Every year, all architectural firms registered with the AIBC (including Inactive Firms) are required to submit an annual Firm Update, as per AIBC Bylaw 4.44. The Firm 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 firm size reported by Certificate of Practice holders during the Firm Update is also used to calculate the annual fee invoices.
The deadline to submit the annual firm update is September 30, 2023. 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.
Firm Update Instructions
The Firm 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 an Architect AIBC Owner, Firm Representative or Firm Administrator:
- 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.
- 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.
Important Firm Update Information
1. Firm Ownership Information
Only AIBC Registrants will be displayed. If firm ownership is not correct, please contact firmudpates@aibc.ca.
2. Firm Size for Annual Fee Calculation
Check to ensure all AIBC Registrants are 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 where they are both an employee and an owner.
3. Annual Fee Invoicing
This year, Annual renewal invoices are scheduled to be emailed near the end of November. The firm size for annual fee calculation will be used to generate the annual fees due for Certificate of Practice holders’ 2024 registration invoice. No firm size changes for 2024 billing will be accepted after submitting the Firm Update, except those requiring approval by the Credentials Committee, such as changes to firm name and/or firm type.
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 4.40 and Schedule M: Board Rules for Professional Liability. 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.
5. Firm Closure Requests
If you intend to close your firm, we must receive written notice and any other documents required prior to September 30 in order to be exempt from completing the Firm Update.
The deadline to submit the annual Firm Update is September 30, 2023. If you have any questions, please visit the AIBC Annual Renewal FAQ webpage or contact AIBC Licensing Lead Kim Underwood at firmupdates@aibc.ca.