ConEd Program FAQ

When is the deadline to complete the cycle?
The current Continuing Education Cycle is from July 1, 2022 – June 30, 2024. All learning activities must be reported in one’s OAA transcript by that date. The OAA strongly recommends members complete their transcripts well in advance of June 30 in order to ensure time for any technical issues or responses to enquiries.

Why was the 2021-2022 Continuing Education Cycle only 18 months?
Traditionally, the biennial Continuing Education cycle runs from July 1 to June 30 over the course of two years. The Continuing Education cycle (2018–2020) was extended to December 31, 2020 due to the COVID-10 pandemic. The OAA made this change to give members extra time to complete their requirements during unprecedented times. Moreover, the carryover limit has been lifted for the 2018–2020 cycle allowing members to begin working on the 2021-2022 Cycle. This temporary policy change was meant to ensure all learning activities are accounted toward the Continuing Education requirements, including the ones that exceed the current caps.

Something has impacted my ability to fulfil my Continuing Education responsibilities. What are my options?
OAA Council has adopted a policy that a leave of absence from membership requirements, including Continuing Education, may be granted for medical, maternity, or parental leave or on compassionate or other specified grounds. Relief under this policy may be granted a maximum of three times within a 10-year period. Click here to read the policy.

Why is the OAA making it a requirement to learn about Climate Action?
Established as a priority for the OAA in 2020, and reconfirmed this year as a theme for its five-year Strategic Plan, Climate Action is a lens through which the OAA examines its work of regulating the practice of architecture. The Association maintains a focus in its programming and framework to ensure members have the education and resources needed to incorporate design approaches that address the climate emergency in both new construction and renovation. Having an educated, skilled profession able to design a resilient, sustainable built environment, including dwellings and communities, is paramount for the public interest. OAA Council approved this new requirement for the 2022-2024 Cycle in January of 2022. You can learn more about it here. It continues for the 2024–2026 Cycle.

Which sessions are eligible for Climate Action?
Members can seek out their own learning opportunities or select from related sessions included in the OAA Continuing Education Webinar Series. To be eligible, the sessions must focus on topics including, but not limited to:
• Adaptive reuse;
• Deep-energy retrofits;
• Embodied carbon;
• Energy modelling;
• Energy step codes (e.g. Toronto Green Standard)
• High-efficiency wall assemblies;
• Life cycle analysis;
• Local materials and supply chains;
• Low-carbon design;
• Material reuse strategies
• Operational and embodied carbon (and offsets);
• Passive House;
• Regenerative design;
• Resiliency;
• Sustainability metrics (e.g. TEUI, TEDI, and GHGI);
• Sustainable design; and
• Zero emissions design.

How do I include hours as “Climate Action” on my transcript?
Learning activities that are eligible for the “Climate Action” requirement should be reported as Structured Learning, under the sub-category “Climate.” The subcategory is listed in the drop-down box of the transcript. For the current cycle, the system will not allow you to finalize the ConEd hours until the mandatory 2.0 hours for Climate Action is completed before the June 30, 2024 deadline. 

How do I find options for Climate Action Webinars in the final month of the cycle?
You can source these hours from the OAA or any third-Party provider and report on the transcript, attaching the certificate. Some options can be found here.

On June 6, 2024 the OAA is offering the 1.5-hour session, Embodied Carbon: What is It and How Can Architects Reduce It?. (Registration closes midnight the day prior. If you have registered and not received the link the day prior, contact ContinuingEducation@oaa.on.ca that afternoon to confirm registration.)

What if I have enough Structured Learning and add more? Does it carry over into the next cycle?
Adding extra Structured hours beyond the required amount will first go to cover your Unstructured hours (but not vice versa). Once both categories are completed, any surplus hours go toward carryover to the new cycle 2024–2026 cycle.

Once a cycle is completed, if the Unstructured category is showing a negative (-) and no other courses are added, it will remain as such until more Unstructured hours are added. The extra Structured hours are automatically calculated by the system to adjust the Unstructured hours. 

How many hours can I carry over to the next cycle?
An individual who has accumulated a surplus of learning hours is permitted to carry over 10 Structured and 20 Unstructured Learning hours to the next reporting cycle. Any extra hours will not carry over.

What if my primary jurisdiction is not Ontario?
If an OAA member is licensed in more than one Canadian jurisdiction, there are two reporting options—the transcript or to other jurisdictions that have equivalency in place with the OAA. For more information, click here. Note: The Primary Jurisdiction Declaration form must be filled out for each new cycle, with a copy emailed as a pdf to oaaconed@oaa.on.ca.

