Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations - User Guide: chapter 6


6.1 Introduction and Scope of the System

Environment and Climate Change Canada has implemented a secure online system to enable regulatees to submit notifications and obtain official permits online under the Canadian Environmental Protection Act, 1999 and the Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations.

Through the system you can save notices, track the status of your submissions, obtain electronic copies of official documents (e.g. permits), search past completed submissions, cancel submitted notices and clone (reuse) draft and submitted notices. Once you have set up your account, you will be able to reuse the information in future notices.

The Online Notification and Permit System, only available for import and export permits at this time, is a convenient alternative to submitting a paper Administrative Notice Form by mail, registered mail, email, fax, or courier. Notifications for transits, re-routings, and returns must continue to be submitted via email, mail, registered mail, fax, or courier until further notice. For more information on the notification procedures and who must notify, please see section 5 of this guide.

For more information on the features of the system and how to use it, please refer to the following guidance:

6.2 Features of the System

6.2.1 Dashboard: The Dashboard lists all of the notices that your organization has completed and submitted to Environment and Climate Change Canada for processing, as well as draft notices. Here you can track the status of the notices and when an official document is available in the system to be downloaded. The information is displayed in a table that can be printed or exported to Excel. To filter the table to bring up a particular notice or all notices with a particular importer, for example, enter the notice reference number or name of the importer in the “Filter items” field provided. The system will search all of the columns for the text that you entered in the field.

6.2.1.1 Recommended Not to Use Permit: If a competent authority issues a new decision for a notice, Environment and Climate Change Canada may recommend that you no longer use the permit. When this happens, you will receive a communiqué from Environment and Climate Change Canada informing you of the new decision and recommendation not to use the permit. A copy of the communiqué will appear on the notice Documents tab and the notice/permit will appear in a separate table on your Dashboard under the header “Recommended Not to Use Permit”.

6.2.2 Notice Reference Number: The Notice Reference Number is assigned automatically once the notice has been validated and submitted to Environment and Climate Change Canada. Once assigned, the Notice Reference Number will appear in the first column of the table on the Dashboard, as well as at the top of the screen when you view the notice. Therefore if you choose to use the online system, you no longer need to contact Environment and Climate Change Canada by phone or email to obtain a Notice Reference Number.

6.2.3 Notifier’s File Number: When you start a new notice, on the first tab (Basic Info) you have the option to add a unique file number in the Notifier’s File Number field. This is a useful feature if you have your own tracking system. The Notifier’s File Number field is mandatory if you want to clone a draft notice.

6.2.4 Validate: At the bottom of each tab of the notice, there is a “Validate” button. When you click on this button, the system will run a validation test to see if there is any missing or invalid information on the tab. It is recommended that you validate each tab of the notice so that you can correct errors as you go. When a page passes validation, the system also saves the information on the page. When you click on the last tab (“Submit Notice”), the system will run a complete validation test on the notice before you can sign and officially submit the notice for processing.

6.2.5 Save/Continue: Each tab of the notice must be saved. If you navigate to another tab without clicking on “Save/Continue”, you will lose any information that you entered. After 20 minutes of inactivity, the system will log you out and any unsaved work will be lost. Therefore it is recommended that you save your work frequently. Note: The “Validate” button also saves the information on the page when the validation passes.

6.2.6 Notice Statuses: There are 10 possible notice statuses that may appear in the table on your Dashboard:

Statuses in the “Notifier’s Last Action” column:

 Status  Explanation
 Draft  Status when a notice has not yet been submitted.
 Submitted    Status when a notice has officially been submitted.
 Cancelled  Status when the notifier cancels their notice.

