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Record Keeping Standards

Evidence of Compliance with Section 4 of By-Law 6.1 Record Keeping

Providers whose program content has been accredited by the Law Society are required to implement record keeping systems and be able to provide licensees with written confirmation of their registration at the program. The Law Society may require licensees to submit proof of their attendance at accredited programs in compliance with the Requirement. The Law Society may also require providers to submit their registration and/or attendance records of the licensees who registered and/or attended the accredited program.

Lawyers and paralegals must obtain and maintain documentation supporting reported CPD activities. Documentation should be retained until December 31st of the year following the year in which activities were reported.

The records maintained by the licensee in support of the reporting CPD hours filed with the Law Society may include, as appropriate, the following information:

• Confirmation of program/course/seminar registration • Receipts of payment of CPD activities • Title of program and/or description of content (to confirm subject matter and opportunity for participant interaction) • Dates and times attended • Location of course or program • Sponsoring organization • Number of hours of credit • A letter, certificate, or other written independent attestation of course attendance/completion, if available • Copies of CPD course materials • Documentation supporting publications, oral presentations, and committee or other participation.

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Details for record keeping requirements for specific CPD activities are provided below:

Eligible CPD Activities

Limit per Year

Acceptability Criteria or

Limitations

Supporting Documentation (Retain until December 31st of

the year following the year in which activities were reported)

Attendance at program/course (in person, real time online course, or by telephone)

None 2 or more licensees in attendance

Must be able to interact with participants and/or instructor

1. Documentation to evidence date, time, duration, program/course description, registration and/or receipt of payment, and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. An excerpt from the program/course materials (e.g. cover page, table of contents etc.)

b. An excerpt from notes taken c. If issued by provider and available, a letter, certificate, or other

written independent attestation of program/course attendance/completion

d. Time dockets for the day of the program, illustrating CPD time Attendance at in-house program/course (including archived program/course presented by the Firm to a group)

None 2 or more licensees in attendance

Must be able to interact with participants and/or instructor

1. Documentation to evidence date, time, duration, program/course description, minimum number of participants (e.g. calendar entry or email sent to confirm date, time, duration, distribution of attendees, program/course details and the licensee’s attendance), and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. An excerpt from the program/course materials (e.g. cover page, table of contents etc.)

b. An excerpt from notes taken c. If issued by the provider and available, a letter, certificate, or

other written attestation of program/course attendance/completion

d. Contact information of program organizer who can confirm licensee’s attendance and minimum number of participants

Archived program/course (those viewed with one or more colleagues, or presented to an audience by a third-party organization e.g. the local county bar/law association or as part of a study group)

None 2 or more licensees in attendance

Must be able to interact with participants

1. Documentation to evidence date, time, duration, program/course description, registration and/or receipt of payment, number of participants (e.g. name and contact information of another participant, in the case of presentation by third-party organizations, contact information of the third-party organization personnel to confirm minimum number of participants), and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. An excerpt from the program/course materials (e.g. cover page, table of contents etc.)

b. An excerpt from notes taken

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Eligible CPD Activities

Limit per Year

Acceptability Criteria or

Limitations

Supporting Documentation (Retain until December 31st of

the year following the year in which activities were reported)

Participation in asynchronous online courses None Asynchronous online courses prompt responses throughout the learning process, such as requiring participants to respond to questions before they can move to the next module or section

1. Documentation to evidence date, time, duration, program/course description, registration and/or receipt of payment, opportunity for participant interaction, and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. An excerpt from the program/course materials (e.g. cover page, table of contents etc.)

b. An excerpt from notes taken Archived program/course (those viewed individually)

6 hours 1. Documentation to evidence date, time, duration, program/course description, registration and/or receipt of payment, and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. An excerpt from the program/course materials (e.g. cover page, table of contents etc.)

b. An excerpt from notes taken Registrant in an educational institution program

None 1. Documentation to evidence date, time, duration, course outline/syllabus, registration and/or receipt of payment, and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following

a. An excerpt from the program materials (e.g. cover page, table of contents etc.)

b. An excerpt from notes taken c. Proof of completion of course

Teaching (seminar, workshop, judging moots, in-house presentation, etc.)

6 hours Licensees can claim up to 3 CPD hours for every 1-hour of teaching

Teaching as part of full-time or regular employment is not eligible

1. Documentation to evidence date, time, duration, subject matter (e.g. course material listed on program offering, agenda, program information etc.), and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. Confirmation of completion of teaching from the provider b. Copies of correspondence confirming teaching activity

Mentoring, being mentored, providing coach or advisor support, participating in a coach or advisor program, acting as an articling principal, or supervising an LPP work placement or paralegal field placement

This activity involves the transference of skills, knowledge and strategies in a concentrated and structured manner that usually involves more than one session

None Licensees can claim CPD hours for any combination of the mentoring activities

1. Contact information of other mentoring party to confirm mentoring relationship (content and time spent), and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. Notes from mentoring sessions b. Copies of correspondence confirming the mentoring activity

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Eligible CPD Activities

Limit per Year

Acceptability Criteria or

Limitations

Supporting Documentation (Retain until December 31st of

the year following the year in which activities were reported)

Writing/editing books or articles with or without a co-author

Writing/editing for firm or other in-house publications

6 hours Writing as part of full-time or regular employment is not eligible

1. Evidence of prepared materials (e.g., licensee’s name on published book/article), and

2. If professionalism hours reported, proof of accreditation, and 3. Copies of correspondence confirming writing/editing of books or

articles Study groups None 2 or more licensees in

attendance Facilitators can claim up to 3 CPD hours for every 1- hour session File-specific discussion is not eligible

1. Materials used to evidence study group activity (e.g., agenda, excerpt from minutes, hand-outs, correspondence confirming study group activity etc.), and

2. Contact information of study group organizer who can confirm licensee’s attendance and minimum number of participants, and

3. If professionalism hours reported, proof of accreditation

Educational components of bar/law association meetings

None 1. Materials used to evidence the educational component of the bar/law association meetings (e.g., agenda, excerpt from minutes, hand-outs etc.), and

2. If professionalism hours reported, proof of accreditation, and 3. One or more of the following:

a. Confirmation from local bar/law association of attendance b. Communication of the bar/law association scheduled meeting

Last Updated: January 2018