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Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations (EIHWHRMR) User Guide

Notification

5.1 What is notification?

Section 185 of Canadian Environmental Protection Act, 1999 (CEPA 1999) and Sections 5 to 8 of the Regulations

Notification is the process by which exporters, importers, and persons wishing to convey in transit notify the Minister of Environment Canada of their intentions to send or receive international shipments of hazardous wastes or hazardous recyclable materials. It serves as the application for a permit, without which no shipment can proceed.

Not every country considers the same types of waste or recyclable materials to be hazardous. Before exporting any type of waste or recyclable material, you should first determine if the countries to which you want to export and through which you want to transit the waste or material have national laws that in any way prohibit, restrict, or control the import or transit of the waste or material you are planning to export.

The Basel Convention Export and Import Control Tool is a searchable database providing you with quick access to specific information for the countries of export, import, and transit, such as their national definitions of hazardous waste and import restrictions. If the export or transit of the waste or material is prohibited in the receiving country or any of the transit countries, you cannot send your shipment to those countries. If there are laws restricting or controlling the import or transit of the waste or material, you must submit a notification to Environment Canada of your intent to export. Environment Canada will contact the competent authority of the countries to seek their consent before you begin the export.

The information required in the notice is outlined in section 8 of the Regulations. Although the Regulations do not prescribe the completion of a specific form, Environment Canada has developed an Online Notification and Permit System and paper Administrative Notice forms to facilitate the notification process for regulatees. Environment Canada reviews the notice to ensure that it is complete and meets the technical requirements of the Regulations before forwarding it to the appropriate provincial or foreign government authorities for consent.

While Environment Canada is the point of contact between the notifier and the competent authorities in the provincial/territorial or foreign governments, it cannot predict or control the length of time it will take these authorities to respond to a request for consent. Therefore, the length of time required to obtain a permit can vary greatly, and is affected by such factors as the type of waste or material, its destination, the disposal or recycling operation to be used, and the number of transit countries involved.

In general, the person submitting the notification should allow at least 60 days for the administrative review process to be completed for shipments of wastes or materials to or from the United States, and materials to or from Organization for Economic Co-operation and Development (OECD) countries. More time should be allowed for shipments to other countries, especially when confirmation of consent is required.

It may not be possible for Environment Canada to issue a permit before the intended shipping dates set out in the notice. Only after the notifier has received a permit is the shipment allowed to proceed. Permits are normally valid for up to one year; the export, import, or transit may take place within the period specified in the permit.

5.2 Notification Procedures

Obtain a Notice Reference Number

For notices submitted via email, mail, registered mail, fax, or courier, the Minister will provide a Notice Reference Number to any person who requests one for the purpose of submitting a notice. Call 1-844-524-5295 to obtain a Notice Reference Number or a block of numbers for many proposed shipments.

For notices that are submitted through the Online Notification and Permit System, the Notice Reference Number is assigned once the notice passes validation and has been successfully submitted to Environment Canada for processing.

The Notice Reference Number is important for tracking the shipment and its associated documentation. For example, the notice number and line-item number of the waste/recyclable material description must be entered on the movement document that accompanies the hazardous waste or hazardous recyclable material during transport.

Conditions When Notifying for Hazardous Wastes or Hazardous Recyclable Materials

In the case of an export or import, a single notice can be submitted for either hazardous wastes or hazardous recyclable materials--but not for both. In the case of a transit, however, a single notice can include both hazardous wastes and hazardous recyclable materials. Note: The Online Notification and Permit System is not available for transits at this time. Notices for transits must continue to be submitted via email, mail, registered mail, fax, or courier.

A single notice may be submitted as notification of a series of international shipments of hazardous wastes or hazardous recyclable materials if the wastes or materials

  1. are to be shipped
    1. to the same authorized facility at the same location,
    2. through the same port of exit or the same port of entry, and
    3. within the same 12-month period;
  2. are to be reported to the same customs office;
  3. originate from the same person and the same facility; and
  4. in the case of an export or import, have essentially the same physical and chemical characteristics.

This allows for the notification of multiple hazardous wastes or hazardous recyclable materials from one site to another site within one year of the issuance of a permit.

Site-Specific Notification

The notification procedure is site-specific, meaning that the hazardous wastes or hazardous recyclable materials must originate from the same person and the same authorized facility, and be shipped to the same authorized facility at the same location. If a person wishes to ship to or from multiple locations, a new notice must be submitted for each site or location.

This is necessary in order to be consistent with the notification procedures of the Basel Convention and OECD Decision C(2001)107/Final.

Language

The notice and all attachments may be submitted to Environment Canada in either English or French. If requested by the importing country, Environment Canada will also ask the Canadian exporter to provide the information in another language specified by the foreign authority.