Statuses in the “EC Last Action” column:

 Status    Explanation
 Submission Review  Status when Environment and Climate Change Canada starts reviewing the notice.
 Information Requested    Status when Environment and Climate Change Canada requests corrections to a notice. The notice is
 unlocked and the “Edit/View Notice” button is enabled allowing the notifier to make the required corrections.
 Pending Decision  Status when Environment and Climate Change Canada has forwarded the notice to the appropriate
 competent authorities for a decision.
 Temporary Objection  Status when a competent authority has given a temporary objection decision for a notice.
 Cancelled  Status when Environment and Climate Change Canada has processed the cancellation of a notice.  
 Closed  Status when Environment and Climate Change Canada closes a notice.
 Completed  Status when Environment and Climate Change has completed processing the notice.

6.2.7 Clone Notices: There are two ways to clone notices in the system.

  • You can clone any submitted notice from your Dashboard. Simply click on the notice reference number in the Dashboard table and then click on the “Clone Notice” button.
  • You can clone a draft or submitted notice when you click on “Start New Notice” in the top menu bar of the system. Select the Notice Reference Number or the Notifier’s File Number from the drop-down list provided and then click on the “Clone Notice” button. To clone draft notices, the Notifier’s File Number field must be filled out on the notice Basic Info tab.

Regardless of which option you choose, the system will make an exact copy of the notice so that you can reuse the information rather than start a new notice from the beginning. The only information that is not copied is the first and last shipment dates and the attachments, as well as the expiry date of the pre-approved facility’s status in the case of an import with the “Recycling, pre-approved facility” treatment type. Any of the existing information can be changed before you submit the notice to Environment and Climate Change Canada.

6.2.8 Manage My Info: The Manage My Info section, accessible from the top menu bar of the screen, is where you manage the information for the Canadian exporter/importer or person submitting a transit notice, and all of the foreign receivers/exporters, authorized carriers and authorized facilities that you may need to add to a given notice. See Getting Started: Step 3 below for more information on managing your information.

6.2.9 Submit Changes: Once you have submitted a notice, the system allows you to make changes and “re-submit” the revised notice to Environment and Climate Change Canada up until the notice status has changed to “Submission Review”.  Once the notice has the status of “Submission Review”, this indicates that Environment and Climate Change Canada has started reviewing the notice. If there are any errors or missing information in the notice, Environment and Climate Change Canada will trigger an “Information Request” which unlocks the notice so it can be edited. The status in the “EC Last Action” column will say Information Requested.

To revise a notice, click on the Notice Reference Number in the table on your dashboard and then click on the “Edit/View Notice” button in the top right-hand corner of the screen. When you are done editing the notice, click on the “Submit Notice” tab to re-submit the notice.

6.2.10 Delete Notice: Notices can only be deleted when the notice status is “Draft”. To delete a notice, click on the Notice Reference Number in the table on your Dashboard and then click the “Delete Notice” button. The next screen will ask you to confirm that you want to delete the notice just in case you accidentally opened the wrong one. If you are sure you want to delete the notice, click on “Delete Notice”.

6.2.11 Cancel Notice: Submitted notices can be cancelled at any time up until the moment they are closed or completed. To cancel a notice, click on the Notice Reference Number in the table on your Dashboard and then click “Cancel Notice”. The next screen will ask you to confirm that you want to cancel the notice. If you are sure, click on “Cancel Notice”. The status in the Notifier’s Last Action column will change to “Cancelled” and the system will send a cancellation request to Environment and Climate Change Canada to be processed. When the notice has been cancelled officially, the status in the “EC Last Action” column will change to “Cancelled”.

6.2.12 Find Notice: The “Find Notice” feature, accessible from the top menu bar of the screen, allows you to search all of the notices that belong to any organizations for which you have access to in Environment and Climate Change Canada’s Single Window system. You can refine your search with the criteria provided, such as permit type, exporter name and importer name.

