement or Re-Application for membership In order to be eligible for re-application or re-instatement, the individual must first complete any outstanding point requirements for the last Continuing Education Cycle in which he/she was a member (refer to table A to determine outstanding hour requirements), as well as any outstanding hour requirements from a previous Continuing Education Cycle. TABLE A If the individual left a cycle between January 1 and June 30 (a six month period) of the first year of a two-year cycle, he/she is not required to complete any requirements for that particular cycle prior to being eligible for reapplication or reinstatement. If the individual left a cycle between July 1 of the first year of a two-year cycle and June 30 of the second year of the cycle (a twelve month period), he/she must complete half of the requirements for that cycle prior to being eligible for reapplication or reinstatement i.e. 35 hours of learning (7 CORE hours and 28 Self-Directed hours) If the individual left a cycle between July 1 and December 31 of the second year of a two-year cycle, he/she must to complete all of the requirements for that cycle before being eligible for reapplication or reinstatement. i.e. 70 hours of learning (15 CORE hours and 55 Self-Directed hours)

Once the individual has completed the outstanding cycle requirements, and re-application or re-instatement has been approved, the member will be subject to the following continuing education requirements for that cycle in which his/her membership was approved.

If the individual is renewed between January 1 and June 30 (a six month period) of the first year of a two-year cycle, he/she must complete the entire cycle requirements. i.e. 70 hours of learning.

If the individual is renewed between July 1 of the first year of the two-year cycle

and June 30 of the second year (a twelve month period), he/she must complete half of the cycle requirements i.e. 35 hours of learning

If the individual is renewed between July 1 and December 31(a six month period)

of the second year of a two year cycle, he/she will not be required to accumulate any Continuing Education hours for that cycle, but will be subject to the full cycle requirements on January 1, at the start of a new cycle.

Notwithstanding the above policy, any member who surrendered his/her Licence or whose Licence has been cancelled, and then apply for reapplication or reinstatement" within a six month period in the same cycle, will be subject to the entire Continuing Education requirements for that cycle. C. Non-member for more than three years If an individual has not been a member for more than three years and is submitting an application for Licence, he/she will be subject to the same continuing education requirements as a new member. Any incomplete Continuing Education Cycle prior to the three-year period will not be carried forward. Council may, however, when considering an exemption request from a former member, direct the applicant to undertake specific activities under the OAA’s Continuing Education program in order to ensure that the individual is current in the practice of architecture in Ontario. D. Member Under Suspension Any individual whose licence is suspended will be subject to the full Continuing Education Requirements for the cycle(s) in which the suspension is in effect. E. Non-Practising Architect and Licensed Technologist OAA The above noted pro-ration applies equally to those individuals who are Non-Practising Architects as well as those individuals who are Licensed Technologists OAA. PRJCommon/Council Policies/ConEd req.new, suspended, reinstated members

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Ontario Association of Architects ************************************************************************************************************ Policy Name Continuing Education - End of Cycle Policy

End of Continuing Education Cycle – Review of Non-Compliant Members through the Complaints Process/Subsequent Action

Issue Date November 2, 2007 Revision Date Council has adopted the following End of Cycle Policy which replaces the former policy concerning this subject dated April 13, 2006. This policy is effective immediately and with an implementation date of December 31, 2007, the end of Continuing Education Cycle Four. ************************************************************************************************************* Non-compliance to Continuing Education will initially be dealt with through the OAA complaints process via the Public Interest Review Committee (PIRC) and the Complaints Committee. Immediately following the end of the given cycle (December 31st), OAA staff will prepare a list of non-compliant members. (i.e., the list will be prepared on January 2nd and will include the names of all members who were non-complaint as of December 31st). In early January, a letter will be sent to each non-complaint member advising him/her of the process for dealing with non-compliance as outlined below. The letter will also acknowledge that completion of the outstanding requirements by February 28th will be taken into consideration. OAA staff will add to the original list of non-complaint members, instances where members have completed the outstanding requirements between January 1 and February 28. On March 1st following the end of the given cycle, the list of non-complaint members will be forwarded to the Deputy Registrar for processing through the PIRC. The PIRC, as per its mandate, will review each case of non-compliance and decide if there are sufficient grounds to file a complaint. It is not within the mandate of PIRC to investigate the matter further, nor is it within its mandate to impose a caution or assign an undertaking. Non-compliance with the Continuing Education Program as set out in s.54 of Regulation 27 under the Architects Act is considered professional misconduct and each case of non-compliance will generally be forwarded to the Complaints Committee. The PIRC may have identified instances where extenuating circumstances exist, however, the PIRC will normally defer to the Complaints Committee to confirm this and to reach its decision. By March 31st following the end of the given cycle, the PIRC will forward a Statement of Complaint for each case of non-compliance to the Deputy Registrar for processing through the Complaints Committee. The Complaints Committee will examine each case of non-compliance independently in accordance with its standard process, reaching a decision as per the following table:

of 2

Cat

. The Decision

Determinants for reaching the Decision

1 Dismissal A case of non-compliance will generally be dismissed outright if it has been confirmed that extenuating circumstances prevented the member from completing the requirements of the cycle. Confirmation of extenuation circumstances may be provided by the PIRC to the Complaints Committee for review and consideration, or the extenuating circumstances may be revealed and confirmed by the Complaints Committee as part of its normal examination process. Requirement for the member to complete the requirements of the Continuing Education cycle is withdrawn.

2 Dismissal with Written Caution

Each member who has not completed the Continuing Education requirements by the end of the cycle (on December 31st) and who has not previously been non-compliant, but has completed prior to March 1st will generally not be forwarded to the Discipline Committee. However, each member in this category will receive a letter of caution stating that he/she is required to complete all future Continuing Education requirements prior to the end of the cycle (December 31st).

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Dismissal with Signing of an Undertaking

Each member who has not completed their Continuing Education requirements by the end of the cycle (December 31st), and who has been in the same situation one other time, but has completed prior to March 1st, will generally not be referred to the Discipline Committee. However, the member will usually be required to sign an undertaking, which would also state that this is the second offence and that non-compliance for a third time will likely result in referral to the Discipline Committee. Breach of Undertaking will be brought forward to the PIRC as professional misconduct.

4 Referral to the Discipline Committee

Each member who has not completed the requirements by the end of the cycle (December 31st) and who has previously been in the same situation on two or more instances, even though he/she has completed the requirement of the given cycle prior to March 1st, will generally be referred to the Discipline Committee.

5 Referral to the Discipline Committee

Each member who has not completed their Continuing Education requirements by the end of the cycle (December 31st), and who has not completed the requirement prior to March 1st, will generally be referred to the Discipline Committee.

6 Surrendering of a licence prior to the end of the Continuing Education cycle

Each member who has surrendered his/her licence or was granted leave prior to the end of the cycle (December 31st) will generally not be referred to the Discipline Committee. In the case of surrendering, each member will be required to complete any outstanding Continuing Education requirements as set out in the Continuing Education Policy prior to re-issuance of the licence.

PRJCommon/Council Policies/ConED End of Cycle Non-Compliance

Ontario Association of Architects ************************************************************************************************************* Policy Name Continuing Education – Transcript Audit Policy

Issue Date February 26, 2008 Revision Date ************************************************************************************************************* It is a responsibility of each OAA member to record all of their learning activities. In order to ensure accuracy of reporting as well as relevance of reported activities OAA Council has implemented a Transcript Audit. The following outline the Transcript Audit Process:

The OAA will randomly select up to 3% of the members’ Continuing education transcripts.

A review of each selected transcript will be conducted to identify any reporting anomalies or inconsistencies with the parameters of the OAA’s Continuing Education Program.

If it is determined that there are inconsistencies in the transcript, a Request for Supporting Documentation will be forwarded to the architect who will be required to submit his/her documentation for review to the OAA. Supporting Documentation has been defined on the attached appendices.

Supporting documentation will be reviewed to ensure consistency with entries listed on the member’s transcript and compliance with the CORE and Self-Directed categories of learning stipulated under the program. Supporting Documentation for CORE learning will also be evaluated based on the “CORE learning content” as approved by Council.

Where inconsistencies have been identified by staff those transcripts and supporting documentation will be forwarded to the OAA’s Continuing Education Committee for its consideration. Further action will be at the discretion of the Continuing Education Committee.

