How to make changes to a Certificate of Authorization (C of A)

Section 22(5) of The Engineering and Geoscience Professions Act requires that APEGS must be advised of any changes in the particulars of a C of A within 30 days after the effective date of the change.  Any of the Official Reps for a C of A has the authority to update any information regarding the C of A. Changes are made by following the instructions below. Some changes can be made in the On-Line Profile for the C of A.

Changing the address of a C of A

Changing the name of a C of A

Adding an Official Representative to a C of A

Removing an Official Representative from a C of A

Adding an Engineer or Geoscientist Responsible for a C of A

Removing an Engineer or Geoscientist Responsible for a C of A

Changing the Authorized Signing Officer

Resiging a C of A

What if all Official Reps for a C of A are no longer licensed?

Reinstating a C of A

Detailed explanation on changing Official Reps for a Cof A

Who to contact for Questions on C of A


 

Changing the address of a C of A

This can be done in one of two ways:

  1. In the On-Line Profile of the C of A under “Contact Information” (preferred). Click here for instructions on how to access the On-Line Profile for a C of A;
  2. By an Official Rep sending an email to apegs@apegs.ca. The C of A name and registration number must be provided in the email.

* Changing the address of a C of A does not automatically update the work address for all the individual APEGS members who are employed by the company. Individual members must update their own contact information by logging into their individual On-Line Profile.

Changing the name of the C of A

Any of the Official Reps can request a change of name for a C of A.  The following is required:

  • A copy of the Certificate of Amendment / Amalgamation or any official documents showing the old name and new name. This can be sent by mail, fax or scanned and emailed to apegs@apegs.ca from an email address on record for an Official Rep;
  • C of A name and registration number;
  • $30 (GST included) payment for a new stamp. Let us know if you would like APEGS staff to call for a credit card number or if you require an invoice.

The new certificate and seal will be sent once payment is received.

APEGS notifies the Corporations Branch and Finance Department of Saskatchewan directly of the change of name.

* Changing the name of a C of A does not automatically update the employer name for all the individual APEGS members who are employed by the company. Individual members must update their employer information by logging into their individual On-Line Profile. The reasons for this are: privacy law, some former employees may still have your company name showing and some may not have an employer name entered.


Adding an Official Representative to a C of A


Only an Official Rep may advise APEGS of changes in Official Reps. Notice in writing with signatures is required. A letter can be sent by mail, fax or scanned and emailed to apegs@apegs.ca. The letter must include the following:

• Name(s) of the new Official Rep(s) whose duty it is to ensure that the Act and Bylaws are complied with;
• Signature(s) of the new Official Rep(s);
• Signature of one of the current Official Reps;
• C of A name and registration number


A new certificate for the C of A is issued if there are any Official Reps added.

These registration categories qualify somebody to be an Official Rep for a C of A: P.Eng., P.Geo., Engineering Licensee, Geoscience Licensee, Temporary Licensee.

A member-in-training cannot be an Official Rep for a C of A.


Removing an Official Representative from a C of A


Typically, someone removes themselves as Official Rep by notifying APEGS in writing that they are no longer an Official Rep. Alternatively, any of the other Official Reps can notify APEGS in writing. Notice can be given by email to apegs@apegs.ca (sent from an email address on record for any of the Official Reps) or letter / fax signed by any of the Official Reps.

At least one of the Official Reps needs to be licensed with APEGS in order for a C of A to remain active. See below “What happens if Official Rep(s) for a C of A are no longer licensed” for more detail.

* C of A relationships do not get updated automatically if an individual member notifies APEGS of a change in employer. C of A relationships include being an Official Rep or having engineering / geoscience responsibility.

 


Adding an Engineer or Geoscientist to the professional responsibility for the C of A

One of the Official Reps may advise APEGS of any additions by email to apegs@apegs.ca or letter / fax signed by the Official Rep. If sent by email, it has to come from an email address on record for the Official Rep. Only an Official Rep can add somebody as an engineer or geoscientist responsible for a C of A.

Any member or licensee that has engineering or geoscience responsibility for a C of A registered with APEGS that is providing consulting engineering or consulting geoscience services to be used by persons other than the employer of that member must have Permission to Consult. Further information and application instructions can be found here.

 * C of A relationships do not get updated automatically if an individual member notifies APEGS of a change in employer. C of A relationships include being an Official Rep or having engineering / geoscience responsibility.

These registration categories qualify somebody for professional responsible: P.Eng., P.Geo., Engineering Licensee, Geoscience Licensee, Temporary Licensee.

A member-in-training cannot be a professional responsible for a C of A.

Removing an Engineer or Geoscientist as a professional responsible for the C of A

One of the Official Reps may advise APEGS of any additions by email to apegs@apegs.ca or letter / fax signed by the Official Rep. If sent by email, it has to come from an email address on record for the Official Rep. Also, the individual person may delete themselves from a C of A by notifying APEGS in writing.

* C of A relationships do not get updated automatically if an individual member notifies APEGS of a change in employer. C of A relationships include being an Official Rep or having engineering / geoscience responsibility.