Exporters may wish to contact Environment Canada before submitting a notice to determine whether a given country requires information in another language. Compliance with such requests will speed up the notification process and may minimize delays at border crossings or in transit.

Notification for Amendments

In general, once a permit has been issued, changes to the information in the notice require re-notification, since the permit was granted based on the original notice information.

The person who submitted the notice may request an amendment to an existing permit by advising the Minister in writing of

  • a change in the quantity of hazardous waste or hazardous recyclable material,
  • a change in the number of shipments,
  • the addition of authorized carriers, or
  • the addition of ports of exit or entry or customs offices.

After the proposed changes to the notice have been reviewed, an amendment to the permit may be issued. This amendment must be received prior to any shipment taking place under the new circumstances, and must also be attached to the permit.

For other types of changes, contact WRMD to obtain information on the need for re-notification.

5.3 What must the notice contain?

The person who submits the notice (the notifier) must ensure that the notice meets the requirements specified in section 8 of the Regulations. These requirements are summarized in sections 5.6, 5.7, and 5.8 of this guide.

5.4 Who must notify?

For exports of hazardous waste or hazardous recyclable material from Canada, the Canadian exporter is responsible for completing the notification and for making sure that all of the documents that must accompany it are provided to Environment Canada.

For imports of hazardous waste or hazardous recyclable material to Canada, the Canadian importer is responsible for completing the notification and for making sure that all of the documents that must accompany it are provided to Environment Canada.

In the case of a transit through Canada, the notifier can be the importer, exporter, carrier moving the waste through Canada, or a consultant authorized to work on behalf of the importer, exporter, or carrier. In the case of a transit through another country other than Canada (where Canada is the origin and destination of the hazardous waste/material), the notifier can be the importer, exporter, carrier moving the waste, or a consultant authorized to work on behalf of the importer, exporter, or carrier.

In cases where the importer or exporter owns many facilities, the notice may be submitted by the head office; however, the notice must indicate the actual authorized shipping and receiving sites.

5.5 Where must the notice be sent?

Notification via the Online Notification and Permit System is the preferred method for notifying for proposed exports and imports; however, if you choose to use the paper Administrative Notice Form, the form and all accompanying documents required by the Regulations must be forwarded by email, mail, registered mail, facsimile, or courier to:

Waste Reduction and Management Division
Environment Canada
Place Vincent-Massey
351 St. Joseph Blvd., 9th floor
Gatineau, QC  K1A 0H3
Fax: 819-938-4555
Email: notification@ec.gc.ca

5.6 Summary of Notification Information Requirements

The information requirements for notification are outlined in section 8 of the Regulations. They include

  • the name, registration number, civic and mailing addresses, e-mail address, and contact information (name, telephone number, and facsimile number) of the
    • Canadian exporter and the foreign receiver,
    • Canadian importer and the foreign exporter,
    • the facility from which the hazardous waste or hazardous recyclable material will be shipped,
    • the facility that will receive the hazardous waste or hazardous recyclable material, and, if applicable, any facilities where final disposal or recycling will take place (formerly referred to as the "final destination"),
    • exporter and importer or foreign exporter and foreign receiver, in the case of a transit, and
    • the authorized carriers;
  • shipment details, including dates, number of shipments, and all modes of transport (road, rail, marine, or air) that will be used;
  • customs details, including the ports of entry or exit, or the customs offices, if applicable;
  • the classification of the hazardous waste or hazardous recyclable material (see the Guide to Classification).

In addition to the requirements above, the notifier must also submit:

  • a signed, written contract or series of contracts, and
  • proof of insurance for the Canadian exporter or Canadian importer and all carriers, by providing the name of the insurance company and the insurance policy number.

5.7 Completing the Administrative Notice Form Step-by-Step

Follow these step-by-step instructions to complete the paper Administrative Notice Form. References to the specific sections of the form have been indicated for your convenience.

5.7.1 Option (Box 1)

Select one of the following three options (a separate notice must be completed for each option selected, even if the rest of the information on the notice is the same, except in the case of a transit):

  • Option 1: Disposal, Schedule 1 of the Regulations, if the waste is destined for disposal;
  • Option 2: Recycling, Schedule 2 of the Regulations, if the material is destined for recycling;
  • Option 3: Recycling, Pre-Approved Facility, if the hazardous recyclable material is destined for recycling at a pre-approved facility (Pre-approval is discussed further in section 13 of this guide).

5.7.2 Canadian Exporter/Foreign Exporter (Box 2)

Exports from Canada

Provide the following information for both the Canadian exporter and the facility from which the waste or recyclable material will be shipped: name, registration number (e.g. the number assigned by a provincial authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

The name of the insurance company and policy number must also be provided for the Canadian exporter.