PRJCommon/Council Policies/ConEd Transcript Audit

of 1

Ontario Association of Architects ************************************************************************************************************ Policy Name Continuing Education

Provision of Services by Former Staff members and Councillors

Issue Date November 2, 2007 Revision Date ************************************************************************************************************* As an extension to the existing procedures for the approval of providers of services under the OAA Continuing Education Program, in order for any former staff member or former member of the OAA Council to receive payment of any level or form of service provided to the OAA, within three years of their departure from the OAA or Council, Council approval is required. PRJCommon/Council Policies/ConED Provision of services former staff and council

COUNCIL POLICIES

Section 5 Act Enforcement

Ontario Association of Architects *********************************************************************************************************** Policy Name Act Enforcement Issue Date October 10, 2002 Revision Date June 15, 2010 *********************************************************************************************************** The Vice President Statutory Activities and the Registrar, with advice of legal counsel as necessary, will determine the OAA response to any future requests to use the term 'architect' or derivatives/extensions thereto by businesses which are not architectural practices. Where the matter of enforcement escalates beyond issuance of a cease and desist letter, Council will be notified as soon as possible of the circumstances and kept informed of the status of the matter until its conclusion. PRJCommon/Council Policies/Act Enforcement

COUNCIL POLICIES

Section 6 Council/Administrative

Ontario Association of Architects*************************************************************************************************************Policy Name Leave PolicyApplications for Relief from Membership Requirements Due to Medical, Compassionate, or Family Leave orOther Circumstances for Architects and Intern Architects

Issue Date March 18, 2003Revision Date November 4, 2010

*************************************************************************************************************

Council has adopted a policy that a leave of absence from membership requirements may be granted by theExecutive Committee of OAA Council for up to one year at a reduced fee for medical, maternity or parental leaveor on compassionate or other specified grounds.

A leave of absence is available to:

1. Architects, and Licensed Technologists OAA who are unable to complete Continuing Education requirements,and at the same time are unable to practice architecture (as set out in the terms, conditions and limitations oftheir license, as applicable) or to work in a related field in Ontario during the leave period;2. Architects and Licensed Technologists OAA responsible for personal supervision and direction of the practicewho are unable to complete Continuing Education requirements, and at the same time are unable to practicearchitecture during the leave period;

3. Intern Architects who are unable to complete the requirements of the Intern Architect Program, and at thesame time are unable to work in architecture or a related field.

4. Non-Practising Architects who are unable to complete Continuing Education requirements and at the sametime who are unable to work.

The policy permits those individuals who have been granted a leave of absence from the requirements asspecified in this policy to maintain their licence or intern architect status and to pay a reduced (waived ordeferred) fee during the leave period provided that all criteria set out in this policy are met.

The criteria that must be met by Architects, Licensed Technologists OAA; Architects/Licensed TechnologistsOAA responsible for the personal supervision and direction of the practice: Intern Architects; and Non-PractisingArchitects who request a leave of absence, are the following:

1. Architect/Non-Practising Architect/Licensed Technologist OAA must:a) Provide a written request for a leave of absence including the following:

i. The reason for the leave of absence which may include medical, maternity or parental leave, compassionate orfamily reasons, extended unemployment or return to school.ii. Supporting documentation that may include a doctor’s letter, or application for family leave, Workers’Compensation or Employment Insurance benefits.iii. Confirmation of the start date of the leave period.iv. Confirmation of the estimated length of time that the member will be unable to practice, where possible.v. Where the architect/licensed technologist OAA is not practising or working in architecture or a related fieldduring a maternity or parental leave period, that leave period is considered to be a one-year period consistentwith the maximum federal government benefit period. The individual must confirm the length of the maternity orparental leave period.vi. Where the non-practising architect is not working during a maternity or parental leave period, that leaveperiod is considered to be a one-year period consistent with the maximum federal government benefit period.The individual must confirm the length of the maternity or parental leave period.

b) Sign an undertaking that the architect/licensed technologist OAA will not be employed in architecture or arelated field during the leave period.

2. Architect/Licensed Technologist OAA Responsible for Personally Supervising and Directing thePractice must:a) Assign another architect as a locum to personally supervise and direct the practice during the leave periodwhen the architect responsible for the personal supervision and direction of the practice is incapacitated orunable to practice. The locum architect must not be an architect who is also responsible for personallysupervising and directing another practice.b) Notify the Registrar of the name of the locum architect at the time that the leave of absence is requested.c) File with the Registrar, a Statutory Declaration in which the architect responsible for personally supervisingand directing the practice affirms that he/she will not engage in the practice of architecture or hold himself/herselfout as engaging in the practice of architecture, from the initial date of the leave period to the end of the leaveperiod.d) these provisions also apply to a Licensed Technologist OAA responsible for Personally Supervising andDirecting a Practice, within the terms, conditions and limitations of his/her licence.

3. Intern Architect must:

a) Provide a written request for a leave of absence including the following:i. The reason for the leave of absence which may include medical, maternity or parental leave, compassionate orfamily reasons, extended unemployment or return to school.ii. Supporting documentation that may include a doctor’s letter, or application for family leave, Workers’Compensation or Employment Insurance benefits.iii. Confirmation of the start date of the leave period.

iv. Confirmation of the estimated length of time that the intern architect will be unable to work in architecture or arelated field, where possible.v. Where the intern architect is not working in architecture or a related field during a maternity or parental leaveperiod, that leave period is considered to be a one-year period consistent with the maximum federal governmentbenefit period. The intern architect should confirm the length of the maternity or parental leave period.b) Sign an undertaking that the intern architect will not be employed in architecture or a related field during theleave period.

c) Complete 940 hours of mandatory experience in Ontario within three years prior to application for licenceregardless of the length of the leave period, in accordance with Section 31 of Regulation 27 under the ArchitectsAct and the requirements in Appendix B: Specific Provincial Association Requirements of the Intern ArchitectProgram, Section 2.6 – Local Knowledge and Currency of Experience.

Intern Architects please note that time spent on leave in accordance with this policy will not be counted towardsthe 5 year period after which the Intern will be subject to the same fee as those members who are licensedarchitects.

The written request for a leave of absence and all supporting documentation will be reviewed by the ExecutiveCommittee of OAA Council, which may grant the leave of absence as requested or may deny the leave ofabsence, giving written reasons to the applicant for the denial. In the circumstance of applications based onparental leave status, the decision to grant leave will be at the discretion of the Director of Operations.

The terms of the fee payable for the leave period are as follows:

1. To be considered for a leave of absence and reduced fee, individuals must be in good standing and must notowe any monies to the Association.2. A reduced annual leave fee, equivalent to the annual fee charged to Retired Members, will apply to the one-year leave period to cover administration costs.3. Any leave period that starts within the first two months of the calendar year would be invoiced for the fullannual reduced fee for that year.4. For a leave period that starts part of the way through the calendar year, where the full annual fee for the yearhas already been paid, the fees would be calculated to be consistent with the existing Council Refund Policywhere the leave period starts as follows:

Architects, Licensed Technologists, Non-Practicing Architects and Intern Architects with 5+ Years status:

January 1 until February 28 – Full membership fee refunded minus the annual leave feeMarch 1 until March 31 – ¾ of the membership fee minus the annual leave feeApril 1 until June 30 – ½ of the membership fee minus the annual leave feeJuly 1 until September 30 – ¼ of the membership fee minus the annual leave feeOctober 1 until December 31 – no refund but the annual fee for the next calendar year would be based on thefull one-year annual leave period fee.

Intern Architects with less than 5 Years status;

January 1 until March 31 – Full membership fee refunded minus the annual leave feeApril 1 until September 30 – ½ of the membership fee minus the annual leave feeOctober 1 until December 31 – no refund but the annual fee for the next calendar year would be based on thefull one-year annual leave period fee.

Refunds will be calculated based on when the application is made for leave and granted. Refunds will not begranted for leave retroactively.

5. Where the leave period is less than one year, or the one-year leave period ends at some point during thecalendar year, the full annual fee for the remainder of the year would be calculated proportionately in quarterlyincrements.

January 1 until March 31 – Full membership fee will be invoiced at the beginning of the yearApril 1 until September 30 – ½ of the membership feeOctober 1 until December 31 – ¼ of the membership fee

Where the architect, non-practicing architect, licensed technologist OAA or intern architect has been granted aleave of absence from membership or intern architect requirements, the following should be communicated tothe individual in writing:

1. The individual may re-apply to extend the leave of absence beyond one year on an annual basis for up to oneyear at a time with appropriate supporting documentation.2. Where an architect /non-practising architect/licensed technologist OAA chooses to surrender his/her licence orretires during his/her leave period, the policy Continuing Education Requirements for New Members, Re-application, Re-instated Members and Members Under Suspension would apply.3. An architect/licensed technologist OAA who extends the leave of absence beyond three years is subject to thesame currency requirements on re-application or re-instatement to full member status as an architect whoresigns his/her licence or who retires.4 Where an intern architect allows his/her status to lapse during the leave period, the policy for ExperienceSubmission Requirements and Retroactive Entry Charges for any experience recorded during that period wouldapply on re-appointment.5. Architects/licensed technologists OAA and architects/licensed technologists OAA who are responsible forpersonally supervising and directing a practice who violate the terms of the undertaking and are found to beemployed in the practice of architecture or other related field during the period of the leave of absence, aresubject to the Complaints and Discipline process.6. Where an architect/non-practising architect/licensed technologist OAA has applied for a maternity or parentalleave or other non-medical leave, the architect should be encouraged to comply with continuing educationrequirements during the leave period.

Where the individual has been able to complete at least 50% of the requirements of the current ContinuingEducation cycle, and substantiates incapacity for the rest of the cycle, the cycle would be deemed complete.

Where the individual returns in the last six months of the two-year cycle, he/she will not be required toaccumulate Continuing Education hours for that cycle but will be required to complete the requirements of thesubsequent cycle in full.

