Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations - User Guide: chapter 5


5.1 What is notification?

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

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

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 and Climate Change Canada has developed an Online Notification and Permit System and paper Administrative Notice forms to facilitate the notification process for regulatees. The online system, accessible through Environment Canada's Single Window web site at, allows companies to submit import and export notifications to Environment and Climate Change Canada, track the status of their submissions, and obtain permits and other official documentation. In addition, companies may reuse previous submissions for future notices which should simplify the notification process as well as help reduce administrative errors. Once submitted, Environment and Climate Change 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, territorial or foreign government authorities for consent.

While Environment and Climate Change 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 a complete notification should allow at least 60 days for the review process to be completed for shipments of waste or recyclable material to or from the United States, and for recyclable material to or from OECD member countries. More time should be allowed for shipments to other countries.

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 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 and Climate Change Canada for processing.

If the notifier cannot access the Online Notification and Permit System due to unforeseen circumstances, the Minister will provide a Notice Reference Number for the purpose of submitting a notice by an alternative method such as email, mail, registered mail, fax, or courier. Requests to obtain a Notice Reference Number can be made by email at ec.notification.ec@canada.ca or by phone at 1-844-524-5295.

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 or 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 waste or hazardous recyclable material

In the case of an export or import, the same notice cannot include hazardous waste and hazardous recyclable material. Separate notices must be made. In the case of a transit, however, a single notice can include both hazardous waste and hazardous recyclable material. 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 waste or hazardous recyclable material if the waste or recyclable material

  1. is 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. is to be reported to the same customs office;
  3. originates from the same person and the same facility; and
  4. in the case of an export or import, has essentially the same physical and chemical characteristics.

This allows for the notification of multiple types of hazardous waste or hazardous recyclable material 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 waste or hazardous recyclable material must originate from the same person and the same facility, and be shipped to the same authorized facility at the same location. If a person wishes to ship to or from multiple sites, a new notice must be submitted for each site.

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 and Climate Change Canada in either English or French. If requested by the importing country, Environment and Climate Change Canada will also ask the Canadian exporter to provide the information in the language specified by the foreign authority.

Notification for amendments

In general, once a permit has been issued, changes to the information require re-notification. The following exceptions are provided under the Regulations:

The permit holder 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.

The request must be made to WRMD in writing (e-mail or fax) and all mandatory information must be provided. The person submitting the request should allow at least 60 days for the review process related to the request to be completed in the case of shipments of waste or recyclable material to or from the United States, and for recyclable material to or from OECD member countries. More time should be allowed for shipments to other countries.

After the proposed changes to the notice have been reviewed, if all of the criteria have been met, an amendment to the permit will be issued. This amendment must be obtained prior to any shipment taking place under the new circumstances, and must also be attached to the permit.

5.3 What must the notice contain?

The person who submits the notice (the notifier) must ensure that the notice meets all regulatory 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 and Climate Change Canada. Further conditions limit who the exporter, in relation to an export permit, may be (see section 9.1.3).

For imports of hazardous waste or hazardous recyclable material into 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 and Climate Change Canada. Further conditions limit who the importer, in relation to an import permit, may be (see section 9.2.3).

In the case of a transit through Canada, the notifier can either be the importer, the exporter, the carrier moving the waste through Canada, or their authorized representative. In the case of a transit through a country other than Canada (where Canada is the origin and destination of the hazardous waste or hazardous recyclable material), the notifier can either be the importer, the exporter, the carrier moving the waste, or their authorized representative.

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. Note also that, under current legislation, a partnership is not a corporation, as defined under the Interpretation Act, and therefore cannot notify.

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 and Climate Change Canada
Place Vincent-Massey
351 St. Joseph Blvd., 9th floor
Gatineau, QC  K1A 0H3
Fax: 819-938-4555
Email: ec.notification.ec@canada.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) for 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,
    • 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 valid, signed, written contract or series of contracts, and
  • insurance information for the Canadian exporter or Canadian importer and all carriers, by providing the name of the insurance company and the insurance policy number.