Imports into Canada

Provide the following information for both the foreign exporter and the facility from which the waste or recyclable material will be shipped: name, registration number (e.g. the number issued by the foreign authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

Transits through Canada

Provide the following information for both the exporter and the facility from which the waste or recyclable material will be shipped: name, registration number (e.g. the number issued by the foreign authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

Transits through a Country Other Than Canada

Provide the following information for both the exporter and the facility from which the waste or recyclable material will be shipped: name, registration number (e.g. the number assigned by a provincial authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

5.7.3 Foreign Receiver/Canadian Importer (Box 3)

Exports from Canada

Provide the following information for both the foreign receiver and the facility where the waste or recyclable material will be received: name, registration number (e.g. the number issued by the foreign authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

Imports into Canada

Provide the following information for both the Canadian importer and the facility where the waste or recyclable material will be received: name, registration number (e.g. the number assigned by the provincial authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

The name of the insurance policy and policy number must also be provided for the Canadian importer. A minimum of one provincial registration number must be provided for the Canadian receiving site.

Transits through Canada

Provide the following information for both the importer and the facility where the waste or recyclable material will be received: name, registration number (e.g. the number issued by the foreign authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

Transits through a Country Other Than Canada

Provide the following information for both the importer and the facility where the waste or recyclable material will be received: name, registration number (e.g. the number assigned by a provincial authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”.

5.7.4 Authorized Carrier (Box 4)

Provide the following information for each authorized carrier: name of the carrier, mailing address, telephone number, facsimile number, electronic address, name of the contact person, the name of the insurance company and the insurance policy number.

If using more than one authorized carrier, attach a list with the required information for each carrier.

5.7.5 Authorized Facilities (Box 5)

The Regulations require that all authorized facilities be specified as part of the notice. In the case of an interim disposal/recycling operation (e.g. R16), this includes specifying not only the receiving site, but also the facility that will undertake the final disposal or recycling of the waste or material. Interim operations include D13 (blending or mixing), D14 (repackaging), D17 (interim storage), R12 (waste exchange), R13 (accumulation), or R16 (interim storage), as described in Schedules 1 and 2 of the Regulations.

Provide the following information for each authorized facility: name, registration number (e.g. the number assigned by a provincial authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person. If the civic address is the same as the mailing address, indicate “Same as mailing address”. Lastly, provide the final disposal/recycling code(s) for the final operation(s) that may be undertaken by the facility, as well as the line number corresponding to each waste/recyclable material that may go to the facility for final disposal/recycling.

If using more than one authorized facility, attach a list with the required information for each facility.

5.7.6 Number of Shipments (Box 6)

Enter the number of shipments that are intended to take place over the 12-month period covered by the permit.

5.7.7 Ports of Exit or Entry or Customs Offices (Box 7)

Specify the ports of exit or entry through which all of the hazardous wastes or hazardous recyclable materials on the notice are to be shipped. If necessary, attach a separate page and mark the appropriate box on the notice form. Customs offices must also be indicated if the shipment is to be declared inland.

5.7.8 First and Last Shipments (Box 8)

Indicate the anticipated dates of the first and last shipments. Depending on the time required to obtain consent from all authorities involved, the actual period covered by the permit may not correspond to these dates.

5.7.9 Transit Countries (Box 9)

Indicate all countries through which the hazardous wastes or hazardous recyclable materials will pass before reaching their final destination, and the amount of time they will spend in each (length of stay in days). Attach an additional page, if necessary, and check the box provided on the form.

5.7.10 Hazardous Waste or Hazardous Recyclable Material Information (Box 10)

The following information must be provided for each hazardous waste or hazardous recyclable material. If you need assistance in determining if a waste or material is covered by the Regulations, please refer to the Guide to Classification.

