PAY EQUITY HEARINGS TRIBUNAL. Filing Guide. A Guide to Preparing and Filing Forms and Submissions with the Pay Equity Hearings Tribunal

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1 PAY EQUITY HEARINGS TRIBUNAL Filing Guide A Guide t Preparing and Filing Frms and Submissins with the Pay Equity Hearings Tribunal This Filing Guide prvides general infrmatin nly and shuld nt be taken as legal advice r a substitute fr the PEHT s Rules f Practice. 1

2 I. INTRODUCTION... 4 A. Where t Find Frms, Infrmatin Bulletins and PEHT Rules f Prcedure... 4 B. Methds f Cmpleting the Frms By Hand r Electrnically... 4 C. E-filing vs ing... 4 D. Encryptin... 4 E. Electrnic Submissins Frm... 4 II. TECHNICAL REQUIREMENTS... 5 A. Minimum system requirements... 5 B. Dwnlad the frm... 5 III. OVERVIEW OF FORM FUNCTIONS... 5 A. Print... 6 Printing a Blank Frm... 6 Printing a Partially Cmpleted r Fully Cmpleted Frm... 6 B. Save... 6 Save Frm frm the PEHT Website withut Viewing It... 6 Save Frm after Viewing... 6 C. Clear Frm... 6 D. Attach Dcuments... 7 Attached Dcuments fr frms cmpleted by hand... 7 Attached Dcuments fr frms cmpleted electrnically... 7 Deleting Attached Dcuments frm frms cmpleted electrnically... 8 Opening the Attached Dcument frm the Frm... 8 Permitted Frmats fr Electrnically Attached Dcuments... 8 Permitted Size and Number f Electrnically Attached Dcuments... 8 Other Attachment Instructins... 8 IV. COMPLETING THE CONTACT INFORMATION IN THE FORM... 9 A. Adding r deleting parties r Representatives/cntact persns... 9 B. Cntact Infrmatin fr Legal Representative/Cntact Persn... 9 C. Multiple Cntacts frm the same rganizatin

3 V. DELIVERING YOUR FORM TO THE OTHER PARTIES AND CERTIFYING THAT YOU HAVE DONE SO. 10 VI. COMPLETING FILE WITH THE TRIBUNAL PAGE - E-FILING A. What Happens When I Click the Submit Buttn? B. Technical Supprt VII. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY

4 I. INTRODUCTION A. Where t Find Frms, Infrmatin Bulletins and PEHT Rules f Prcedure Yu may btain cpies f all PEHT frms, Infrmatin Bulletins and the Rules f Prcedure n the PEHT s website in English and French r yu may cntact the PEHT directly by phne at , tll-free r by mail at 505 University Avenue, 2nd Flr, Trnt, ON M5G 2P1. The PEHT s frms are available in a variety f accessible frmats. Cntact the PEHT s Crdinatr f Client Services if yu require an alternative frmat r need sme ther frm f accmmdatin. B. Methds f Cmpleting the Frms By Hand r Electrnically Yu may cmplete a frm by hand r electrnically and then file it with the PEHT in a number f ways, including e-filing. E-filing is nt mandatry. If yu cmplete the frm by hand, yu cannt e-file the frm. The frm must be filed by a different methd in accrdance with the PEHT s Rules f Practice. If yu cmplete the frm electrnically n yur cmputer: C. E-filing vs ing Yu may e-file the frm, r Yu may print a cpy f the electrnically cmpleted frm and file it in accrdance with the PEHT s Rules f Practice. Frms and submissins may be filed with the PEHT by a variety f methds including the Tribunal s e-filing system, but nt by . D. Encryptin The PEHT e-filing system is nt encrypted and as a result yu may decide t file yur frm and any ther dcuments by a different methd permitted by the PEHT s Rules f Practice. E. Electrnic Submissins Frm The Electrnic Submissins Frm allws parties t attach and e-file submissins, letters r ther material electrnically. At this time, the Electrnic Submissin Frm must NOT be used t file ther PEHT frms such as an applicatin/respnse r a Bk f Dcuments/Authrities. Such frms r dcuments will nt be prcessed if attached t the Submissin Frm. 4