Questions regarding this Policy should be directed to OAA Executive Assistant, Executive Services,Tina Carfa at [email protected]

.Ontario Association of Architects*************************************************************************************************************Policy Name Financial Hardship Policy

Application for Relief from Payment of OAA Fees due to FinancialHardship for Architects, Non-Practising Architects, LicensedTechnologists OAA, Intern Architects, Retired Members and

Student Associates

Issue Date March 18, 2003Revision Dates December 31, 2007

October 30, 2009

*************************************************************************************************************

Council has adopted a policy that OAA fees may be waived or reduced for up to one yearby the OAA Director of Operations for reasons of financial hardship. The policy will bereviewed on an annual basis.

Waived or reduced fees or fees payable by installments are available to:

1. Architects who are practising architecture or working in a related or unrelated fieldeither full-time or part-time, and are able to meet Continuing Educationrequirements, but are not able to meet their financial obligations to the Associationfor reasons of financial hardship.

2. Architects who are sole practitioners who are able to complete ContinuingEducation requirements and at the same time are able to practise architecture full-time or part-time but are not able to meet their financial obligations to the OAA forreasons of financial hardship.

3. Licensed Technologists OAA who are practising architecture within the termsconditions and limitations of their licence, or who are working in a related orunrelated field either full-time or part-time, and are able to meet their ContinuingEducation requirements, but are not able to meet their financial obligations to theAssociation for reasons of financial hardship.

4. Licensed Technologists OAA who are sole practitioners who are able to completeContinuing Education requirements and at the same time are able to practisearchitecture full-time or part-time, within the terms, conditions and limitations oftheir licence, but are not able to meet their financial obligations to the OAA forreasons of financial hardship.

5. Non-Practising Architects who are employed as prescribed under the terms,conditions and limitations of their licence, but are not able to meet their financialobligations to the Association for reasons of financial hardship.

6. Intern Architects who are able to complete the requirements of the Intern ArchitectProgram and at the same time are able to work in architecture or a related field but

2

are not able to meet their financial obligations to the OAA for reasons of financialhardship.

7. Architects, Non-Practising Architects, Licensed Technologists OAA and InternArchitects who are unemployed and are not able to meet their financial obligationsto the OAA for reasons of financial hardship.

8. Retired members and Student Associates who are not able to meet their financialobligations to the OAA for reasons of financial hardship.

The policy permits an individual whose fees have been waived or reduced/deferred tomaintain his/her licence, Certificate of Practice, or, Intern Architect, Retired member orStudent Associate status during the specified period, provided that all criteria set out in thispolicy are met.

1. The following fees for Architects, Non-Practising Architects and LicensedTechnologists OAA may be waived, reduced or paid by installments under theFinancial Hardship Policy: Annual Licence Fee Retroactive Fees for an individual reapplying for licensure within three years of

surrendering his/her licence. Annual Certificate of Practice Fee for a Sole Proprietor or for a corporation

where there is a sole shareholder (n/a for non-practising architect)2. The following fees for Intern Architects may be waived or reduced or paid by

installments under the Financial Hardship Policy: Annual Intern Architect Fee Admission Course Fee may be waived in full, or payment may be deferred

from the time of registration until no less than two weeks prior to the start ofthe Admission Course, or may be paid in equal monthly installments over theperiod from the start of the registration period to the start of the AdmissionCourse.

Retroactive Entry Charges

3. The following fees for Retired members may be waived/reduced/deferred underthe financial hardship policy: Annual Retired member Fee.

4. The following fees for Student Associates may be waived/reduced/deferred underthe financial hardship policy: Annual Student Associate Fee.

The following criteria must be met by the Architects, Sole Proprietors, Non-PractisingArchitects, Licensed Technologists OAA, Intern Architects, Retired members and StudentAssociates who request a waiver, reduction or deferral of fees under the FinancialHardship Policy.

All individuals must request in writing that OAA fees be waived or reduced and includingthe following:

i. Identify the fee(s) that they are requesting be waived, reduced or deferred.ii. The reason for the financial hardship

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iii. The estimated time required until full payment of fees may resume.

The terms of the financial hardship policy are as follows:

1. Architects, Non-Practising Architects, Licensed Technologists OAA, InternArchitects, Retired members and Student Associates whose fees are waived orreduced must be members in good standing.

2. Each application will be reviewed and a decision made to waive or reduce fees orallow payment by instalment as applicable, on a case by case basis by theDirector of Operations.

3. Each individual whose fees are waived, reduced or deferred under the FinancialHardship Policy will be required to sign a statutory declaration and may berequired to submit documentation to support the application.

4. Architects, Non-Practising Architects and Licensed Technologists OAA mustcomply with Continuing Education Program requirements during the period thatfees are waived under this policy.

5. Intern Architects must comply with requirements under the Intern ArchitectProgram during the period that fees are waived under this policy. When grantedrelief under this policy, Intern Architects should note that time will continue toaccumulate towards the five year period after which the Intern will be subject tothe same fee as those members who are licensed architects.

6. Supporting documentation may be requested by the OAA to substantiate the requestfor a waiver or reduction of fees based on family income. The documentation mayinclude copies of income tax filings by the individual and members of his/herimmediate family. In considering this request, the Director of Operations may refer tothe most current Low income Cut Offs and Low Income Measures from StatisticsCanada that sets out low family income levels for different sizes of families andcommunities in various geographic areas.

7. A request for a waiver or reduction of annual fees must be made between the time ofreceipt of the annual invoice fee and the end of February of the calendar year to whichthe fee applies or at the time of re-application for membership, intern architect orstudent associate status.

8. Where the financial hardship period is less than one year, or the one-year financialhardship period ends at some point during the calendar year, the full membership feefor the remainder of the year will be prorated in quarterly increments.

9. Where an individual has already paid fees to the Association and during the period oftime covered by those fees advises the OAA that they have suffered a financialhardship, a refund of fees already paid will not be considered.

10. Where an individual has been granted a leave of absence from the profession due tomedical or other compassionate grounds, and at the same time is unable to pay thereduced annual membership fee charged under that policy, that reduced annual fee

4

may also be waived where an application is made to do so under this FinancialHardship Policy. All other terms under the Leave Policy would still apply.

11. Re-application by the same individual will be considered on a case by case basis.Individuals may receive relief under this policy a maximum of three times within a ten-year period.

12. Relief under this policy may be granted a maximum of three times within a ten-yearperiod.

Where the Architect, Non-Practising Architect, Licensed Technologist OAA, Intern Architect,Retired Member or Student Associate has been granted a waived or reduced fee, the followingshould be communicated to the individual in writing:

1. Where an Architect, Non-Practising Architect or Licensed Technologist OAAchooses to surrender his/her licence or during his/her financial hardship period,the policy Continuing Education Requirements for New Members, Re-application,Re-instated Members and Members Under Suspension would apply upon re-application.

2. Where an Intern Architect allows his/her status to lapse during the period offinancial hardship period, the policy for Experience Submission Requirementsand Retroactive Entry Charges for any experience recorded during that periodwould apply on re-application for intern architect status.

Questions regarding this policy should be directed to OAA Executive Assistant,Executive Services, Tina Carfa at [email protected]

PRJCommon/Council Policies/Financial Hardship

Ontario Association of Architects *************************************************************************************************************** Policy Name

Reimbursement for Councillors, Committee Members, etc. Issue Date Revision Date: October 1, 2009 *************************************************************************************************************** I. REIMBURSABLE EXPENSES FOR COUNCILLORS (including Honoraria for President, Senior Vice President and Treasurer, and Vice Presidents) ALL COUNCILLORS 1. Councillors are not compensated for their activities related to participation on Council unless specifically stated in this policy. 2. Councillors will be reimbursed in accordance with the rates set out in this policy for substantiated expenses incurred:

i) related to participation on and in meetings of the Council; ii) where elected to Executive Committee, related to participation in meetings of that committee; iii) related to participation in committees to which they are appointed by the

Council; iv) related to participation in meetings of the Society(ies) to which they are appointed liaison by the Council; v) when representing the OAA at outside activities at the request of the Council; or in substitution of the President; vi) when participating in the OAA AGM and conference; vii) where expenses are incurred with the prior approval of the Council.