 


Changing the Authorized Signing Officer


The Authorized Signing Officer who made the application for the C of A may or may not be designated as one of the Official Reps. The Authorized Signing Officer is the addressee for annual dues notices (the name is shown in Address Line 1 in the mailing address for the C of A). For this reason, it is also important to keep the name of the Authorized Signing Officer up to date if s/he is not an Official Rep.

If the new Authorized Signing Officer is a current Official Rep for the C of A, then an email sent to apegs@apegs.ca from that Official Rep is all that is required.

If the new Authorized Signing Officer is not a current Official Rep for the C of A, then notice in writing with the signatures is required. A letter can be sent by mail, fax or scanned and emailed to apegs@apegs.ca. The letter must include the following:

• Name and signature of the new Authorized Signing Officer;
• Name and signature of one of the current Official Reps;
• C of A name and registration number


* Although annual dues notices are addressed to the Authorized Signing Officer, it is an Official Rep that must complete the declarations (or Annual Return) confirming the number of engineers and geoscientists working for the company (registered anywhere in Canada) to determine the proper annual fee and confirms that contact information is up to date. As mentioned above, the Authorized Signing Officer may also be an Official Rep, but that is not always the case.


Resigning a C of A

To resign a Certificate of Authorization, one of the Official Reps or the Authorized Signing Officer who applied for the C of A must notify APEGS in writing prior to 5:00 pm, January 31st of the year the renewal would have pertained to. Notice can be sent by:

  • email to apegs@apegs.ca sent from an email address on record for an Official Rep or Authorized Signing Officer
  • letter / fax signed by an Official Rep or Authorized Signing Officer

 


What happens if all Official Rep(s) for a C of A are no longer licensed?

At least one of the Official Reps needs to be licensed with APEGS in order for a C of A to remain active. If a C of A is renewed in error (without at least one of the Official Reps being licenced), then the C of A is not valid and will be revoked. Note that an Official Rep cannot have a licence waiver or be a Temporary Licensee.

If all of the Official Reps have resigned from APEGS or are ceased for non-payment of annual dues, the C of A is revoked until there is an Official Rep in place even if the C of A was renewed.

  • If at least one of the Official Rep reinstates, they are reinstated to their position as Official Rep and the C of A is automatically re-activated.
  • If all current Official Reps will not be renewing their licence and there is an APEGS licence holder who will take on the position of Official Rep, one of the recently resigned Official Reps or the Authorized Signing Officer can notify APEGS in writing and the new Official Rep also signs consenting to the appointment as Official Rep.
    • Notice can be sent in writing with signatures along with the C of A name and registration number. The letter can be sent by mail, fax or scanned and emailed to apegs@apegs.ca.

It is the responsibility of the Official Reps or Authorized Signing Officer to ensure that at least one Official Rep is licenced, however, APEGS does its best to check for this. Even if the C of A is renewed, it is not considered active if there are no licenced Official Reps. Should APEGS staff discover that there are no licenced Official Reps for a C of A, APEGS will contact the organization to see who will be the replacement.

 


Reinstating a Certificate of Authorization



For information on how to reinstate a C of A, click here and scroll down to "Reinstating a Cof A".
(This will take you to Apply, Certificate of Authorization web page).


Questions


If you have any questions about Certificate of Authorization, contact Karli Landry: Local Regina 525-9547, Toll free 1-800-500-9547 or by email at klandry@apegs.ca.


Related Links


On-Line Profile access instructions
Permission to Consult application


Detailed explanation on changing Official Representatives for a Certificate of Authorization

In addition to the information provided above, here is more a detailed explanation on how changes to Official Reps are handled, for those who are interested.

The term “licence holder” used below includes Temporary Licensees plus these registration categories who are licenced (i.e. do not have a licence waiver): P.Eng., P.Geo., Engineering Licensee and Geoscience Licensee.

If the Official Rep resigns his or her role as Official Rep, or resigns licensure with APEGS, or ceases to be a licence holder with APEGS due to non-payment of annual fees, the holder of a Certificate of Authorization (C of A) shall notify APEGS within 30 days in accordance with subsection 22(5) of The Engineering and Geoscience Professions Act.

If there is one or more other APEGS licence holders who are listed as Official Reps, the C of A will be in good standing and changes to the Official Rep may be made. If there are no other APEGS licence holders listed as Official Rep(s), but there is an APEGS licence holder who will take on the position of Official Rep, the holder of the C of A can notify APEGS in writing and the new Official Rep shall sign a notice consenting to the appointment as Official Rep. Notice can be sent in writing by letter with signatures. The letter can be sent by mail, fax or scanned and emailed to apegs@apegs.ca.

If the holder of a C of A ceases to have an Official rep and no appointment of an Official Rep is forthcoming, the C of A shall be revoked and the holder of the C of A shall cease to practice professional engineering or professional geoscience, in accordance with subsection 22(6) of The Engineering and Geoscience Professions Act. The C of A can be reinstated upon the appointment of a new Official Rep who signs a notice consenting to his or her appointment as Official Rep.