5 II. TECHNICAL REQUIREMENTS A. Minimum system requirements The electrnic frms are in PDF frmat. T use the PDF frms mst effectively, yur cmputer must meet the fllwing minimum system requirements: Yu must have an internet cnnectin and a valid address in rder t submit yur frm nline. Yu will require an up-t-date versin f Adbe Acrbat. If yu chse t use Adbe Acrbat Reader, the latest versin is available fr free and can be dwnladed frm the fllwing website: acrbat/readstep.html. Yu may chse t dwnlad a pdf reader in French if yu are cmpleting yur frm in French. Currently, the versin f Adbe Acrbat used n mbile devices is nt cmpatible with the PEHT E-filing system. B. Dwnlad the frm Yu must dwnlad and cmplete the PEHT frms using ONLY an up-t-date versin f Adbe Acrbat. Fr instructins n hw t dwnlad, see the sectin titled Save. D nt cmplete the frms within yur Internet brwser as yu may encunter sme f the fllwing issues: Yu may nt be able t attach dcuments, print r submit the frm. Yu will lse the infrmatin yu cmpleted if yu leave the frm and brwse t ther web pages in the same brwser windw. The back r frward buttns n yur brwser will clse the frm and delete all f yur entered infrmatin. If the frm pens in yur internet brwser, save it, then clse the frm that is pen in the brwser and then repen yur saved frm using Adbe sftware. III. OVERVIEW OF FORM FUNCTIONS 5

6 A. Print B. Save Printing a Blank Frm T print a blank frm use nly the Print Blank Frm buttn lcated at the tp right crner f the frm. The blank frm will nt print in its entirety if yu print frm any f the fllwing: Adbe File > Print ptin Ctrl +P Print icn in Adbe Other Print buttns lcated within the frm Printing a Partially Cmpleted r Fully Cmpleted Frm The Print buttn lcated at the bttm f the File with the Tribunal page prints the entire frm, which yu may file with the PEHT r keep fr yur recrds. The frms are dynamic and updated n a regular basis. Yu shuld dwnlad the frm directly frm the PEHT website each time t ensure that yu are using the mst current versin. Yu can save a blank r partially cmpleted frm r a fully cmpleted frm at any time. Yu shuld save and/r print the cmpleted frm befre e-filing r filing it with the PEHT as the PEHT will nt return the frm t yu. Save Frm frm the PEHT Website withut Viewing It T save the frm frm the PEHT website withut viewing it: right-click n the hyperlinked frm title, select Save As and then save the blank frm t yur cmputer. Save Frm after Viewing PEHT frms are savable and can be saved at any time. Yu can save the blank frm after viewing it r a partially cmpleted frm r a fully cmpleted frm by using ne f the fllwing 3 methds: Click n any Save buttn within the frm; Click n the small disk icn that appears in Adbe Acrbat sftware; G t File >Save As C. Clear Frm 6

7 when cmpleting a frm electrnically n yur cmputer, yu may clear the data entered in the frm by clicking n the Clear Frm buttn lcated at the tp right crner f each frm. The Clear Frm buttn will reset the entire frm including all attached dcuments, which will als be deleted frm the frm. D. Attach Dcuments There is an Attached Dcuments sectin the PEHT s Applicatin and Respnse frms which can be used bth fr frms cmpleted by hand r cmpleted electrnically. Attached Dcuments fr frms cmpleted by hand Yu may use the Attached Dcuments sectin t list the dcuments yu are attaching t yur frm. Yu may need t attach additinal sheets f paper t answer certain questins if yu have nt had enugh space t answer them in the frm. Remember t include the questin number yur answer relates t at the tp f each dcument. Attached Dcuments fr frms cmpleted electrnically Fllw the steps belw: G t the Attached Dcuments sectin in the frm. Select the checkbx Attach dcuments electrnically. Click Add File buttn and select the dcument that needs t be added. The file name f the dcument and size will get updated in the attachments table. Add a brief descriptin fr the attached dcument s that it is easily identifiable. Repeat fr each dcument yu want t attach. The file name must cntain ONLY letters A-Z r a-z, numbers 0-9, underscre _ r dash -. If ther characters are used, the frm and attachment(s) will nt be successfully submitted. If yu chse t file the frm in a manner ther than e-filing then print the cmpleted frm and attach the physical cpies f each listed dcument t the frm. 7