6.2.13 Official Documents: When Environment and Climate Change Canada issues an official document for a notice (e.g. permit), a link to the document, in either .pdf or .msg format, will be available from the Documents tab of the notice. The system generates the permit and refusal letters in a consistent format. The document link name contains four components:

  • 6-digit notice reference number
  • 3-letter acronym: IMP for import, EXP for export or TRA for transit
  • “P” stands for permit and “R” stands for refusal letter
  • CA stands for Canada

Document Type

Document Link Name

Permit e.g. 700001-IMP-P-CA
Refusal e.g. 700001-EXP-R-CA

The notifier will receive an email when a document is available. On an export notice, this is the contact on the Canadian Exporter tab; on an import notice, this is the contact on the Canadian Importer tab; and on a transit notice, this is the contact on the Exporter tab, Importer tab, Authorized Carriers tab, or Notifier tab.

To view or download an official document, open the notice from the table on your Dashboard or the search results on the Find Notice page, and then click on the “Official Documents” tab. All of the official documents that have been issued for the notice will be listed with links. Simply click on the link to view or save the document.

Step 1: Sign in to Environment and Climate Change Canada’s Single Window and Create Your Profiles

The Online Notification and Permit System is accessed through Environment Canada’s Single Window web site. The Single Window system consists of three components: GCKey, Single Window Information Manager (SWIM) and various online systems used by Environment and Climate Change Canada programs, including the Online Notification and Permit System for the Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations.

Sign in with a GCKey

Go to Environment Canada’s Single Window web site. The first screen on the Single Window web site provides two options to sign in. Click on “Continue to GCKey”. Sign in if you already have a GCKey. If this is your first time using the Single Window system, click on “Register for a new GCKey” and follow the instructions on the screens. Once you have finished, press “Continue”. You are now logged in SWIM.

Managing your User and Organization Profiles in SWIM

If you already have an existing user profile associated with your GCKey, make sure it is up-to-date.

If you have entered SWIM for the first time, please follow the instructions in the Single Window User Guide under Navigating  SWIM to complete your user profile.  

The next step is to link your user profile to an organization and to complete your organization’s profile. Click on “Organizations” in the left-hand menu and follow the instructions in the Single Window User Guide under Connecting to your organization and Managing your contacts.

Note: It is important that you add as much information as possible in your user profile and your organization(s) profile(s) even though there are minimal mandatory fields (e.g. business number). This is because the Online Notification and Permit System pulls some of the information and it can only be edited in SWIM. Ensuring your profiles are complete and accurate in SWIM first will save you time when you fill out the online notice form in the Online Notification and Permit System.

If you have any questions about Single Window or setting up your profiles, please refer to the Single Window User Guide or contact the Single Window team by email at ec.gigu-swim.ec@canada.ca.

Step 2: Launch the Online Notification and Permit System

Once you have finished creating or updating your profiles in SWIM, click on the “Home” hyperlink, located at the top of the left-hand menu in SWIM, and then click on Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations in the list of modules on the SWIM Home page. The next screen will be the Dashboard of the Online Notification and Permit System.

Step 3: Manage My Info

Before you begin working on a notice in the online system, it is recommended that you go to the Manage My Info section, accessible from the top menu bar on the Dashboard. This is where you will enter the information for the Canadian exporter or importer and any additional Canadian shipping or receiving sites, if required, as well as all of the foreign receivers or exporters, authorized carriers, and authorized facilities that you may need to add to any given notice. Once the information is entered in Manage My Info, it will be available to be added to individual notices, as required, but it always remains in the Manage My Info section.

When you click on “Manage My Info”, the first screen will ask you to select an organization from the drop-down list. The names of the organizations that your profile is connected to in SWIM will appear in this list. If the name you want to select is not in the list, you will need to ensure that your user profile is connected to the appropriate organization in SWIM before continuing.

