Every year, all architectural firms registered with the AIBC (including Inactive Firms) are required to submit an annual firm update, as per AIBC Bylaw 15.3. The Firm Information Update must be completed, even if the information on file is already correct. This ensures the firm’s information is current, which helps maintain the integrity of the AIBC Register.
The deadline to submit the annual firm update is October 31, 2022. Failure to complete the annual Firm Update by the deadline will incur a fine of $100 and may result in the matter being referred to the AIBC’s professional conduct department.
New Process and Instructions for 2022
This year, the Firm Information Update is taking place through the Registrant Portal. The process can be completed through the “Firm Update” form. Instructions on how to access the form can be found below:
If you are a registered Architect AIBC Owner:
- Log into the Registrant Portal using your individual login information. If you have troubles logging in, follow the instructions on the bottom of the login page.
- Once you login, click on the “Firm Update” icon.
- A list of all registered firms to which you have an ownership interest will be displayed. Click “Start Firm Update” for the desired firm and fill in the fields.
If you are a non-registrant Firm Administrator:
IMPORTANT: Please note that Firm Administrators with multiple firms will need to complete an update for each firm.
- Firm Administrators must first activate their account in the AIBC Portal. This will allow Firm Administrators to log into the Portal and complete the Firm Information Update. Your username can be found in the email that was sent to you on October 7, titled: Action Required | 2022 Annual Firm Information Update.
- For a detailed walkthrough, watch the Instructional Video that shows how to access the AIBC Portal for the first time, and how to start the 2022 Firm Update.
Important Information for both Registrants and Non-Registrants
1. Firm Ownership
In the firm ownership section, only AIBC registrants/Architect AIBC-owned holding companies will be displayed. If your firm has previously submitted an application for ownership changes and the firm ownership is not correct, please contact email@example.com.
2. Firm Size for Annual Fee Calculation
The Firm Update should have all AIBC registrants listed (both employees and owners), as well as a count of non-registrant shareholders (corporations only) and a count of non-registrant head office staff. The firm size calculation will only count an individual once if they are both an employee and an owner.
3. Annual Fee Invoicing
The Firm Size for Annual Fee Calculation will be used to generate an invoice for your 2023 renewal of registration dues. Annual renewal invoices are scheduled to be sent in November 2022.
4. Professional Liability Insurance
Every firm that holds a Certificate of Practice is required to have professional liability insurance (PLI) in accordance with AIBC Bylaw 16.1.1 and Council Rules 8: Terms and Condition for Mandatory Professional Liability Insurance (the “PLI Rules”).
In addition to performing random audits of submissions throughout the year to ensure compliance, the AIBC will check for PLI certificates (Certificate of Insurance) on file that have expired or will expire by the annual renewal deadline of February 1. The Certificate of Insurance must show that coverage will be in effect on February 1 in order to renew the registration of firms that hold a Certificate of Practice.
5. Firm Closure Requests
If you intend to close your firm, we must receive written notice and any other documents required prior to October 31, 2022, in order to be exempt from completing the Firm Update.