3. Registration fee (only) for OAA functions and events not otherwise addressed by this policy will be waived for Councillors. No other expenses are reimbursed. 4. Registration fee (only) for functions and events held jointly with other organizations will be waived for Councillors provided that the OAA is a major sponsor-proponent of the function or event. No other expenses are reimbursed. 5. Councillors will be reimbursed in accordance with the rates set out in this policy for substantiated expenses in relation to their attendance the OAA Annual Meeting and Conference, including hotel accommodation, breakfast, travel and the full registration package and/or tours. In addition, Councillors will be reimbursement for expenses relative to a guest of their choice (no restrictions) as follows:

Economy travel to and from the Conference location Registration for all social events and tours (this does not include those programs

contained in the roster of Continuing Education sessions) Any additional hotel accommodation that may be required is at the personal expense of

that individual or the Councillor. PRESIDENT

In addition to items under “All Councillors” 1. The President to be paid an Honorarium adjusted by annual inflation factor for his/her duties as President, plus reimbursement of substantiated expenses and expenses for President and spouse/companion to attend the RAIC Convention or other events approved by the Executive Committee. 2. An amount for “President Expenses” is included in the OAA budget to address miscellaneous expenses incurred in the discharge of his/her responsibilities as President where such expenses are not otherwise addressed in the budget. 3. The President may purchase a notebook computer, up to $3,000, and obtain Internet services at a cost of up to $300. This is in addition to amount included under President’s expenses above. The Internet service is discontinued at the end of the President’s term. The President may retain the computer. 4. Where available, OAA staff will arrange hospitality suite for the President (and spouse/companion) when attending the OAA AGM and conference. Related entertainment and hospitality expenses are charged against “President Expenses”. VICE PRESIDENTS (including SENIOR VICE PRESIDENT AND TREASURER) In addition to items under “Councillors”: 1. Vice Presidents are paid an honorarium adjusted by annual inflation factor in respect of fulfilling their additional responsibilities in serving on Executive Committee as set out in Section 46© of the OAA By-laws, Revised 2006. 2. With the prior approval of the Council, Vice Presidents will be reimbursed in accordance with the rates set out in this policy for substantiated expenses related to their attendance at the RAIC Festival, or other events. 3. With the prior approval of the Council, Vice Presidents will be reimbursed in accordance with the rates set out in this policy for substantiated expenses in addition to their own expenses related to hotel accommodation, breakfast and travel for spouses/companions attending the RAIC Festival, or other events. II. REIMBURSABLE EXPENSES FOR MEMBERS OF STATUTORY AND NON-STATUTORY COMMITTEES, SUB-COMMITTEES AND TASK GROUPS 1. Members of statutory and non-statutory committees, sub-committees and task groups are not compensated for their activities related to participation on these groups. 2. Members of statutory and non-statutory committees, sub-committees and task groups will be reimbursed in accordance with the rates set out in this policy for substantiated expenses related to participation on the groups.

3. Expenses related to attendance at meetings of statutory and non-statutory committees, sub-committees and task groups will only be reimbursed where a formal meeting notice is issued through the OAA (who will monitor available budget allocation). III. REIMBURSABLE EXPENSES FOR REPRESENTATIVES TO OTHER ORGANIZATIONS, etc.

Except with the prior approval of the Council, OAA representatives to other organizations, etc are not compensated for their activities, and expenses will not be reimbursed. RATES 1. With the exception of transit fares, and expenses less than $5.00, reimbursement is only made for expenses substantiated with appropriate receipts, etc. ACCOMMODATION 1. OAA staff will make all accommodation arrangements where cost of accommodation is to be reimbursed by the OAA under this policy, and will arrange for cost of accommodation (only) and taxes to be invoiced to the OAA. (If arrangements for direct invoicing to the OAA are not possible, staff will advise of the accommodation cost which will be reimbursed) MEALS AND INCIDENTAL EXPENSES 1. Expenses for meals and incidentals (expenses which are not specifically listed in this policy) will be reimbursed to a daily maximum of $100.00, to be adjusted by annual inflation factor. 2. This maximum includes all applicable taxes and gratuities. TRAVEL 1. Use of personal vehicles is reimbursed at the same rate as the Federal Government: 54 cents/kilometre (revised October 1, 2009) 2. Reimbursement for air, train or bus fares is at economy fare. Arrangements are made by OAA staff on request. 3. Taxi and Air Limousine fares are reimbursed at cost (including gratuities). 4. Car rental will be reimbursed at cost where cost is equal to or less than cost of alternative transportation available under 1, 2 or 3. 5. Insurance coverage of $500,000 is in place for Councillors (only) while travelling on Council business, and includes a weekly indemnity of $300. in the event of dismemberment. TELEPHONE 1. Long distance telephone related to OAA business is reimbursed at cost. 2. Hotel charges for local calls are reimbursed at cost. PRJCommon/Council Policies/FinancialPolicies – Councillor Reimbursement

Ontario Association of Architects **************************************************************************************************** Policy Name Purchasing/Procurement Issue Date May 3, 2000 Revision Date October 30, 2009 *************************************************************************************************** Background and General Directions Council has determined that the OAA is to adopt competitive Purchasing Procedures to ensure that the Association is obtaining best value for dollar in all transactions. In the case of many transactions, this represents a major shift in procedure. These Procedures apply to all OAA purchases, including the purchasing of goods and services. The only exception permitted to the procedure is in the case of purchases that fall below the dollar thresholds or with the specific prior approval of the Director of Operations, as set out below – under Single Sourcing. These Procedures must be implemented immediately on all transactions, except in the case where there is an existing contract or agreement with a supplier. In that case, the Procedures will be implemented when the term of that contract or agreement expires. Such contracts or agreements may not simply be renewed, except in the case of exceptions with the prior approval of the Director of Operations. Staff responsible for procurement must allow sufficient time to carry out the competitive selection process. Failure to allow sufficient time does not constitute an emergency or justify an exception to these Procedures. Purchases may not be ‘unbundled’ to bring transactions under a dollar threshold. For example, if there is an intention to purchase three computer systems, they may not be purchased on three separate invoices to avoid the competitive selection requirements. Forms and examples will be developed as we implement these Procedures. An appropriate record of the use of the Procedures must be maintained for all purchases to which the Procedures apply. (For example, the specification used, and quotations/proposals received.) Purchasing Procedures Goods Single Purchases

Where the value of the purchase will exceed $2,500, staff will prepare a specification and invite at least three competitive quotations, ensuring that at least two are received, and award to the lowest compliant bidder. Repeat Purchases Where single purchases of a particular good will be repetitive, and the cost of a single unit will exceed $2,500, staff will prepare a specification and invite at least three competitive quotations every three years. Staff will attempt to ensure that at least two are received, and award to the lowest compliant bidder. This would apply, for example, in the case of computer systems where it is ideal if they come from the same supplier. Blanket Purchasing Where a Blanket Purchasing arrangement is appropriate, staff will invite at least three proposals every three years, and award to the bidder with the most favourable proposal. This would apply, for example, in the case of miscellaneous stationery supplies. Potential bidders would be advised of our purchasing history, and invited to propose discount structures, etc. Services Services Other Than Consulting a. For such services covered under maintenance or similar agreements, or in the

absence of specific agreements, where the services will be required on an ongoing basis, staff will invite at least three competitive proposals every two years (or according to the term of the agreements if other than two years). Staff will attempt to assure that at least two proposals are received, and award to the lowest bidder. This would apply to building maintenance, publishing of Perspectives, equipment maintenance, Information Technology maintenance services, etc., except where the value will be less than $2500.

b. For such services being procured for a single activity, staff will prepare a

specification and invite at least three competitive quotations. Staff will attempt to ensure that at least two are received and award to the lowest compliant bidder. This would apply to, for example, printing of a special publication, except where the value will be less than $2500.

(In certain, limited circumstances it may be more appropriate to structure repeat purchases of a service from a single source. For example, it may be in the OAA’s benefit to return to the original printer for reprints of an OAA publication. Staff will be responsible for determining and effecting the approach which is most favourable to the OAA in such circumstances, subject to approval of the Director of Operations. Competitive selection must be used when making the initial selection.

Consulting Services Consulting Services include, for example, services of specialist consultants, legal services, expert witness services, etc.

Staff will solicit input from the Vice President of the appropriate portfolio, or a Councillor responsible for the project in the preparation of the Request for Proposal, the creation of the short-list of qualified candidates, and in the analysis of the proposals. A Request for Proposal will be prepared which describes the services to be provided, including a clear definition of the scope of those services where possible, and which also sets out the content required in the Proposal, and the criteria whereby the successful proponent will be determined. Wherever possible, at least three proposals will be invited from a short-list of qualified candidates. With input from the Vice President or Councillor, Director of Operations and staff responsible will review the proposals using a Value Based Selection (VBS) approach, with specific criteria and weighting established appropriately to the type of services sought. Review may include an interview, where appropriate. The assignment will be awarded to the proponent which scores highest in the VBS analysis. In some cases, this process will be used to establish a ‘roster’ or ‘pool’ of consultants, for example in the case of expert witnesses. Single Sourcing There may still be circumstances where single-sourcing is most appropriate. This will tend to occur more in the area of services, rather than goods, and most frequently in the sourcing of consulting services. It may occur in the procurement of goods where there are no supply competitors for a specific product in the marketplace. In the case of services, it may be necessary or preferred to engage a specific supplier – for example engaging the manufacturer of a piece of equipment to provide service in order to protect a warranty, or where continuity in the delivery of the services is necessary. In the case of consulting services, it may be that a specific individual or firm may be most appropriate for a special project In the case of goods and services other than consulting, where single-sourcing is indicated, the Director of Operations will make the decision on a ‘last resort’ basis, and will then negotiate the most favourable arrangement possible. In the case of consulting services, any decision to single-source will be taken by the Director of Operations with the input of the Vice President of the appropriate portfolio or Councillor responsible for the project. PRJCommon/Council Policies/Purchasing-Procurement