Where can I find opportunities to gain Continuing Education points before the end of the cycle?
To help its members continue their professional development as well as find opportunities to fulfil their Structured Learning education requirements, the OAA created its biweekly Continuing Education Webinar Series in 2020. These virtual events most often occur on Thursdays—click here for current offerings.  Additionally, the OAA offers its online Self-Study Series, which comprises foundational practice material also included in the OAA Admission Course completed by Intern Architects as part of their licensing process. You can select from several courses to cover the material at your own pace and complete quizzes to earn up to a total of 27 Structured Learning hours. Finally, third-party providers may have virtual or in-person sessions that qualify for Structured Learning if they offer certificates or proof of attendance. To see a non-exhaustive list of possibilities listed on the OAA Website, click here. Otherwise, the sessions will still be eligible for Unstructured Learning, as would other types of activities.

I have a question that’s not covered here. Who do I contact?
You can reach the OAA’s Continuing Education team at OAAConEd@oaa.on.ca

What learning activities qualify as Structured Learning?
All the following requirements must be met for a learning activity to qualify as Structured Learning hours:
a) The topic must be relevant to the practice or business of architecture.
b) The activity falls under one of the following categories:
    • in-person learning;
    • distance education; and
    • teaching.
c) The activity is at least one hour in length.
d) A certificate or proof of attendance is uploaded to your transcript. (Examples include certificates, diplomas, or letters of attendance but must include your name, the ConEd provider’s name, logo, and contact info), the program’s name, the number of hours, and the date of completion.) Please note: tickets, brochures, receipts, invoices, invitations, surveys, presentations, transcripts from other jurisdictions, course descriptions, registration links, agendas, or quiz results are not acceptable forms of reporting attendance.
e) The learning activities must be completed and reported within the given cycle dates—currently, July 1, 2022 – June 30, 2024.

What learning activities qualify as Unstructured Learning?
All the following requirements must be met for a learning activity to qualify as Unstructured Learning hours:
a) The topic is relevant to the practice or business of architecture.
b) The activity falls under one of the unstructured learning categories:
    • OAA Committee meetings;
    • Council meetings;
    • discussion groups;
    • distance education;
    • in-person learning;
    • mentoring;
    • teaching;
    • professional writing;
    • listening to audio books and podcasts, watching documentaries and videos, or reading books, periodicals, or journals related to the business or practice of architecture;
    • scholarly research; and
    • tours.
c) The activity is at least one hour in length.
d) The learning activities must be completed and reported within the given cycle dates—currently, July 1, 2022 – June 30, 2024.

What is the difference between Structured and Unstructured?
The difference between Structured and Unstructured learning is proof of attendance. Structured learning requires a certificate or a letter confirming attendance, whereas unstructured learning does not.

All learning activities that do not provide proof of attendance or completion should be reported as Unstructured Learning.

What type of learning does not qualify as Structured or Unstructured Learning?
Examples of activities that do not qualify for Continuing Education learning hours include participating in social media or browsing a tradeshow.

What are the Continuing Education requirements for an architect?
Architects must collect, and self-report on their OAA transcript, 70 hours of learning, at least 25 of which are Structured (of which at least two are eligible for the Climate Action requirement).

What are the maximums for each learning category?
Except for in-person learning and distance education, each learning category for both Structured and Unstructured Learning has a maximum. This was implemented to encourage a diverse learning experience.

Are learning activities from other provinces/countries eligible for OAA learning hours?
Learning activities that relate to architecture and are at least one hour are eligible. Certificates must be uploaded to the transcript for Structured Learning hours.

Is the AIA transcript accepted as proof of attendance?
Transcripts from the American Institute of Architects (AIA) can be used as proof of attendance, only if the learning activity was logged by an AIA provider. However, self-reported AIA activities only qualify as Unstructured Learning.

I am a newly licensed member. How does the Continuing Education Program apply for me?
If you have already completed Structured Learning courses with a certificate, you can report your Continuing Education Learning hours on your transcript going back as far as one year from the date you got licensed. You cannot report Unstructured hours until you get licensed.

When you were licensed will determine the number of ConEd hours you will need to complete before the cycle deadline. When entering the information to your transcript for earlier courses/webinars, make sure you use the beginning date of whatever cycle you were licensed in to be consistent. For example, if your certificate date is June 9, 2022, enter on the 2022–2024 transcript as July 1, 2022 and attach the certificate as proof.