5.7.1 Option (box 1)

Select one of the following three options (a separate notice must be completed for each option selected, 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 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 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 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, check the box for attachments and 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 or 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 or recycling code(s) for the final operation(s) that will be undertaken by the facility, as well as the line number corresponding to each waste or recyclable material that will go to the facility for final disposal or 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 the hazardous waste or hazardous recyclable material on the notice is to be transported. If necessary, attach a separate page and mark the appropriate box on the notice form. Customs offices where the shipments are to be declared must also be indicated.

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 waste or hazardous recyclable material 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 information that must be provided for each type of hazardous waste or hazardous recyclable material is described in the Guide to Classification. If you need assistance in determining if a waste or material is covered by the Regulations and how to describe it on the notification, please refer to the Guide to Classification.

Assign a line number to each type of hazardous waste or hazardous recyclable 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 recyclable material cannot be disposed of, or recycled, in accordance with the permit, the Canadian exporter or Canadian importer will implement the arrangements set out in 9(p)(iii) or 9(q)(iii) or 16(o)(iii) or 16(p)(iii), as the case may be;
  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 person submitting the notice is the person to which the permit is issued. The name of the person on the notice will therefore appear in the top left 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 or hazardous recyclable material in which Canada is involved 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. Some foreign competent authorities require a copy of insurance policies for export notices.

Supporting documents

If additional documents are provided with the notice, such as the Basel or OECD notice form or the Basel or OECD movement document, note that some countries may request that the original signed copies of those documents be provided to 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 notice screen (box 1)

Click on “Start New Notice” in the top menu bar to begin working on a new notice. You can either start a new 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 notifier is pulled from Environment and Climate Change Canada’s Single Window Information Manager (SWIM). The notifier is the Canadian exporter on an export notice, the Canadian importer on an import notice, or the exporter, importer, authorized carrier or the person submitting on behalf of the exporter, importer, or authorized carrier on a transit notice. 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. In the case of a transit notice, you must also indicate if the person submitting the notice is the exporter, importer, or authorized carrier, or if they are submitting the notice on behalf of the exporter, importer, or authorized carrier.

Next, select the type of permit and then select one of the following  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, except for transit notices where Disposal and Recycling is an option):

  • 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). This option is only available for import notices.
  • Option 4: Disposal and Recycling, if there are waste streams destined for disposal or recycling. This option is only available for transit notices.

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 and an option to enter foreign notice numbers if you know the notice numbers of the foreign notices that match your notice.

In the case of an import notice with the treatment type “Recycling, pre-approved facility”, you must provide the expiry date of the facility’s pre-approved status.

For quick reference, the Notice Reference Number, Notifier’s File Number, Type of Permit, and Treatment Type is also displayed at the top of every tab in the notice.

5.8.3 Exporter and 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 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, an address, a contact, and a 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 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, an address, a contact and a registration number (e.g. the number issued by the foreign authority).

All of the foreign receivers and foreign 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

Exporter tab:

The exporter must have a name, mailing address, contact, and a registration number.

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 exporter is pre-filled from the organization’s profile in SWIM if the person submitting the transit notice is the exporter: name, mailing address, contacts, and business number. The registration numbers and insurance policy come from the exporter’s profile which is managed in the Manage My Info section.

Shipping site tab

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

All of the exporting and importing companies for transit notices that have been created in the Manage My Info section will be available in a drop-down list, plus the notifier. Click on the name of the company you want to use for the 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.

5.8.4 Importer, receiver and receiving site tabs (box 3)

Exports from Canada

Foreign receiver tab:

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

All of the foreign receivers and foreign 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 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, an address, a contact, and a 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:

Importer Tab:  

The importer must have a name, mailing address, contact, and a registration number.