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Ontario Association of Architects Privacy Policy under the Canadian Federal Government’s Personal Information Protection and Electronic Documents Act (PIPEDA) The Ontario Association of Architects (OAA) is bound by PIPEDA and requires consent where the personal information it collects, uses, discloses and retains is in the course of its commercial activities. The personal information the OAA collects, uses, discloses and retains for Regulatory purposes does not require consent. The following are the 10 principles with which the OAA is required to comply with respect to personal information: 1. ACCOUNTABILITY The OAA is responsible for personal information under its control and shall designate one or more staff members who are accountable for the OAA’s compliance. The identity of the staff members shall be made known by the OAA upon request. Policy: General questions and comments related to PIPEDA, the OAA’s compliance with the legislation, as well as, that of individual architectural practices should be forwarded to OAA Registrar, Hillel Roebuck at [email protected] Concerns related to the OAA’s Compliance with the legislation, including the collection, use, retention and destruction of personal information held by the OAA should be forwarded to the OAA Director of Policy, Kristi Doyle at [email protected] 2. IDENTIFYING PURPOSES The purpose for which personal information is collected, used and disclosed by the OAA in the course of its commercial activities is identified on a separate Consent Form submitted at the time of Licence application, applications for appointment as an Intern Architect, and Student Associate; and in a Consent Form to be sent to an individual who, on January 1, 2004, is an Architect licensed by the OAA, Intern Architect, Student Associate, Retired Member, Honorary Member and Life Member. Policy: Personal information collected, used and disclosed by the OAA in the course of its commercial activities is identified on the separate Consent Form. Procedure: A Consent Form, setting out the use of the personal information by the OAA in the course of its commercial activities, will be sent providing an opportunity to accept or deny its use. Any individual may subsequently amend his/her consent in writing. 3. CONSENT The knowledge and consent of the individual is required for the collection, use, disclosure or retention of personal information in the course of the OAA’s commercial activities except where inappropriate. The form of the consent sought by the OAA may vary depending on the circumstances and the type of information and the reasonable expectations of the individual. Given the nature of the personal information it is reasonable to infer that an individual has given implied consent for the collection, use, disclosure or retention of personal information necessary for the

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identified purposes until the individual has returned the above noted Consent Form to the OAA. An express consent with check off boxes allowing an individual to request that contact information not be given to other organizations which may use it for commercial activities will be included in the Consent Form that will be sent by the OAA and accompany applications for Licence or applications for appointment as an Intern Architect, Student Associate and separately to a Retired Member, Honorary Member or Life Member. The OAA may collect, use and disclose personal information in the course of its commercial activities without the knowledge or consent of the individual if the collection, use or disclosure is clearly in the interest of the individual and the consent cannot be obtained in a timely manner or if it is reasonable to expect that the collection, use or disclosure with the knowledge or consent of the individual would compromise the availability or the accuracy of the information as more particularly set out in the PIPEDA. An individual may withdraw his/her consent at any time upon reasonable notice subject to legal or contractual restrictions. Policy: Personal information collected, used, disclosed and retained by the OAA in the course of its commercial activities is identified in the Consent Form. The OAA will obtain written consent from an Architect, Student Associate, Intern Architect, Retired Member, Honorary Member and Life Member to collect, use, disclose and retain his/her personal information in the course of its commercial activities. Procedure:

Individual Consent Form for an Architect, Student Associate, Intern Architect, and Retired Member to be sent with Renewal Notices;

Consent Form to be sent to Honorary Member and Life Member in December; Consent Form to accompany the Licence, Intern Architect and Student Associate

applications as a separate document. 4. LIMITING COLLECTION The collection, use and disclosure of personal information in the course of its commercial activities shall be limited to that which is necessary for the purposes identified by the OAA. Information shall be collected by fair and lawful means. Policy: All personal information collected, used and disclosed by the OAA in the course of its commercial activities is obtained from individual Consent Forms. Procedure: Collect, use and disclose personal information in the course of its commercial activities from Consent Forms. 5. LIMITING USE, DISCLOSURE AND RETENTION Policy: Personal information collected, used or disclosed by the OAA in the course of its commercial activities shall not be used or disclosed for purposes other than those for which it was collected except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfilment of those purposes. The OAA may disclose personal information collected in the course of its commercial activities without the knowledge or consent of the individual if the disclosure is to a

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lawyer who represents the OAA or for the purposes of collecting a debt owed by the individual to the OAA or where such is required to comply with a subpoena or an Order of the Court or a person or body with jurisdiction to compel the production of information or where a request has been made by an investigative body and the disclosure is reasonable for purposes related to investigating a breach of an agreement or contravention of the Laws of Canada or a Province or are required by law. Procedure: Only personal information collected from the Consent Form may be provided to those organizations identified on the Consent Form. 6. ACCURACY Personal information collected, used or disclosed by the OAA in the course of its commercial activities shall be as accurate, complete and up to date as is necessary for the purpose for which it is to be used. Policy: The OAA endeavours to maintain accurate and up-to-date records, however, the onus is on the individual to advise the OAA, in writing, with respect to any change in particulars. Procedure: Changes to all information submitted in Consent Forms will only be accepted in writing. 7. SAFEGUARDS Policy: Personal information collected, used and disclosed by the OAA in the course of its commercial activities shall be protected by security safeguards appropriate for the sensitivity of the information. Procedure:

The OAA’s database is password protected. Access to the 3rd floor of the OAA building is restricted to those with passcards.

Personal information in hardcopy form cannot be accessed/used by unauthorized individuals. 8. OPENNESS The OAA shall make readily available to individuals specific information about its policy of practices relating to the management of personal information collected, used and disclosed in the course of its commercial activities. An individual may contact the designated staff member to obtain further information. Policy: An individual may request access to his/her personal information collected, used or disclosed by the OAA in the course of its commercial activities (Consent Form). Procedure: Written request to the staff member responsible for the OAA’s compliance with the PIPEDA. 9. INDIVIDUAL ACCESS Upon request, an individual shall be informed of the existence, use and disclosure of his/her personal information collected, used or disclosed by the OAA in the course of

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its commercial activities and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate. Policy: An individual may request access to his/her personal information collected, used or disclosed by the OAA in the course of its commercial activities (Consent Form). Procedure:

Request to access personal information collected, used or disclosed on the Consent Form must be received in writing, including the date and time when he/she would like to view the Consent Form.

Staff member accountable for the OAA’s compliance with the PIPEDA will remove that Consent Form from the binder for review by the individual.

Changes to information contained on the Consent Form will be made by the individual in writing, signed and dated. 10. CHALLENGING COMPLIANCE An individual shall be able to address a challenge concerning compliance with the above 9 principles with the designated staff member accountable for the OAA’s compliance. Policy: Complaints may be made to the OAA designated staff member accountable for the OAA’s compliance with the PIPEDA in addition to the Federal Privacy Commission. Procedure:

Complaint must be made in writing and should be addressed to the designated staff member accountable for ensuring the OAA’s compliance with the PIPEDA.

The staff member accountable for the OAA’s compliance with the PIPEDA, in consultation with the Executive Director, will address the matter and issue a response to the individual within 30 days of receipt of the complaint. Note: OAA Practice Tip PT.2 notes to all architectural practices of the existence of the legislation and requirements to comply. Information regarding additional resources on this matter is also provided. October 20, 2009 PRJCommon/Council Policies/OAA Privacy Policy per PIPEDA

Ontario Association of Architects *********************************************************************************************************** Policy Name Election Results Issue Date January 16, 2003 *********************************************************************************************************** The Registrar will make available to any member of the Ontario Association of Architects, upon request, results of Council Elections including the number of votes received by each candidate. PRJCommon/Council Policies/Election Results

OAA COUNCIL MEETINGS

RULES AND PROCEDURES Meetings of the Council of the Ontario Association of Architects (OAA) are conducted in accordance with Roberts Rules of Order which is included in the Councillor Orientation Binder, unless stipulated otherwise with the by-laws or as otherwise approved by OAA Council – see below.

Meeting Agendas Establishment of the meeting agendas and the addition of new items. The agendas for the In camera and Open meetings are established by Executive Committee of Council approximately two weeks prior to the date of the Council meeting. Councillors wishing to place an item of business on the agenda for Council’s consideration, should notify a member of Executive Committee or staff at least two weeks prior to the Council meeting. If a matter of urgent business arises after the agendas have been reviewed by Executive Committee and you wish to have the item placed on either agenda, you are asked to discuss the matter with the Chair prior to the date of the meeting. It is preferable to avoid ‘last minute’ additions to the agenda at the outset of a meeting.

In Camera and Open Meetings A motion was passed by Council in the spring of 1993 creating policy that Council Meetings be open to members. The In Camera session is usually held in the morning and the Open session is held immediately following the In Camera portion. All business of Council is to be dealt with during the Open portion of a meeting except where “the subject matter is related to litigation, personnel, appointments to committees, awards of merit, public security, a contemplated real estate transaction, is governed by privacy legislation or the matter arises from the administration of the Architects Act, Section 43.” The agenda, all reports and other materials, and discussion during an In Camera meeting are confidential. In the spirit of the policy that meetings of Council be open to the membership, every effort is made to minimize those items for discussion ‘In Camera’. Members are notified of the Council meeting dates and invited to attend through e-bulletin on the OAA’s Web site. Members in attendance at Open Council meetings do not participate in the meeting unless invited to do so by majority vote or prior arrangement.