8 Deleting Attached Dcuments frm frms cmpleted electrnically Delete any attached dcuments using the fllwing steps: Select the checkbx beside each f the dcuments yu want t delete. Click Delete File(s) buttn. A warning message will be displayed. Select OK in the warning message. All the selected dcuments will be deleted frm the frm electrnically. Opening the Attached Dcument frm the Frm Open the attached dcuments using the fllwing steps: Select the checkbx beside the dcument that yu want t pen. Click Open File(s) buttn. All the selected dcuments will be pened n yur cmputer. Permitted Frmats fr Electrnically Attached Dcuments Belw is the list f permitted frmats fr Attached Dcuments: Wrd/Text/PDF dcuments:.dc,.dcx,.txt,.pdf,.rtf,.dt,.xps,.pptx,.ppt,.msg Structured Dcuments:.htm,.html Images:.jpg,.jpeg,.bmp,.png,.tif,.tiff,.gif, Spreadsheets:.xls,.xlsx,.csv,.ds, If yu get an errr message when yu are attempting t attach electrnically, then the dcument yu are trying t attach may still be pen. Clse the dcument and then attach. Permitted Size and Number f Electrnically Attached Dcuments The maximum size limit n the dcuments that can be attached and e-filed is 7MB. The size f yur attachments is calculated directly n the frm s yu will knw when yu are appraching the maximum size permitted. There is n limit n the number f the dcuments that can be attached t a frm. Other Attachment Instructins Each dcument must be prperly named s that it may be easily identifiable by the PEHT. Attached dcuments must nt be passwrd prtected. 8

9 Any dcuments attached t the frm will nt be printed by the Print buttns. Attached dcuments shuld be pened and printed separately. IV. COMPLETING THE CONTACT INFORMATION IN THE FORM The PEHT requires full cntact infrmatin fr all parties and affected parties and any Representatives/cntact persns in a prceeding. If yur cntact infrmatin changes, yu must prvide the PEHT and the ther parties with updated cntact infrmatin, including , as sn as pssible. If yu fail t d s, crrespndence sent yur last knwn address (including ) may be deemed t be reasnable ntice t yu and the case may prceed in yur absence. A. Adding r deleting parties r Representatives/cntact persns If there are multiple applicants, respnding parties, affected parties r additinal representatives/cntact persns, yu are required t prvide cmplete cntact infrmatin fr each party. If yu are cmpleting the frm by hand: Yu may attach a separate sheet f paper with the cntact infrmatin fr all additinal parties. If yu are cmpleting the frm electrnically: Click the Add buttn in this sectin and cmplete all the cntact infrmatin fr each party within the frm. B. Cntact Infrmatin fr Legal Representative/Cntact Persn Yu may chse t be represented by a lawyer r paralegal, r be cntacted by the PEHT thugh a cntact persn. By prviding the cntact infrmatin fr a legal representative r cntact persn, yu are cnsenting t the PEHT and the ther parties sending dcuments t that individual and crrespnding with that individual abut the file. If yur chsen representative is nt a member f the Law Sciety f Upper Canada r des nt fall within an exceptin pursuant t the Law Sciety Act r the by-laws f the Law Sciety f Upper Canada, the PEHT may nt permit that persn t represent yu. A legal representative r cntact persn may act as the cntact persn fr mre than ne party. In the bx where yu prvide their cntact infrmatin, indicate fr which parties the legal representative r cntact persn is acting as the cntact persn. C. Multiple Cntacts frm the same rganizatin 9