  • International Waste Identification Code (IWIC): Provide the waste or recyclable material’s seven-part IWIC, as defined by OECD Decision C(94)152/Final, with the following modifications: in the second part of the IWIC, substitute the “D” or “R” code with the appropriate code indicated in Schedule 1 or 2 of the Regulations; in the third part of the IWIC, if the material is a gas, use “G” instead of “L”, “P”, or “S”.
  • Basel/OECD Code: Indicate the Basel Annex VIII or OECD Appendix 4 code that best represents the hazardous waste or hazardous recyclable material in question. If none of the codes apply, indicate “Not Applicable”.
  • Transportation of Dangerous Goods Regulations (TDGR) Product Identification Number (PIN): Provide the PIN set out in column 1 of Schedule 1 of the TDGR. If none of the TDGR PINs apply, indicate “Not Applicable”.
  • TDGR Class: Enter the applicable class(es) set out in column 3 of Schedule 1 of the TDGR. A maximum of three classes can be provided. If none of the classes apply, indicate “Not Applicable”.
  • Quantity: Indicate, in kilograms or litres only, the total quantity of the waste or material that will be shipped in the 12-month period covered by the permit, regardless of how it may be divided if multiple shipments take place.
  • Packing/Risk Group: Enter the packing or risk group of the waste, as set out in column 4 of Schedule 1 of the TDGR. A maximum of two groups can be provided. If none of the groups apply, indicate “Not applicable”.
  • Customs Code: Enter the applicable tariff item and statistical suffix set out in the Customs Tariff Departmental Consolidation published by the Canada Border Services Agency. The code is composed of ten digits (six tariff item numbers and four statistical suffix numbers following this format: ####.##.##.##).
  • Identification Number and Description of Schedules 3-7: Enter the ID number of the waste or material set out in schedules 3, 4, 6, and 7 of the Regulations. Schedule 5 of the Regulations does not set out ID numbers; instead, enter the substance name identified in column 1 of the schedule. If none of the schedules apply to the hazardous waste or hazardous recyclable material, indicate “Not applicable”.
  • Persistent Organic Pollutants (POP): Enter the name, quantity, and concentration of each POP set out in Schedule 10 of the Regulations that is contained in the waste or material in a quantity equal to or greater than the quantity specified in column 3.Footnote 1
  • Description of the Disposal or Recycling Operation: Enter a description of the process to be employed with respect to the disposal or recycling operation, as set out in Schedules 1 and 2 of the Regulations, respectively.

Assign a line number to each waste or material on the notice. The line numbers are used to link authorized facilities to waste or material with interim operation codes (D13, D14, D17, R12, R13, or R16) (see section 5.7.5 of this guide).

5.7.11 Exports of Hazardous Waste for Disposal (Box 11)

In the case of an export of hazardous waste destined for disposal, specify the options considered for reducing or phasing out the export of the waste and the reason that the final disposal is taking place outside Canada.

5.7.12 Statement of Person Submitting the Notice (Box 12)

The person who submits the notice must include a signed and dated statement indicating that

  1. in the case of an export or import, the contract or series of contracts is in force;
  2. in the case of an export or import, if the waste or material cannot be disposed of or recycled in accordance with the permit, the Canadian exporter or Canadian importer will implement alternate arrangements or will return it to the facility from which it originated;
  3. the insurance policy covers the period of the shipment; and
  4. the information in the notice is complete and correct.

Note: No agent can sign any document that, according to the Regulations, requires the signature of the exporter or importer. The name of the person submitting the notice is the name that appears in the top left-hand corner of the permit.

5.7.13 Attachments

Contracts

In the case of an export or import, the applicable contracts must be submitted as part of the notification requirements. These contracts are described in section 8 of this guide.

Insurance

All Canadian exporters, Canadian importers, and authorized carriers of hazardous waste and hazardous recyclable material must be covered by liability insurance. All authorized carriers involved in international shipments of hazardous waste in which Canada is concerned must also be insured. The type, amount, and time period for insurance coverage are described in section 37 of the Regulations. The name of the insurance company and the policy number must be provided in the notice, as mentioned in sections 5.7.2, 5.7.3, and 5.7.4. Providing a copy of insurance policies is not mandatory under the Regulations; however, some foreign competent authorities require a copy for export notices.

Supporting Documents

If you provide additional documents with your notice, such as the Basel or OECD notice form or the Basel or OECD movement document, be sure to keep the original signed copies in your files as some countries may request them.

5.8 Completing an Online Notice Step-by-Step

Follow these step-by-step instructions to complete an online notice through the Online Notification and Permit System. References to the corresponding sections of the paper Administrative Notice Form have been indicated for your convenience. It is recommended that you also read section 6 of this guide for additional information on the Online Notification and Permit System.

5.8.1 Start New Single Notice Screen (Box 1)

Click on “Start New Single Notice” in the top menu bar to begin working on an export or import notice. You can either start a new export or import notice from the beginning or clone an existing draft or submitted notice.

If you choose to start a new notice from the beginning, the name of the Canadian exporter/importer, depending on the type of permit, is pulled from Environment Canada's Single Window Information Manager (SWIM). If your profile is connected to more than one organization in SWIM, you will be provided with a drop-down list of organizations. Click on the name of the organization for which you want to submit a notice.