Rules and Procedures for Discussion/Debate/Motions within Council Meetings

1) The maximum time for a speech in debate on a motion is two minutes.

2) The Chair shall keep a speakers’ list of those wishing to speak to a motion; and

a) the speakers’ list shall be built in the order that the Chair notes a member’s intention to speak; and

b) any member having not spoken to a motion shall be given preference on the speakers’ list over any member who has already spoken to the motion.

3) An original main motion may only be introduced at a meeting if it has been added under New Business to the agenda approved for that meeting.

4) An item For Information Only which no Council member indicates will be the subject of a question or an original main motion is considered to be dispensed upon approval of the agenda for that meeting.

5) The meeting will move to a period of informal discussion immediately after a new item has been presented and any questions on the item have been put and answered, but before an original main motion on the item is introduced; and

a) a period of informal discussion is defined as the opportunity to discuss an item without there being a motion on the floor; and

b) the Chair of the meeting when the item is introduced continues as the Chair during the period of informal discussion unless he or she chooses to relinquish the Chair; and

c) in a period of informal discussion the regular rules of debate are suspended; and

d) a period of informal discussion ceases when the Chair notes that no additional members wish to speak to the item or when an incidental motion to return to the regular rules of debate passes with a majority; and

e) immediately upon leaving a period of informal discussion, the presenter of the item may move an original main motion on the item and the formal rules of debate resume; and

f) if the presenter of the item moves no motion on the item then the item is considered dispensed unless an indication to introduce additional original main motions on the item is on the agenda, in which case each of these motions is presented in turn and debated as per the rules of formal debate.

Re-opening an Issue A formal council policy exists requiring a two-thirds majority vote of Council members present in order to re-consider a question that has been previously decided by Council within the same Council year. This policy is formalized in the OAA By-laws under Section 15. January 2009 PRJCommon/Council Policies/Policies/Procedures for Council Meetings

PRJCommon/Council Policies/conflict of interest Council Meetings

declarations of conflict of interest from members of the Council. It is at this time individual members of Council will declare their conflict, perceived or real, to the other members of Council. This declaration will be recorded in the minutes.

5. Where a conflict, perceived or real, is declared the following will occur:

i) If the conflict is of a personal nature, i.e. there is indirect or direct benefit to the individual’s business and/or property, or where relatives, friends or colleagues will benefit from his or her actions as a member of Council the individual member of Council will leave the room.

ii) Where the conflict is of a general nature, i.e. the Council member has previous

knowledge of or involvement in the matter or with the individual being discussed that may unduly influence the outcome, the Council member will leave the room.

6. If a member of Council recognizes that he or she has failed to declare a conflict of interest that should have been declared, he or she shall declare to the President as soon as the member of Council recognizes the omission. Council may take whatever action it deems appropriate to address the situation including reconsidering the matter affected by the conflict.

7. If a member of Council fails to declare a conflict of interest, perceived or real, another member of Council who is aware of it shall raise the issue.

8. Depending on the situation, Council may defer the matter(s) until legal opinion is obtained.

9. Where there is uncertainty as to whether or not a particular circumstance or relationship involves a conflict of interest, Council shall make the final determination. The member of Council affected by this decision can speak to the matter before Council makes its determination, but shall then leave the room and not participate in the debate or vote or otherwise attempt to influence the decision.

Ontario Association of Architects *************************************************************************************************************** Experience Requirements Committee Policy Name Submittal of Back-up Documentation or

Discussion Material Issue Date January 15, 1998 *************************************************************************************************************** GENERAL STATEMENT This policy establishes the requirements for back-up documentation required to be submitted by applicants who are subject to an interview of the Experience Requirements Committee (ERC). The ERC may require back-up documentation in order to assess the acceptability of experience recorded by the applicant. POLICY Upon request of the ERC, applicants must submit the following back-up documentation for entries in the Canadian Experience Record Book (CERB):

i) Full size prints of all working drawings for an entire project (no reductions), together with a declaration from the employer stating the personal involvement of the applicant for each drawing or sketch.

ii) Copies of sections of specifications in the preparation of which applicants have

participated or which they have personally prepared, together with a declaration from the employer stating the personal involvement of the employer.

iii) Copies of all documents relating to contract administration/general review for an

entire project on which the applicant has personally participated as an observer or representative, showing his participation specifically with reference to the tasks as listed in the CERB, together with a declaration from the employer stating the personal involvement and hands on experience.

In the event that the applicant is unable to obtain and submit the requested documentation, the applicant must provide other evidence sufficient to permit the ERC to determine the acceptability of the experience under consideration.

It is the responsibility of the applicant to adequately demonstrate to the satisfaction of the ERC the equivalency of the candidate’s experience to the requirements of the Intern Architect Program. PRJCommon/Council Policies/ERC Backup documentation

Ontario Association of Architects *************************************************************************************************************** Policy Name Election of Immediate Past President to Executive Committee

Issue Date April 1996 Revision Date December 1996 ***************************************************************************************************************** Subsection 17(2) of Regulation 27 under the Architects Act states that: “17(2) The Executive Committee shall be composed of the president, who shall chair it, the vice-president and treasurer, the vice-presidents and, if so elected by ballot of the elected members of the Council, the immediate past president of Council.” At the December 5, 1996 Meeting of the Council, a motion was passed such that an Immediate Past President elected to serve on Executive Committee as a Vice President will receive the same Honorarium as all other Vice Presidents. PRJCommon/Council Policies/Election of Immediate Past President to Executive Committee

Ontario Association of Architects *********************************************************************************************************** Policy Name Appointments to Committees and as Representatives to Outside Orgs. Issue Date October 30, 2009 *********************************************************************************************************** Members of staff who are responsible for supporting specific Committees and Task Groups will review vacancies that may exist as a result of expiring terms in the Fall of each year (or as necessary). Vacancies will be advertised to the membership via OAA ebulletin and on the OAA Web site. A deadline for receipt of indications of interest will be given. Council may at its discretion choose to direct source individuals for committee appointments or as representatives to outside organizations based on the need for special knowledge or experience, or where time does not permit the usual process of advertising the opportunity to the membership as a whole. Appropriate staff and Committee Chairs/Vice Presidents will review applications and interview potential candidates. Appointments to Committees will be reviewed and approved by Council. Appointments to OAA Standing Committees will be for a term of three years, unless otherwise stipulated. An individual may be appointed for a maximum of two consecutive terms. PRJCommon/Council Policies/Committee Appointments

COUNCIL POLICIES

Section 7 Life Members

Ontario Association of Architects *************************************************************************************************************** Policy Name Life Members

Election of Life Members Issue Date December 17, 1987 Revision Date *************************************************************************************************************** Regulation 27 was amended December 17, 1987 removing the reference to age 75 as a requirement in order for an Association or Retired Member to be considered by Council for election as a Life Member. The Policy instituted following the amendment to the Regulation was to continue using age 75 as the basis for referring those names for Council’s consideration. The Registrar will submit to Council in January of each year, a list of Associates and Retired Members who have reached age 75 in the previous twelve month period. PRJCommon/Council Policies/Life Members

COUNCIL POLICIES

Section 8 Use of Designation ‘OAA’

Ontario Association of Architects *********************************************************************************************************** Policy Name Use of the Designation ‘OAA’ Issue Date January 20, 2005 *********************************************************************************************************** In accordance with publication by the Registrar of Trade-marks on June 23, 2004, ‘OAA’ is recognized as an official mark of the Ontario Association of Architects. As a term formally protected by the OAA, the Council of the OAA may determine who may utilize ‘OAA’ and under what circumstances. By virtue of having ‘OAA’ protected as an official mark of the Ontario Association of Architects, no other group, individual or organization may use ‘OAA’ without the express written permission of the Council of the OAA. Exception will be given to those utilizing the term prior to it being recognized as an official mark of the OAA. The OAA may license the use of the term ‘OAA’ as it sees appropriate. Under this policy, the following may utilize the designation ‘OAA’, only in the forms noted below: Licensed Architects – individuals who are granted a licence to practice architecture by the OAA without a term, condition or limitation which prohibits use of the title “architect” or use of the designation “OAA”.

