ONTARIO LABOUR RELATIONS BOARD. Filing Guide. A Guide to Preparing and Filing Forms and Submissions with the Ontario Labour Relations Board

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1 ONTARIO LABOUR RELATIONS BOARD Filing Guide A Guide t Preparing and Filing Frms and Submissins with the Ontari Labur Relatins Bard This Filing Guide prvides general infrmatin nly and shuld nt be taken as legal advice r a substitute fr the OLRB s Rules f Prcedure

2 I. INTRODUCTION... 4 A. Where t Find Frms, Infrmatin Bulletins and OLRB 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. Submissin Frm Frm A II. TECHNICAL REQUIREMENTS... 5 III. OVERVIEW OF FORM FUNCTIONS... 5 A. Print... 5 Printing a Blank Frm... 5 Printing a Partially Cmpleted r Fully Cmpleted Frm... 5 B. Save... 6 Save Frm frm the OLRB Website withut Viewing It... 6 Save Frm after Viewing... 6 C. Clear Frm... 6 D. Attach Dcuments... 6 Attached Dcuments fr frms cmpleted by hand... 7 Attached Dcuments fr frms cmpleted electrnically... 7 Deleting Attached Dcuments frm frms cmpleted electrnically... 7 Opening the Attached Dcument frm the Frm... 7 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... 8 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... 9 V. COMPLETING DOCUMENTS TO BE DELIVERED PAGE AND DELIVERING YOUR FORM TO THE OTHER PARTIES

3 VI. COMPLETING THE CERTIFICATE OF DELIVERY PAGE A. Cmpleting the Certificate f Delivery by Hand B. Cmpleting the Certificate f Delivery Electrnically VII. COMPLETING FILE WITH THE BOARD PAGE - E-FILING A. What Happens When I Click the Submit Buttn? B. Technical Supprt VIII. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY

4 I. INTRODUCTION A. Where t Find Frms, Infrmatin Bulletins and OLRB Rules f Prcedure Yu may btain cpies f all OLRB frms, Infrmatin Bulletins and the Rules f Prcedure n the OLRB s website in English and French r yu may cntact the OLRB directly by phne at , tll-free r by mail at 505 University Avenue, 2nd Flr, Trnt, ON M5G 2P1. The OLRB s frms are available in a variety f accessible frmats. Cntact the OLRB 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 OLRB 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 OLRB s Rules f Prcedure. 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 OLRB s Rules f Prcedure. Frms and submissins may be filed with the OLRB by a variety f methds including the Bard s e-filing system, but nt by . D. Encryptin The OLRB 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 OLRB s Rules f Prcedure. E. Submissin Frm Frm A-108 The new electrnic Submissin Frm -A-108 allws parties t attach and e-file submissins, letters r ther material electrnically

5 At this time, the Submissin Frm must NOT be used t file ther OLRB frms such as an applicatin/respnse, any frms where riginal signatures are required, membership cards r a Bk f Dcuments/Authrities. Such frms r dcuments will nt be prcessed if attached t the Submissin Frm. II. TECHNICAL 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 OLRB E-filing system. Yu shuld nt use yur brwser t cmplete 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. In additin, back r frward buttns n yur brwser will clse the frm and delete all f yur entered infrmatin. Save the frm and cmplete it using Adbe Acrbat sftware nly. III. OVERVIEW OF FORM FUNCTIONS A. Print 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 n the Dcuments t be Delivered page prints the frm up t the Dcuments t be Delivered page. When yu are printing a cpy t be delivered t the ther parties in the prceeding (befre cmpleting the

6 B. Save Certificate f Delivery), the partially cmpleted frm shuld be printed t this pint using this buttn. The Print buttn lcated at the bttm f the File with the Bard page prints the entire frm. This buttn is used t print the entire cmpleted frm, including the cmpleted Certificate f Delivery, t be filed with the OLRB r fr yur recrds. The frms are dynamic and updated n a regular basis. Yu shuld dwnlad the frm directly frm the OLRB 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 OLRB as the OLRB will nt return the frm t yu. Save Frm frm the OLRB Website withut Viewing It T save the frm frm the OLRB 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 OLRB 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 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 in each frm which can be used bth fr frms cmpleted by hand r cmpleted electrnically

7 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. 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. 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

8 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 OLRB. Attached dcuments must nt be passwrd prtected. 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 OLRB 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 OLRB 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

9 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 OLRB thugh a cntact persn. By prviding the cntact infrmatin fr a legal representative r cntact persn, yu are cnsenting t the OLRB 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 OLRB 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 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. COMPLETING DOCUMENTS TO BE DELIVERED PAGE AND DELIVERING YOUR FORM TO THE OTHER PARTIES Befre delivering the frm t the ther parties in the prceeding, it needs t be cmpleted up t and including the Dcuments t be Delivered page. Review the Dcuments t be Delivered page t cnfirm what dcuments yu need t deliver. Cnfirm that the frm is cmplete and date it

10 At this pint, yu will cpy the frm (if yu have filled the frm ut by hand) r print the frm (using nly the Print buttn n the Dcuments t be Delivered page). Deliver the frm tgether with all supprting dcuments t each f the ther named parties/affected parties by a methd permitted by the OLRB s Rules f Prcedure. It is after the delivery that yu will be cmpleting the Certificate f Delivery and filing yur frm with the OLRB. VI. COMPLETING THE CERTIFICATE OF DELIVERY PAGE Once the frm and all the necessary dcuments have been delivered by yu t each f the named parties/affected parties, yu need t cmplete the Certificate f Delivery befre filing yur frm with the OLRB. A. Cmpleting the Certificate f Delivery by Hand Fr each party, t whm the frm and dcuments have been delivered, cmplete the Certificate f Delivery with all infrmatin n hw, where and when the frm was delivered. Each frm cntains 4 blank bxes fr parties t whm yu have delivered yur frm. If there are additinal parties t whm yu have delivered, yu may phtcpy a blank Certificate f Delivery page. File the cmplete frm, tgether with cmpleted Certificate f Delivery and any accmpanying dcuments with the OLRB. B. Cmpleting the Certificate f Delivery Electrnically After yu have delivered the frm and all necessary dcuments, g back t yur saved frm and g t the Certificate f Delivery page. Fr each party, t whm the frm and dcuments have been delivered, cmplete the Certificate f Delivery sectin 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, 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 Bard page

11 VII. COMPLETING FILE WITH THE BOARD 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 OLRB 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 OLRB. Refer t Technical Requirements sectin abve. Type in yur full name and address and click Submit. Submit the frm nly nce. If the OLRB receives yur frm mre than nce, OLRB 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: 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 Bard page, cnfirming that the OLRB has received yur submissin. This will cntain a cnfirmatin number. If yu d nt receive an cnfirmatin within ne hur, please cntact the OLRB during business hurs

12 The cnfirmatin number in the cnfirmatin is nt a Cnfirmatin f Filing frm the OLRB. This Cnfirmatin f Filing will be sent t yu frm the OLRB with an OLRB 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 OLRB and reprt the issue t OLRB. If yu cannt print a blank frm fr any reasn, yu may cntact the OLRB by phne ( ), tll-free r by mail (505 University Avenue, 2nd Flr, Trnt, ON M5G 2P1) and the OLRB will send yu the requested frm. VIII. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY Persnal infrmatin is cllected n the OLRB frms under the authrity f the OLRB 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 OLRB s legislatin and prcesses. Any relevant infrmatin that yu prvide t the OLRB 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 OLRB, 505 University Ave., 2 nd flr, Trnt ON M5G 2P

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