Next, select the type of permit and then select one of the following three treatment options (a separate notice must be completed for each option selected, even if the rest of the information on the notice is the same):

  • Option 1: Disposal, Schedule 1 of the Regulations, if the waste is destined for disposal,
  • Option 2: Recycling, Schedule 2 of the Regulations, if the recyclable material is destined for recycling,
  • Option 3: Recycling, Pre-Approved Facility, if the hazardous recyclable material is destined for recycling at a pre-approved facility (Pre-approval is discussed further in section 13 of this guide).

When you are done, press “Start Notice”. Note: Once you have pressed "Start Notice", the selections that you made on this screen cannot be changed. If you need to change a selection, you will need to delete the notice and start a new one.

5.8.2 Basic Info Tab

This tab displays the Notice Reference Number (once the notice has been submitted), as well as the Type of Permit and Treatment Option that were selected on the Start New Single Notice screen. There is also a “Notifier’s File Number” field to enter your own unique file number if you have your own tracking system. For quick reference, the information on the Basic Info tab is also displayed at the top of every tab in the notice.

5.8.3 Canadian Exporter, Canadian Shipping Site, Foreign Exporter, Foreign Shipping Site Tabs (Box 2)

Exports from Canada

Canadian Exporter Tab:

The Canadian exporter must have a name, mailing address, contact, insurance policy, and a minimum of one registration number (e.g. the number assigned by a provincial authority). If there are multiple selections for any of the items (e.g. registration number), click on the options that apply to the notice before you save and continue to the next tab.

The following information for the Canadian exporter is pre-filled from the organization’s profile in SWIM: name, mailing address, contacts, and business number. The registration number(s) and insurance policy come from the exporter’s profile which is managed in the Manage My Info section.

Canadian Shipping Site Tab:

The Canadian shipping site must have a name, shipping site address, contact, and a minimum of one registration number (e.g. the number assigned by a provincial authority). If there are multiple selections for the shipping site or any of the other items, click on the options that apply to the notice before you save and continue to the next tab.

All of the Canadian shipping sites that have been created in the Manage My Info section will be available in a drop-down list, including the Canadian exporter and any additional shipping sites owned by a different company other than the Canadian exporter. Click on the name of the shipping site you want to add to the notice and press “Select”.

Imports into Canada

Foreign Exporter Tab:

The foreign exporter must have a name, mailing address, contact and a minimum of one registration number (e.g. the number issued by the foreign authority).

All of the information for the foreign exporter comes from the Manage My Info section. If there are multiple selections for any of the items (e.g. registration number), click on the options that apply to the notice before you save and continue to the next tab.

Foreign Shipping Site Tab:

The foreign shipping site must have a name, shipping site address, contact and a minimum of one registration number (e.g. the number issued by the foreign authority).

All of the foreign receivers/exporters that have been created in the Manage My Info section will be available in a drop-down list. Click on the name of the company you want to use for the foreign shipping site and press “Select”. If there are multiple selections for the shipping site address or any of the other items, click on the options that apply to the notice before you save and continue to the next tab.

Transits

All notifications for transit must be submitted via email, mail, registered mail, fax, or courier.

5.8.4 Foreign Receiver, Foreign Receiving Site, Canadian Importer, Canadian Receiving Site Tabs (Box 3)

Exports from Canada

Foreign Receiver Tab:

The foreign receiver must have a name, mailing address, contact, and a minimum of one registration number (e.g. the number issued by the foreign authority).

All of the information for the foreign receiver comes from the Manage My Info section. If there are multiple selections for any of the items (e.g. registration number), click on the options that apply to the notice before you save and continue to the next tab.

Foreign Receiving Site Tab:

The foreign receiving site must have a name, receiving site address, contact, and a minimum of one registration number (e.g. the number issued by the foreign authority).

All of the foreign receivers/exporters that have been created in the Manage My Info section will be available in a drop-down list. Click on the name of the company you want to use for the foreign receiving site and press “Select”. If there are multiple options for the receiving site address or any of the other items, click on the ones that apply to the notice before you save and continue to the next tab.

Imports into Canada

Canadian Importer Tab:

The Canadian importer must have a name, mailing address, contact, insurance policy, and a minimum of one registration number (e.g. the number assigned by a provincial authority).

The following information for the Canadian importer is pre-filled from the organization’s profile in SWIM: name, mailing address, contacts, and business number. The registration number(s) and insurance policy come from the importer’s profile which is managed in the Manage My Info section. If there are multiple selections for any of the items (e.g. registration number), click on the options that apply to the notice before you save and continue to the next tab.

Canadian Receiving Site Tab:

The Canadian receiving site must have a name, receiving site address, contact, and a minimum of one provincial registration number.