Example: John Doe, OAA John Doe, Architect Architect B.Arch., OAA

Licensed Technologist OAA

Example: John Doe, Licensed Technologist OAA

The following prescribed classes of persons as defined in Regulation 27 under the Architects Act are not permitted to utilize the designation ‘OAA’:

1. Intern Architect 2. Retired Member 3. Life Member 4. Honorary Member 5. Student Associates

PRJCommon/Council Policies/Use of designation ‘OAA’

COUNCIL POLICIES

Section 9 Licensed Technologist OAA

POLICY OF THE COUNCIL OF THE ONTARIO ASSOCIATION OF ARCHITECTS (OAA) WITH RESPECT TO APPLICATIONS FOR LICENCE AND CERTIFICATES OF PRACTICE BY HOLDERS OF CERTIFICATES OF QUALIFICATION AS LICENSED TECHNOLOGIST ISSUED BY THE ONTARIO ASSOCIATION FOR APPLIED ARCHITECTURAL SCIENCES (OAAAS)

POLICY STATEMENT Section 13(1) of the Architects Act sets out the requirements for the issuance of a licence. Every applicant must comply with the academic and experience requirements specified in the regulations and have passed such examinations and completed such courses of study as the Council may set or approve unless the Council has exempted the applicant from these requirements. The academic and experience requirements for the issuance of a licence are stipulated in Section 31 of the regulations. Where an applicant for a licence is the holder of a certificate of qualification as Licensed Technologist issued by OAAAS, the applicant shall be exempted from the academic and experience requirements set out in the regulations subject to the terms, conditions and limitations hereinafter set out, which shall be incorporated and form part of the licence issued by the Registrar. Every holder of a certificate of qualification as Licensed Technologist issued by OAAAS is on the issuance of a licence by the Registrar, a member of the Association, subject however to the terms, conditions and limitations as incorporated and part of the licence. TERMS, CONDITIONS and LIMITATIONS OF LICENCE 1. The Licensed Technologist may prepare and provide a design for, or perform general

review of or evaluate, advise or report on the construction, enlargement or alteration of a building that:

(1) as constructed enlarged or altered, is not more than three storeys in height and not

more than 600 square metres in gross area and is used or intended for one or more

of the following occupancies:

i Residential; ii Business; iii Personal services; iv Mercantile; v Industrial; vi a restaurant designed to accommodate not more than 100 persons

consuming food or drink; (2) is used or intended for residential occupancy, and contains one dwelling unit or

two attached dwelling units, and, as constructed, enlarged or altered, is not more than four storeys in height;

(3) is used or intended for residential occupancy, that contains three or more attached dwelling units and, as constructed, enlarged or altered, is not more than four storeys in height and not more than 600 square metres in building area.

2. The Licensed Technologist shall use the designation “Licensed Technologist OAA” in

every aspect of the practice of architecture but may not use the title “architect” as an occupational designation or use an addition to or abbreviation of the title “architect”, an occupational designation or a term, title, addition or description that will lead to the belief that the Licensed Technologist may provide architectural services other than as set out in paragraph 1 hereof. The Licensed Technologist OAA is permitted to use the abbreviated title of “Lic.Tech.OAA”.

3. A Licensed Technologist shall not provide architectural services other than as permitted

by paragraph 1 of this policy. A Licensed Technologist may act as the prime consultant for the construction, enlargement or alteration of any building but where the Licensed Technologist has been engaged or employed or has agreed to provide architectural services to a member of the public other than as permitted by paragraph 1 of this policy, the Licensed Technologist must engage or employ a holder of a certificate of practice who is not subject to the terms, conditions and limitations that the holder of the certificate of practice may only provide architectural services as set out in paragraph 1 of this policy. Nothing herein prevents the Licensed Technologist from then assisting in the provision of the architectural services provided that such assistance is under the personal supervision and direction of that holder and that this is clearly communicated to the client.

4. The Licensed Technologist is not qualified to vote at an election of members of the

Council, and is not eligible for election to the Council and may not vote at the annual or other general meetings of the members of the Association. The Licensed Technologist is not permitted to sit on OAA Statutory Committees nor act as a Mentor under the Intern Architect Program.

5. The Licensed Technologist may provide architectural services to the public only:

1) as a sole proprietor;

2) in partnership with one or more Licensed Technologists who are holders of licences issued in accordance with this policy; or

3) through a corporation;

provided that the Licensed Technologist, partnership or corporation holds a certificate of practice which is subject to the terms, conditions and limitations that the holder of the certificate of practice may only provide architectural services as set out in paragraph 1 of this policy and that the holder provides services that are within the practice of architecture under the personal supervision and direction of a Licensed Technologist to whom a licence has been issued.

6. The Licensed Technologist shall not legally or beneficially own, directly or indirectly,

exercise control or direction or legally or beneficially own directly or indirectly shares, or any class of shares of a corporation as hereinafter outlined and, together with another shareholder or other shareholders associated with the person exercise control or direction over, more than 49 percent of the total number of issued and outstanding shares of any class of shares of a corporation to whom a certificate of practice has been issued under Section 14 of the Architects Act or a corporate partner of a partnership of corporations to whom a certificate of practice has been issued under Section 16 of the Architects Act which is not limited to the provision of architectural services as set out in paragraph 1 of this policy. Section 21(2) of the Architects Act applies to this paragraph with the necessary modifications.

7. The Licensed Technologist shall not supervise and direct the practice of architecture of a

holder of a certificate of practice issued under Section 14, 15, 16, 17 or 18 of the Architects Act that provides architectural services to the public other than architectural services as set out in paragraph 1 of this policy.

TERMS, CONDITIONS AND LIMITATIONS OF CERTIFICATE OF PRACTICE 1. Where a Licensed Technologist applies to the Registrar for the issuance of a certificate of

practice, the certificate of practice shall be subject to the same terms, conditions and limitations as the license, but no certificate of practice shall be issued to the Licensed Technologist unless he or she has agreed to waive the right to a hearing by the Registration Committee under Section 25 of the Architects Act.

Rev. January 2010 PRJCommon/Council Policies/Licensed Technologist OAA Policy Statement re. TCL

ADVANCED STANDING POLICY FOR EXPERIENCED APPLICANTS

IntroductionBeginning 1 March 2008 and continuing until 28 February 2011, applications for advanced standing in OAAAS will be accepted from building design professionals with the necessary combination of academic training and extensive work experience.

In order to qualify as a Licensed Technologist OAA, the final step in the OAAAS process, a candidate must satisfy a 12-year experience rule. A senior architectural technician or technologist who does not have a college or university diploma must document 12 years of comprehensive architectural experience. A candidate with a three-year diploma must show nine years of experience and a candidate with a four-year diploma must show eight years of experience.

In addition, a candidate must have at least 940 hours work experience in Ontario and in specific categories, under the personal supervision and direction of an Ontario architect, within the three years prior to submitting the application.

Application Procedure A candidate seeking advanced standing in OAAAS must submit a résumé and portfolio of work, outlining a minimum of 10 projects, in at least three different building types. The candidate must demonstrate that the experience has been gained while working with or for an architect, and must cover all three categories of practice as outlined in the OAAAS Experience Requirements:

Design and Construction Documents Construction Administration Management.

Assessment Process Recognition as a Licensed Technologist OAA requires membership in the Ontario Association of Engineering Technicians and Technologies at an advanced level, including passing the OACETT Professional Practice Exam, which tests knowledge of basic law and ethics. The candidate’s résumé and portfolio will be examined to ensure these criteria are satisfied.

Qualified candidates will be invited to attend a personal interview with a Committee of professionals. This Committee has the final authority to assess the applicant’s qualifications and the written decision will note if there are any deficiencies. The Committee may award standing at any stage of the OAAAS process and may also require upgrading of academic qualifications if necessary.

If approved by the Committee, the candidate will be eligible to attend the OAA Admission Course and write the Licensed Technologist OAA examination.

If you think you might qualify, please review the detailed requirements found in the Advanced Standing Policy – Program Guide.

Contact: Vera Alexeeva Admissions Co-ordinator OAAAS

[email protected] 416.621.9621, x 223

COUNCIL POLICIES

Section 10 Non Practising Architect

POLICY OF THE COUNCIL OF THEONTARIO ASSOCIATION OF ARCHITECTS (“OAA”)WITH RESPECT TO APPLICATIONS FOR LICENCE

BY A PERSON WHO DOES NOT INTEND AND WILL NOTPRACTICE ARCHITECTURE

POLICY STATEMENT

Section 13(1) of the Architects Act sets out the requirements for the issuance of a licence.

Every applicant must comply with the academic and experience requirements specified in theregulations and have passed such examinations and completed such courses of study as theCouncil may set or approve unless the Council has exempted the applicant from theserequirements.

The academic and experience requirements for the issuance of a licence are stipulated in Section31 of the regulations.

A person who is the holder of a licence under the Architects Act or has at any time in the pastbeen the holder of a licence under the Architects Act may, in accordance with this PolicyStatement, apply for the issuance of a licence as a non-practising architect.

Every holder of a licence, as a non-practising architect, is on the issuance of such a licence, amember of the Association, but is subject to the terms, conditions and limitations as incorporatedand part of the licence.

PROCEDURE

A person who is the holder of a licence under the Architects Act and wishes to apply for a licenceas a non-practising architect must resign his or her membership by filing with the Registrar his orher resignation in writing under subsection 5(2) of the Architects Act. Any existing policies andprocedures related to resignation of licences apply to such a person, including the return of thelicence certificate and seal, if any.