Manage My Info Tabs:

  • Canadian Exporter/Importer or Person Submitting a Transit Notice: This tab contains two sections: My Organization and Canadian Shipping/Receiving Sites. Click on “Edit” in the table under My Organization to manage the information for the Canadian exporter/importer or person submitting the transit notice. Some information on this tab is pre-filled from SWIM: name, mailing address, contacts, and business number (business number is pulled from SWIM for organizations, but not for facilities). If you need to update this information, you need to go back to SWIM (refer to the Single Window User Guide for assistance). The information for the shipping/receiving sites owned by the Canadian exporter/importer, as well as the Canadian exporter/importer’s registration number(s) and insurance policy, must be entered manually.

    To add a shipping/receiving site that is located in Canada but owned by a different company other than the Canadian exporter/importer, click on “Create New Canadian Shipping/Receiving Site” and fill out the form. Each time you create a new shipping/receiving site, it will appear in a table under Canadian Shipping/Receiving Sites, with links to edit and remove it from the system.

  • Foreign Receiver/Exporter: This tab is where you manage the information for all of the foreign companies that need to appear on your notices as either the foreign receiver or the foreign exporter, depending on the type of permit. To add a foreign company, click on “Create New Foreign Receiver/Exporter” and fill out the form. Each time you create a new foreign receiver/exporter, it will appear in a table with links to edit and remove it from the system.

  • Authorized Carriers: This tab is where you manage the information for all of the carriers that need to appear on your notices. To add a carrier, click on “Create New Authorized Carrier” and fill out the form. Each time you create a new carrier, it will appear in the first table with links to edit and remove it from the system.

    Once you have created individual carriers, you can create carrier lists which are pre-determined groups of carriers. Enter the name of the carrier list in the blank field provided in the Manage Carrier Lists section and then click “Save Carrier Lists”. The name of the new list will appear in the table below. Select which carriers you want to be part of the list and then click the “Save Carrier Lists” button at the bottom of the screen.

  • Authorized Facilities: An authorized facility is required when the notice includes any hazardous waste or hazardous recyclable materials that will be disposed of or recycled using an interim operation. This tab is where you manage the information for the authorized facilities that will carry out the final disposal or recycling of the waste or recyclable materials on your notices using a final operation other than D13, D14, D17, R12, R13 or R16. If the facility is authorized to carry out more than one type of disposal or recycling operation, select all of the codes that apply. Each time you create a new authorized facility, it will appear in a table with links to edit and remove it from the system.

  • Exporting and Importing Companies for Transit Notices Only: This tab is where you manage the information for all of the exporting and importing companies that need to appear on your transit notices. To add a new company, click on “Create New Exporter/Importer for Transit Notices” and fill out the form. Each time you create a new company, it will appear in a table with links to edit and remove it from the system.

Changing, Deleting, or Adding Information in Manage My Info:

If you make changes to any information in Manage My Info, including deletions, the changes will be applied automatically to any draft notices that have not yet been submitted to Environment and Climate Change Canada. Changes are not applied to notices that have already been submitted to Environment and Climate Change Canada. Any new information that is added in Manage My Info while a notice is in draft, for example a new carrier, will not be added automatically to the notice. If you want to add the new carrier to the draft notice, you will need to open the draft notice and select the carrier from the drop-down list available on the Authorized Carriers tab.

Step 4: Start New Notice

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 online notice.

If you choose to start a new notice from the beginning, the name of the notifier is pulled from Environment 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 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.

Once you have started a new notice, it will always be accessible from the table on your Dashboard.

Step 5: Complete the Notice

The online notice is divided into separate tabs. See section 5.8 of this guide for detailed instructions on how to complete each tab or send an email to ec.notification.ec@canada.ca for assistance.

When you have completed a tab, click on the “Validate” button at the bottom of the screen. If there are any errors, correct them and then click on the “Save/Continue” button to move to the next tab in the notice. After 20 minutes of inactivity, the system will log you out and any unsaved work will be lost. Therefore it is recommended that you save your work frequently.

Step 6: Submit the Notice

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”, 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: The name of the person submitting the notice is the name that appears in the top left-hand corner of the permit under the header “Issued To”.

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