All of the Canadian receiving sites that have been created in the Manage My Info section will be available in a drop-down list, including the Canadian importer and any additional receiving sites owned by a different company other than the Canadian importer. Click on the name of the receiving site you want to add to the notice and press “Select”. If there are multiple selections for the receiving site address or any of the other items, click on the options that apply to the notice before you save and continue to the next tab.

Transits

All notifications for transit must be submitted via email, mail, registered mail, fax, or courier.

5.8.5 Authorized Carriers Tab (Box 4)

Provide the following information for each authorized carrier: name of the carrier, mailing address, telephone number, facsimile number, electronic address, name of the contact person, the name of the insurance company and the insurance policy number.

All of the authorized carriers that have been created in the Manage My Info section will be available in a drop-down list. Authorized carriers need to be added to the notice one by one. Click on a carrier that you want to add to the notice and press “Select”. If there are multiple selections for any of the items (e.g. registration number), click on the options that apply to the notice and press “Add Carrier to Notice”. The authorized carrier will be assigned a number and it will appear in a table which displays the details of the carrier, as well as links to edit the carrier and remove it from the notice.

5.8.6 Authorized Facilities Tab (Box 5)

The Regulations require that all authorized facilities be specified as part of the notice. In the case of an interim disposal/recycling operation (e.g. R16), this includes specifying not only the receiving site, but also the facility that will undertake the final disposal or recycling of the waste or recyclable material. Interim operations include D13 (blending or mixing), D14 (repackaging), D17 (interim storage), R12 (waste exchange), R13 (accumulation), or R16 (interim storage), as described in Schedules 1 and 2 of the Regulations.

Provide the following information for each authorized facility: name, registration number (e.g. the number assigned by a provincial authority), civic and mailing addresses, telephone number, facsimile number, electronic address, and name of the contact person.

All of the authorized facilities that have been created in the Manage My Info section will be available in a drop-down list. Authorized facilities need to be added to the notice one by one. Click on a facility that you want to add to the notice and press “Select”. If there are multiple selections for any of the items (e.g. registration number), click on the options that apply to the notice and press “Add Facility to Notice”. The authorized facility will be assigned a number and it will appear in a table which displays the details of the facility, as well as links to edit the facility and remove it from the notice.

Any waste or recyclable material that will undergo an interim operation must be linked to an authorized facility (see section 5.8.7).

5.8.7 Hazardous Waste/Recyclable Material Tab (Boxes 6 and 10)

The following information must be provided for each hazardous waste or hazardous recyclable material. Drop-down lists have been provided for most of the sections to help you classify the waste or material. If you need assistance in determining if a waste or material is covered by the Regulations, please refer to the Guide to Classification. Each waste or material that is added to a notice is automatically assigned a number.

International Waste Identification Code (IWIC): Select the appropriate codes from the drop-down lists provided for the seven-part IWIC, as defined by OECD Decision C(94)152/Final. In the second part of the IWIC, the “D” or “R” codes are from Schedules 1 and 2 of the Regulations. In the third part of the IWIC, select letter “G” to indicate if the material is a gas, instead of “L”, “P”, or “S”. Once you have completed the IWIC, press the “Continue” button to complete the rest of the sections on the Hazardous Waste/Recyclable Material tab.

Basel/OECDCode: Click on either Basel Code or OECD Appendix 4 Code, depending on the type of code you need to provide on the notice, and then click on the appropriate code in the corresponding drop-down list that best represents the hazardous waste or recyclable material. If none of the codes apply, click on “Not applicable” in the drop-down list.

ID Number and Description from Schedule 3-7: Click on the appropriate schedule and then select the code/substance from the corresponding drop-down list. A maximum of five codes can be provided. If none of the schedules apply to the hazardous waste or recyclable material, check off the box provided.

TDGR PIN (Transportation of Dangerous Goods Regulations Product Identification Number also known as the UN number): Select one UN number from the drop-down list provided. If the number you need is not in the drop-down list, select “Other” and enter the UN number in the field provided. If none of the TDGR PINs apply, select “Not applicable” from the drop-down list.

TDGR Hazard Class: Enter the applicable class(es) set out in column 3 of Schedule 1 of the TDGR. A maximum of three classes can be provided. If none of the classes apply, select “Not applicable” in the drop-down list provided.

Packing or Risk Group: Enter the packing or risk group of the waste, as set out in column 4 of Schedule 1 of the TDGR. A maximum of two groups can be provided. If none of the groups apply, select “Not applicable” in the drop-down list provided.

Quantity: Indicate, in kilograms or liters, the total quantity of the waste or recyclable material that will be shipped under the notice in the 12-month period covered by the permit, regardless of how it may be divided if multiple shipments take place.

Number of Shipments: Indicate the number of shipments of the waste or material that is intended to take place over the 12-month period covered by the permit.