10 In instances where there are multiple individuals frm the same rganizatin (fr example, multiple unin representatives r multiple lawyers at the same law firm), yu are nt required t cmplete a new cntact sectin fr each individual. Yu can simply add their name, address and phne number in the Additinal Cntact Infrmatin bx f the first listed individual. V. DELIVERING YOUR FORM TO THE OTHER PARTIES AND CERTIFYING THAT YOU HAVE DONE SO Deliver the frm tgether with all supprting dcuments t each f the ther named parties/affected parties by a methd permitted by the PEHT s Rules f Practice. Fr each party, t whm the frm and dcuments have been delivered, cmplete the Certificate f Delivery Frm (Frm 3) with all infrmatin n hw, where and when the frm and dcuments were delivered. Use the Add buttn t add an additinal bx t the Certificate f Delivery Frm, as required. Ensure yu save r print yur cmpleted frm fr yur recrds. If yu chse t print, use nly the Print buttn lcated n the File with the Tribunal page. VI. COMPLETING FILE WITH THE TRIBUNAL PAGE - E-FILING Yu have nw cmpleted yur frm electrnically, delivered yur frm and dcuments t all the named and affected parties in the prceeding and yu have decided t e-file. Yu shuld save r print a cpy f yur cmpleted frm at this stage, as the PEHT will nt send yu a cpy f what yu e-file. It is mandatry t have an address in rder t e-file yur frm with the PEHT. Refer t Technical Requirements sectin abve. Type in yur full name and address and click Submit. Submit the frm nly nce. If the PEHT receives yur frm mre than nce, PEHT will accept nly the first frm received A. What Happens When I Click the Submit Buttn? Once yu click the Submit buttn, yu will get a final reminder message t print r save yur frm. After prceeding yu will get the fllwing message: 10

11 D nt clse yur frm at this pint r yur submissin will be interrupted. Wait until yu get a cnfirmatin that the submissin is successful. After submitting the frm, a cnfirmatin message will be displayed n yur cmputer screen and this cnfirmatin message will be the indicatin f yur successful submissin. Fllwing this, an will be sent t the address prvided by yu in the File with the Tribunal page, cnfirming that the PEHT has received yur submissin. This will cntain a cnfirmatin number. If yu d nt receive an cnfirmatin within ne hur, please cntact the PEHT during business hurs. The cnfirmatin number in the cnfirmatin is nt a Cnfirmatin f Filing frm the PEHT. This Cnfirmatin f Filing will be sent t yu frm the PEHT with an PEHT File N. B. Technical Supprt If yu are experiencing technical difficulties, it culd be as a result f ne f the fllwing: Yu are nt cnnected t the internet. Check yur internet cnnectin. Yu have nt pened the frm using Adbe Acrbat and the dcument might be pened in yur brwser instead. Save the frm and pen with Adbe Acrbat. Yu are nt using an up-t-date Adbe Acrbat. Dwnlad the latest Adbe Acrbat Reader frm the fllwing website: If yu can pen the frm and cmplete it electrnically but are unable t submit it, then print yur cmpleted frm and file it in a methd permitted by the PEHT and reprt the issue t PEHT. If yu cannt print a blank frm fr any reasn, yu may cntact the PEHT by phne ( ), tll-free r by mail (505 University Avenue, 2nd Flr, Trnt, ON M5G 2P1) and the PEHT will send yu the requested frm. 11

12 VII. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY Persnal infrmatin is cllected n the PEHT frms under the authrity f the PEHT s gverning legislatin t assist in the prcessing f cases befre it. Infrmatin received in written r ral submissins may be used and disclsed fr the prper administratin f the PEHT s legislatin and prcesses. Any relevant infrmatin that yu prvide t the PEHT must in the nrmal curse be prvided t the ther parties in the prceeding. The Freedm f Infrmatin and Prtectin f Privacy Act may als address the cllectin, use and disclsure f persnal infrmatin. If yu have any questins, cntact the Slicitrs Office at r tll-free at r in writing t the PEHT, 505 University Ave., 2 nd flr, Trnt ON M5G 2P1. 12

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