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 importer is pre-filled from the organization’s profile in SWIM if the person submitting the transit notice is the importer: name, mailing address, contacts, and business number. The registration numbers and insurance policy come from the importer’s profile which is managed in the Manage My Info section.

Receiving Site Tab:

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

All of the exporting and importing companies for transit notices that have been created in the Manage My Info section will be available in a drop-down list, plus the notifier. Click on the name of the company you want to use for the receiving site 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.

5.8.5 Authorized Carriers Tab (Box 4)

Provide the following information for each authorized carrier: name of the authorized 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.

The following information for the first authorized carrier is pre-filled from the organization’s profile in SWIM if the person submitting the transit notice is the authorized carrier: name, mailing address, contacts, and business number. The registration numbers and insurance policy come from the carrier’s profile which is managed in the Manage My Info section.

5.8.6 Authorized Facilities Tab (Box 5)

The Regulations require that all authorized facilities be specified as part of the notice.  Authorized facilities are those facilities that will undertake the final disposal or recycling of the waste or recyclable material after the receiving site has already completed an interim operation. 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/Hazardous Recyclable Material Tab (Boxes 6 and 10)

The following information must be provided for each type of 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 and how to describe it on the notification, please refer to the Guide to Classification. Each type of hazardous waste or hazardous recyclable 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 in the Guide to Classification. 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, click the “Continue” button to complete the rest of the sections on the Hazardous Waste/Recyclable Material tab.

Basel and OECD Code: For notices with the disposal treatment type only, select the appropriate Basel Annex VIII or OECD Appendix 4 Code that best represents the hazardous waste from the drop-down list. If none of the codes apply, select “Not applicable”.

For notices with the recycling treatment type, select the appropriate Basel Annex VIII or OECD Appendix 4 Code that best represents the hazardous waste or hazardous recyclable material from the first drop-down list. If none of the codes apply, select “Not applicable” in the drop-down list. You must also select a code from the second drop-down list containing additional OECD Appendix 4 codes. If none of the additional codes apply, select “Not applicable”.

ID Number and Description from Schedule 3-7: Click on the appropriate schedule and then select the code or 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 hazardous 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 UN numbers 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 hazardous waste or hazardous 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.Footnote1 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 or 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/Hazardous 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 the hazardous waste or hazardous recyclable material on the notice is to be transported. Customs offices where the shipments are to be declared must also be indicated.

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 waste or hazardous recyclable material 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.

In the case of an export notice where the receiving site country is the United States, you also need to enter the port of entry and port of exit of the transit countries. Click the “Add Port or Customs Office” link to enter this information.

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 or hazardous recyclable material in which Canada is involved 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. Some foreign competent authorities require a copy of insurance policies for export notices.

Supporting Documents: If additional information needs to be provided with the submission, such as proof of pre-approved facility status, it can be uploaded in this section.

Basel Convention or OECD Decision Notice Form: In the case of an export to a country other than the United States, a copy of the Basel Convention or OECD Decision Notice form must be uploaded.

Basel Convention or OECD Decision Movement Document: A copy of the Basel Convention or OECD Decision Movement Document is not mandatory for the submission of any type of notice.

5.8.10 Notifier Tab  

When the person submitting a transit notice is submitting on behalf of the exporter, importer, or authorized carrier, the Notifier Tab will appear in the notice.

The following information is pre-filled from the selected organization’s profile in SWIM: name, mailing address, and contacts. If the notifier is submitting on behalf of an authorized carrier, you must also select the carrier from the drop-down list containing the carriers that were added to the notice on the Authorized Carriers tab.

5.8.11 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”.

When you are ready to submit the notice, check the box indicating that you have read the “Statement of Person Submitting the Notice”, and enter your name and telephone number.You can also add an additional organization contact name and telephone number to the submission if you wish. When you are done click “Submit”.

Note: No agent can sign any document that, according to the Regulations, requires the signature of the exporter or importer. The person submitting the notice is the person to which the permit is issued. The name of the person on the notice will therefore appear in the top left 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.

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