Persistent Organic Pollutant (POP): Provide the quantity and concentration of each POP set out in Schedule 10 of the Regulations that is contained in the waste or material in a quantity equal to or greater than the quantity specified in column 3.Footnote 1 The concentration can also be provided in a range. If the waste does not contain any POPs, check off the box provided. A maximum of 12 POPs can be added to a notice.

Customs Code: Enter the applicable tariff item and statistical suffix set out in the Customs Tariff Departmental Consolidation published by the Canada Border Services Agency. The code is composed of ten digits (six tariff item numbers and four statistical suffix numbers following this format: ####.##.##.##).

Ontario Ministry of the Environment Waste Classification Code: Enter the waste classification code in the field provided, if applicable.

Not Regulated in Foreign Country: Check off the box provided if the waste or recyclable material is not regulated in the foreign country.

Authorized Facilities: If you identify an interim operation code in the IWIC (D13, D14, D17, R12, R13 or R16), a section will appear automatically at the bottom of the screen with a list of authorized facilities that were entered on the Authorized Facilities tab. Select the final disposal/recycling code beside each authorized facility that may undertake the final disposal or recycling of the waste or recyclable material. If you do not select a disposal or recycling code beside a facility, that facility will not be linked to the waste or recyclable material.

If an authorized facility is missing from the list, it will need to be added to the notice on the Authorized Facilities tab or created in Manage My Info and then added to the notice. Click “Save” before you return to the Authorized Facilities tab or exit the notice. Once the facility has been added, return to the Hazardous Waste/Recyclable Material tab, click “Edit” in the table beside the waste or recyclable material, and scroll down to the Authorized Facility section to select the facility.

5.8.8 Shipping Details Tab (Boxes 7, 8, 9 and 11)

Ports of Exit/Entry or Customs Office(s): Specify the ports of exit or entry through which all of the hazardous wastes or hazardous recyclable materials on the notice are to be shipped. Customs offices must also be indicated if the shipment is to be declared inland.

First and Last Shipments: Indicate the anticipated dates of the first and last shipments. Depending on the time required to obtain consent from all authorities involved, the actual period covered by the permit may not correspond to these dates.

Transit Countries: Indicate all countries through which the hazardous wastes or hazardous recyclable materials will pass before reaching their final destination and the amount of time they will spend in each (length of stay in days). Also, indicate the route order by assigning a number to each country.

Exports of Hazardous Waste for Disposal: In the case of an export of hazardous waste destined for disposal, specify the options considered for reducing or phasing out the export of the waste and the reason that the final disposal is taking place outside Canada.

5.8.9 Attachments Tab

Attachments can be uploaded in PDF format only.

Contracts: In the case of an export or import, a copy of the signed applicable contracts must be uploaded as part of the notification requirements. These contracts are described in section 8 of this guide.

Insurance: All Canadian exporters, Canadian importers, and authorized carriers of hazardous waste and hazardous recyclable material must be covered by liability insurance. All authorized carriers involved in international shipments of hazardous waste in which Canada is concerned must also be insured. The type, amount, and time period for insurance coverage are described in section 37 of the Regulations. The name of the insurance company and the policy number must be provided in the notice, as mentioned in sections 5.8.3, 5.8.4, and 5.8.5. Providing a copy of insurance policies is not mandatory under the Regulations; however, some foreign competent authorities require a copy for export notices.

Supporting Documents: If you have any other documents that you need to submit with the notice, such as the Basel or OECD notice form or movement document, provide them in this section. Please keep the original signed Basel or OECD documents as some countries may request them.

5.8.10 Submit Notice Tab (Box 12)

Once all of the notice tabs have been completed and the attachments have been uploaded, click on the “Submit Notice” tab. The system will run a complete validation test on the notice. If there are any errors, they will be displayed on the screen and you will need to go back and fix them. When the notice passes validation, you will see a preview of the entire notice. Review the notice one last time to make sure all of the information is accurate. When you are ready to submit the notice, check the box indicating that you have read the “Statement of Person Submitting the Notice”, enter your name and telephone number, and press “Submit”.

Note: No agent can sign any document that, according to the Regulations, requires the signature of the exporter or importer. The name of the person submitting the notice is the name that appears in the top left-hand corner of the permit.

Once the notice has been submitted, it will be assigned a Notice Reference Number automatically and the status will change to “Submitted”. You can view the notice any time by clicking on the Notice Reference Number in the table on your Dashboard.

