What you can Expect
Systematic Reviews
You need no action related to Systematic Reviews. The Land Registry Office forwards plans to the AOLS and the Survey Review Department randomly selects plans from its files to review. Plans are reviewed for compliance with regulations using this checklist.
Comprehensive Reviews
Overview
The Comprehensive Review is intended to examine the manner in which each of the
subject surveys were processed from inception to completion, encompassing research,
field work, plan preparation and correspondence. The surveys are examined relative to
the Performance Standards, Regulations and Interpretive Guide, the Monumentation
Regulations, Guidelines of the Association, relevant Land Registry system Regulations,
and accepted common practice. A “DRAFT” report is prepared and presented to
each firm under review. The firm is given the opportunity to discuss the report and
clarify any issues raised in the report before it is finalized. On completion of the
Review, the final report is issued to the firm, together with the supporting files and
materials.
Member Obligations
Each office of every survey organization, be it a private firm or governmental agency, is
required to list all completed surveys in a log in accordance with By-law 2008-01, a copy of "Plan Log" found here. They are also required to use plan submission forms on their survey plans in accordance with by-laws 94-4 and 2012-03. Lastly they are required to comply with requests from the Survey Review Department's requests in accordance with section 34.(1)(g) of O.Reg. 1026 (Standards of Practice). The Survey Review Department expects that firms have submitted all the necessary information in their response. If information is missing, they will assume it does not exist. Although surveyors are given an opportunity to correct identified issues at their office visit and address missing information, they are strongly encouraged to provide complete information when responding in the first place. A fillable PDF log sheet is provided to capture the information contained in your submission.
Methodology
At five year intervals, a group of firms or agencies operating in a section of the province
will be requested to forward copies of the logs covering the work completed within the
year immediately prior to the date of the request. The Survey Review Department will
then, randomly select sufficient numbers of projects of varying types to provide a
representative sampling of the work of each firm or agency. The number of surveys
selected, as noted above, will comprise a minimum of four (4) but not exceed ten (10)
surveys completed in the prior year. The rationale for simultaneously undertaking
Reviews of firms or agencies in a given area is to permit joint completion of field
examinations and office visits by Department staff and/or consultants, with resultant
cost savings. It also provides opportunity to identify and address inappropriate common regional practices.
Upon selection of surveys to be examined, the Survey Review Department will request
each firm or agency in the designated area to forward a signed print, the support file
and any other pertinent information for each selected survey, as specified in "Schedule
A". The submissions are to be completed within three weeks of notification. The onus is on the professional preparing the materials on behalf of the Firm to supply all information they deem necessary for the Department to get a clear picture of the research, reconnaissance, retracement, method of survey, monumentation where required, calculations, plan and final client report. The Department assumes the Firm has carried out this responsibility.
When all firms in the designated area have provided the necessary materials, an O.L.S.
staff member and/or consultant, with the aid of an assistant, will undertake the field
examination of selected surveys. The field examination is not a re-survey but is an
examination of the site to determine whether the plan is representative of field
conditions, whether there is additional or conflicting evidence apparent on or near the
site, or whether there are interests in title, encroachments, conflicting uses or other
issues which should be disclosed by the firm’s plan and/or report. During the course of
the field examination, the S.R.D. surveyor makes notes and takes photographs for
discussion with the firm under review.
The field exam returns are consolidated with the supporting files of the relevant surveys and an in-depth examination of the complete file is then undertaken. The survey materials are examined to determine whether they are in accordance with, or deviate from, the requirements of the applicable Standards, Guidelines, Legislation,
Regulations and accepted standard practice.
To provide consistency in the audit process, the Survey Review Department and its consultants use a "Comprehensive Review Reference Guide" to assist in evaluating files. The checklist, while not conclusive, identifies the key portions of Regulations, Legislation, Guidelines, and Standards that govern the work of surveyors, and the rating provides an indication of the levels of concern placed on areas of
non-compliance. The draft reports are then reviewed by a second consultant for consistency.
Upon completion of the review of the plans, field notes and files of the firms or agencies in the designated area, “DRAFT” reports are forwarded to the firm. The “DRAFT” reports include individual reports for each survey, a file report summary setting out the Department's level of concern for any deficiencies noted, and a summary report highlighting any issues or areas of non-compliance. In addition, the Survey Review Department may make recommendations for change to practices or procedures and may require written response to questions or issues.
The Department will contact each firm or agency to arrange meetings at their offices or through a virtual meeting to discuss the results of the draft reviews, to consider the issues raised therein, together with any additional information made available during the meeting, and to finalize the report. The meeting will be attended by the consulting surveyor who prepared the “DRAFT” Comprehensive Review Report and may be attended by the Manager of the Survey Review Department.
In keeping with the educational focus of the Survey Review Department, the
Comprehensive Review Report should serve as an independent audit alerting the
reviewed firm or agency of any issues, inadequacies or areas of non-compliance.
Conversely, statistics developed from an aggregate of Reviews should identify common
areas of practice in which education or other remedial action is required.
Under normal circumstances, the Review process aids the individual firms or agencies
to maintain consistently good work and provides the Association a means to monitor the work of its members and to protect the public interest. Alternatively, the Review process permits the Survey Review Department to identify firms not operating within the requirements of the relevant Acts, Regulations and Guidelines. In such an event, the Department will refer the report to the Registrar for further consideration.
To view a synopsis of this process please click here.
Survey Review Department Practices:
Conflict of Interest: Consultants are required to sign a conflict of interest form for every firm prior to undertaking a review. If they have any conflicts of interest another consultant is selected to undertake the review.
Confidentiality: The information provided by each firm, and the resultant report are held in strict confidence by the Survey Review Department, except where there are significant issues and areas of non-compliance which a firm is not prepared to acknowledge or rectify. In such a case, the report emanating from the Survey Review Department may be brought to the attention of the Registrar for his consideration and further action. In every such case, the firm would be informed as the report is passed to the Registrar.
Quality Control
Consultant Selection: Consultants are vetted by senior staff of the AOLS and appointed by Council.
Two Consultant Reviews: Every preliminary report undergoes a review by a second consultant to ensure consistency and appropriateness of the report.
All consultants undergo rigorous training and use the same templates in completing reviews. They meet regularly as a group to discuss any issues they may have to ensure consistency.
Survey Review Department Committee
The Survey Review Department Committee provides direction to the Survey Review Department in the form of policies, procedures and guidance. They serve as a link between the membership and Council. They review the Manual of Procedures of the Survey Review Department from time to time. They are not involved in firm reviews and do not see the results of individual reviews. They do use a Post Review Evaluation Questionnaire to gauge the experience of firms being reviewed. This information is used to help them understand process deficiencies and strengths.