A person who has previously held a licence under the Architects Act, or a predecessor thereof,other than a former member who resigned his or her membership under subsection 5(2) of theArchitects Act or a predecessor thereof, whose licence was either cancelled or revoked orsuspended by the Discipline Committee, is not eligible to apply for the issuance of a licence as anon-practising architect under this Policy Statement.

No licence shall be issued by the Registrar to an applicant for a licence as a non-practising

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architect unless he or she has agreed to waive the right to a hearing by the RegistrationCommittee under Section 25 of the Architects Act.

TERMS, CONDITIONS and LIMITATIONS OF LICENCE

A person who is a holder of a licence as a non-practising architect under this Policy Statement:

(a) shall not provide architectural services either to the public, or to his or her employeror to any other person under any circumstances;

(b) may not apply for a certificate of practice;

(c) may not act as a Mentor under the Association’s Intern Architect Program;

(d) may not sign an Intern Architect’s Experience Record Book under the Intern ArchitectProgram;

(e) may not be a member of any Committee established under Section 9 of the ArchitectsAct or the Practice Committee;

(f) is qualified to vote in an election of members of the Council, is not eligible forelection to the Council and may vote at the annual or other general meeting of themembers of the Association;

(g) may use the title of “architect” or “architecte” as an occupational designation but mustnot use:

(1) an addition to or an abbreviation of the title “architect” or “architecte” thatwill lead to the belief that the person may engage in the practice ofarchitecture;

(2) an occupational designation that will lead to the belief that the person mayengage in the practice of architecture; or

(3) a term, title, addition or description that will lead to the belief that theperson may engage in the practice of architecture;

(h) will be subject to the following requirements under the Association’s program ofcontinuing education for members: Total requirement for two year cycle will be 35hours, all of which will be self-directed learning;

(i) shall not legally or beneficially own, directly or indirectly, or exercise control ordirection of any shares or any class of shares of a corporation to whom a certificate ofpractice has been issued under Section 14 of the Architects Act;

(j) who wishes to engage in the practice of architecture without terms, conditions or

3

limitation must, as a condition for applying for a licence under Section 13 of theArchitects Act and the regulations, resign his or her membership as a non-practisingarchitect by filing with the Registrar his or her resignation in writing before applyingfor a licence and must then meet all of the academic and experience requirements forthe issuance of a licence under Section 31 of the regulations.

Specific Questions related to this Policy should be directed to Kim Sumi, AdministrativeAssistant Office of the Registrar.

Approved OAA Council December 7, 2006

Revised April 7, 2011

PRJCommon/Council Policy/Non Practising Architect Dec 06

COUNCIL POLICIES

Section 11 Honorary Members

Ontario Association of Architects Procedures for Nomination of Honorary Members

Honorary Membership is one of the highest honors the Ontario Association of Architects can bestow on a person outside of the profession of architecture. Honorary membership may also be bestowed on an individual who has previously held a licence under the Architects Act. Honorary Members are a ‘class of persons whose interests are related to those of the Association’ defined in Regulation 27 under the Architects Act as “...persons who have rendered to the architectural profession signal or valuable service or who have scrupulously upheld the objects of the Association...”. The Council of the Ontario Association of Architects nominates individuals for Honorary Membership based on requests for consideration by members of Council or other members of the profession. In accordance with the Regulation, the ‘official’ election of an Honorary Member occurs at the annual meeting of members based on a nomination by the Council. Upon election, the individual is invited to attend the OAA annual Celebration of Excellence to be recognized and receive a Certificate of Honorary Membership. An Honorary Member is entitled to receive general information issued by the Association and to attend the annual and general meeting of members of the Association, but is not entitled to vote at such meetings. If the Honorary Member was previously the holder of a license, he or she may use the title “architect”. An Honorary Member is also eligible to serve on non-statutory committees and task groups. Specific Procedures Invitation for Suggestions: A notice is placed in the December/January edition of e-bulletin each year inviting all members to suggest to Council persons who might be appropriate for nomination as Honorary Members. A specific deadline will be provided within the notice, which will coincide, with the preparation of materials for the February/March meeting of Council. Council members are also invited to suggest individuals for Council’s consideration. Required Materials for Submission: Suggestions for nomination must include the following items:

1. A letter to Council requesting consideration of an individual for nomination which describes the contribution to the profession which is the basis for the nomination.

2. Four additional letters of support from members of the profession

3. A Draft citation for the individual which would be read during the Annual Meeting of Members and at the Celebration of Excellence. The Councillor suggesting the individual

should be prepared to read the citation at the Annual Meeting.

2 Circulation of Suggestions: All suggestions, including those of Councillors must be received within the deadline specified in the e-bulletin. The deadline allows for the material to be included in the in camera package for the February/March meeting of Council. This ensures adequate opportunity for individual Councillors to review and consider the suggestions prior to the meeting. All information as noted above must be submitted. Nomination at the March Meeting of Council: Suggestions for Nomination will be considered during the in camera portion of the meeting. Only those individuals whose name and required information were circulated with the meeting package will be considered. A majority vote of those present is required to carried the nomination. Preparation for Election at the Annual Meeting: The individual who suggested the nomination is contacted and asked to move the motion for election at the upcoming Annual Meeting. One of the individuals who supported the suggestion will be asked to second the motion. Election at the Annual Meeting: The nomination for election is moved and seconded, the citation is read and the question is called. The citation for the individual is read and a vote of four-fifths of the members present at the meeting is required. (Regulation 27 subsection 28(3))

Presentation of Certificate of Honorary Membership: During the Celebration of Excellence the election of an Honorary Member is announced and the citation is read again. The recipient is presented with the Certificate of Honorary Membership and welcomed to the Association. The Honorary Member may offer a short acceptance speech. Guidelines for the nomination: In making a decision with respect to the nomination of an individual for Honorary Membership Council will take into consideration the following principles:

The award is not intended to recognize an individual’s industry or success within that industry.

Care should be taken to avoid awarding Honorary Membership in circumstances which may be perceived as self-interest on the part of the profession or the individuals making the suggestion/nomination for personal advancement.

Care should be taken to avoid awarding Honorary Membership to individuals whose contribution to the profession has been primarily motivated by self-interest. The honor is not intended to recognize ‘one-time’ or short-term activities of an individual

3related to the architectural profession, but rather recognizes and honors contribution and commitment to the architectural profession over a long term.

The criteria for this award should not be confused with that of the Allied Arts Award, which “is awarded to an individual whose work is closely allied with architecture and who has enhanced architecture in Ontario”. The honor is intended for individuals that will truly appreciate being recognized and honored by the architectural profession in this manner.

Councillors should have regard for ‘conflict of interest’ when suggestions for nomination are being considered by Council.

There is no requirement that any nominations be made in any given year.

The number of nominations should be kept to a minimum to preserve the value of this honor.

1998-11-18 PRJCommon/Council Policies/Council Procedures for Nomination of Honorary members

Ontario Association of Architects *********************************************************************************************************** Policy Name Nomination of Past Presidents as Honorary members Issue Date March 4, 1999 *********************************************************************************************************** All Past President shall be nominated by Council for election as Honorary Members upon their appointment to the Roll of Retired Members. Staff will contact the individual member in advance to gauge their desire to take Honorary Member Status. Some may choose not to given that Honorary Membership is generally bestowed on individuals who are not architects. PRJCommon/Nomination of Ret PP to as Hon. Membes

COUNCIL POLICIES

Section 12 Appointment of Student Associates

Ontario Association of Architects *********************************************************************************************************** Policy Name Appointment of Student Associates Issue Date unknown Revision Date 1995 Revision Date 2004 Revision Date June 25, 2009 *********************************************************************************************************** Under Regulation 27, the Registrar may appoint an individual as a student associate who is currently enrolled in a program of accredited study, or as otherwise deemed appropriate by Council

Excerpt from Regulation 27

27. (1) Student associates are persons who are of good character, have paid the annual fees prescribed by the by-laws, are enrolled in Canada in faculties, schools or departments of architecture or other courses of study that are considered by Council to be equivalent to such faculties, schools or departments and are appointed as student associates by the Registrar. O. Reg. 91/93, s. 3.

(2) A student associate is entitled to receive general information issued by the Association and to attend the annual and general meetings of the members of the Association but is not entitled to vote at such a meeting. R.R.O. 1990, Reg. 27, s. 27 (2).

(3) Student associate status is valid for one year. R.R.O. 1990, Reg. 27, s. 27 (3).

In accordance with Subsection 27(1) Council recognized individuals enrolled in the Royal Architectural Institute of Canada Syllabus of Studies Program as being eligible for appointment as a student associate by the Registrar. In 1995 Council amended the policy to include individuals who are enrolled in a faculty, school or department of architecture in a jurisdiction located in the United States as being eligible for student associate status. In 2002 Council further amended the policy to clarify that those US programs must be accredited by the US National Architectural Accrediting Board in order for those individuals to be eligible for appointment as a student associate. In 2009, Council has amended the policy further to allow individuals enrolled in a school of architecture which has Candidacy Status, granted by the Canadian Architectural Certification Board, to be eligible for appointment as a student associate of the OAA. PRJCommon/Council Policies/Appointment of Student Associates

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