5.9 Instructions for Completing an Online Bulk Upload Notices Step-by-Step

Companies who want to submit more than one notice at the same time to Environment Canada can use the Bulk Upload option. In this option, a company designs its own system to produce an XML file that includes all of the information for multiple import or export notices. The company then uploads the XML file and the necessary attachments into the Online Notification and Permit System, and submits its package to Environment Canada. Environment Canada will receive and process each notice individually. Similar to the online submission of single notices, the company is able to track the status of each notice submitted by bulk upload on its Dashboard.

To submit a bulk upload of notices, please follow these step-by-step instructions. It is recommended that you also read section 6 of this guide for additional information on the Online Notification and Permit System and that you refer to the XSD and the XML Data Exchange Guide for the XML specifications. This technical documentation is available in the Submit Bulk Upload section accessible from the top menu bar of the Online Notification and Permit System.

5.9.1 Define and Submit Bulk Upload of notices
5.9.2 Editing a Draft Notice
5.9.3 Bulk Upload Details
5.9.4 Bulk Upload Attachments
5.9.5 Submission Details
5.9.6 Editing a Submitted Notice

5.9.1 Define and Submit Bulk Upload of notices

First, make sure that your own system is designed to produce XML files that are compatible with the requirements set by Environment Canada. The XML file needs to conform to the structure described in the XSD and the rules outlined in the XML Data Exchange Guide. To access this technical documentation, log in to the Online Notification and Permit System as instructed in section 6.3 of this guide. Once in the system, click on “Submit a Bulk Upload”, and then click on the link for the zip file containing XSD and the XML Data Exchange Guide.

When you are ready to submit a bulk upload, log in the Online Notification and Permit System, click on “Submit Bulk Upload” in the top menu bar, and then click on “Start a New Bulk Upload”.

If your profile is authorized to be connected to more than one organization, select the organization from the drop-down menu for which the XML will be submitted, press “Browse” to locate the XML file that you wish to submit and then press “Upload”.

The system will first validate the structure of the XML file. If this validation is successful, the system will then validate if all the data elements required by the EIHWHRMR are provided in the XML file. If both validations are successful, a message of success and a statistical report on the notices included in the bulk upload will appear on the screen. If there are any errors resulting from either validation, they will be displayed on the screen. All errors must be corrected and the updated notices must be re-uploaded before you can continue with the submission to Environment Canada.

To edit a draft notice, refer to section 5.9.2 of this guide.

To continue the bulk upload submission process, press “Continue”. You will be directed to the Bulk Upload Details page.

5.9.2 Editing a Draft Notice

If you need to update any information in a draft notice, you will need to re-upload the XML file containing all the notices that were in the original bulk upload, unless you wish to omit a notice on purpose.  It is important that the XML Guid (a unique identifier containing a series of alpha-numerical characters) of the notices that you update remain the same if you do not wish to create a duplicate notice.

5.9.3 Bulk Upload Details

The Bulk Upload Details tab shows a list of all individual notices that were included in the uploaded XML file and the XML Guids associated to each of them. To preview a notice, click on the associated XML Guid.  If you wish to edit a draft notice, refer to section 5.9.2 of this guide. When you are satisfied with the notice preview, press “Back” to go back to the Bulk Upload Details page.

The next step of the bulk upload submission process is to upload attachments.

5.9.4 Bulk Upload Attachments

The Bulk Upload Attachments tab is where you upload all of the attachments that are specified in the XML file under the data elements <supportingNoticeDocumentation>, <supportingInsuranceDocumentation>, and <supportingContractDocumentation>. Attachments can only be uploaded in PDF format.

To upload an attachment, press “Browse” to locate the file, and then press “Upload” to attach the file to the submission. The name of the PDF files must match exactly the names specified in the XML file.

See section 5.8.9 of this guide for information on the types of documents that are required for the submission of an online notice and that could be required as an attachment in a bulk upload of notices.

5.9.5 Submission Details

When you are ready to submit the XML file and attachments to Environment Canada, click on the Submission Details tab, check the boxes indicating that you have read and agree to both statements, enter your name and telephone number, and press “Submit Bulk Upload”.

Note: No unauthorized agent can sign any document that, according to the Regulations, requires the signature of the exporter or importer. The name of the person submitting the notice is the name that appears in the top left-hand corner of the permit.

Once the XML file and attachments have been submitted to Environment Canada, every notice contained in the XML file will be assigned a notice reference number automatically. You can view each notice and track its status anytime from the table on your Dashboard.

5.9.6 Editing a Submitted Notice

If you need to update any information in specific notices already submitted to Environment Canada in a bulk upload, you will need to re-submit the notices by uploading a new XML file. The XML Guids of the notices that you need to update must remain the same. In the new XML file, include at a minimum the specific notices that you need to edit. You may also include any other new notices that you need to submit to Environment Canada for processing.

 

 

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