Each year, all AIBC-registrant Firms, including Inactive Firms, are required to submit an annual Firm Update, as per AIBC Bylaw 4.44. Even if your firm’s details are unchanged, the Firm Update must be completed to keep the AIBC Register accurate and to maintain your firm’s Good Standing status, as defined in the AIBC Bylaws. The reported firm size will also be used to determine the annual fee invoices to renew registration.
The deadline to submit the annual firm update is September 30, 2024. Failure to complete the annual Firm Update by the deadline will result in a fine and the Firm Registrant no longer being in Good Standing.
How To Complete the 2024 Firm Update
The Firm Update can be completed in the Registrant Portal, through the “Firm Update Form”. Instructions on how to access the form can be found below:
- Log into the Registrant Portal using your individual login information. If you forgot your password or have troubles logging in, follow the instructions found on the bottom of the login page.
- Scroll down and click on the “Firm Update” icon (right side of screen).
- A list of all registered firms you have an ownership interest in will be displayed. Click “Start 2024/2025 Firm Update” for the desired firm.
- Review each field and update information, if necessary. Click “Submit” when you are finished.
Important Firm Update Information
Below is important information that should be carefully reviewed before completing the Firm Information Update:
Responsibilities of a Firm Representative
A “Firm Representative” is an Architect AIBC who is:
- employed by, or contracted to, that Firm and designated as the Firm Representative by the Firm Registrant;
- in the case of a Sole Proprietorship, the owner of the sole proprietorship; or
- in the case of an Architectural Corporation owned by one Architect, that owner unless another eligible Architect is designated by the Firm Registrant.
The Firm Representative must complete the Firm Update or delegate response to another firm contact (e.g. other architect owners, Firm Administrators, etc.). For more information, please review Bylaw 4.30.
Firm Ownership Information
Please note that only AIBC Registrants will be displayed under “Firm Ownership”. If firm ownership is not correct, please contact firmupdates@aibc.ca.
Firm Size for Annual Fee Calculation
It is important to check that all AIBC Registrants are listed (both employees and owners), as well as the number of non-Registrant voting shareholders (corporations only) and non-Registrant head office staff. Note that the firm size calculation will only count an individual once, even if the individual is both an employee and an owner. Companies that serve as partners or shareholders are counted separately from their individual owners.
Annual Fee Invoicing
Annual renewal invoices will be emailed in late November. The 2025 Certificate of Practice Holders’ registration invoice will be based on the firm size reported in the 2024 Firm Update. No firm size changes for 2025 billing will be accepted after submitting the Firm Update, except for those requiring Credentials Committee approval, such as firm name or type changes.
If the Firm Update is not submitted, annual fees will be calculated using the Certificate of Practice holder’s firm size as of September 30.
Professional Liability Insurance
All firms holding a Certificate of Practice are required to have current Professional Liability Insurance (PLI) per AIBC Bylaw 4.40 and Schedule M: Board Rules for Professional Liability. Firm Registrants not practising architecture (Inactive Firms) are not required to carry PLI. For the Firm Update, please only upload a current Certificate of Insurance if it has expired or will expire soon. After the Firm Update deadline, you can still upload it through your Firm Profile.
Firm Closure Requests
If you intend to close your firm, the AIBC must receive written notice and any other required documents prior to the September 30 deadline in order to be exempt from completing the Firm Update. More information on closing your firm can be found on the AIBC website.
Have a Question about the Firm Update?
If you have any questions or experience technical difficulties, please visit the AIBC Annual Renewal FAQ webpage or contact the AIBC at firmupdates@aibc.ca.