What are OAA Events?
OAA events are learning sessions administered by the Association, including the Conference, OAA Continuing Education Webinar Series, and SHIFT and NOW Lecture events. If you have a question about whether an event falls under this category, please contact OAA ConEd. Do not self-report Continuing Education hours obtained at OAA-administered events. Your attendance will be uploaded to your transcript. Duplicate hours could result in errors on your transcript.

What do I need to know about the OAA Continuing Education Webinar Series?
Registration for all these webinars closes at midnight the day prior and take place in Eastern time. You must ensure you use your personal transcript OAA ID number to register and not the Corporate (CORP), Proprietor’s (SPROP), or Partnership (PART) account. (When this is not followed, the hours will not be reported because the system does not know who actually attended the webinar.) Members must use the email address associated with their Transcript and use their full name and not initials.

For any course or webinar hosted by the OAA, you must attend 80% of it to get the ConEd hours. The OAA will upload the hours for you once your attendance has been confirmed (allowing a few weeks to be reported).

When you register prior to the midnight before the webinar date, you will get a confirmation email and if you did not get that then you are either not registered or there is a system problem and you should contact Felix Woehler at ContinuingEducation@oaa.on.ca or 416-449-6898 ext. 290 to confirm registration. Once you’ve registered, the OAA sends the link in a separate email for the Thursday webinar on the Monday, Wednesday, and early Thursday.

If you do not get the link the day prior, remember to check your junk mail. If you do not have anything the morning of the webinar, contact VioletM@oaa.on.ca.

Who/what is a provider?
A provider is the host of a learning session. If you require a certificate for a lecture/course/workshop you attended, please contact the provider.

Are breaks and meal times within an educational session eligible for learning hours?
Breaks and meal times are excluded from the total learning hours that should be reported.

What information should appear on the certificate? What if I don’t have one?
Certificates must consist of the following:
a) name of OAA member;
b) title of lecture/course, total hour(s) attended, final date of lecture/course; and
c) provider’s name, logo, and email/phone number.

If you do not have the certificate, please request it from the session provider. The OAA does not accept receipts and registration confirmation as proof of attendance. If you cannot obtain a certificate, the session can count instead toward Unstructured Learning.

How does Mentoring fit in with the ConEd Program?
This category includes mentoring for the RAIC Syllabus Program, Internship in Architecture Program (IAP), Internationally Trained Professionals program (ITP), or Broadly Experienced Foreign Architect (BEFA). The name of the intern should be entered in the title area of the transcript; you are considered the provider. (If informally mentoring employees at your own practice, this is better reported under “Discussions” in the Unstructured category.) Check out the FAQ below, “What’s the best way to report Unstructured hours to the transcript?” for an example of how to add mentoring to the transcript.

Mentors are eligible to receive a maximum of 10.0 Unstructured Learning hours per cycle. Those interested in becoming mentors can learn more on the OAA Website.

Will the OAA report hours for technical sessions, lectures, or lunch and learns at The Buildings Show (Construct Canada) or another industry convention? What about an RAIC lecture?
No, these lectures are to be self-reported to your transcript, and a certificate/proof of attendance must be uploaded for Structured Learning hours. If a certificate is not available, the lecture should be reported as Unstructured Learning.

Are tradeshows eligible for learning hours?
Only lectures or lunch and learns within tradeshows are eligible for Continuing Education learning hours.

The topic must be related to architecture and the activity must be at least one hour in length; proof of attendance must be provided for Structured Learning hours. Please contact the provider for the certificate/proof of attendance.

Guided tours and reading materials are eligible for Unstructured Learning and proof is not required.

Are design charrettes/workshops eligible for learning hours?
If a certificate or proof of attendance is uploaded to your transcript, and meets the learning eligibility criteria, the courses can qualify for Structured Learning hours. To request a certificate, please contact the provider.

If a certificate is not available, the lecture should be reported as Unstructured Leaning.

I was a panelist, juror, or critic. How do I enter my hours?
Being on a panel, jury, or awards event, or serving as a critic, can be reported under “Discussions” in the Unstructured category. Do not use “Teaching” for these activities.

I taught a course or was a speaker at a conference, with lots of prep work involved—is this Unstructured or Structured Learning?
If you are teaching or speaking at an event, you can report the actual class/presentation time in Structured hours with the same proof of attendance as on a certificate. Preparation can be reported in the Unstructured category under “Teaching,” with up to 25.0 hours possible in each category.

You can report teaching for each semester or total number of weeks with the documentation so you do not need to report each individual day of teaching. As proof, you will need a copy of an email or contract (salary redacted) that confirms the name of the school or company (and contact information), your name, course name, the duration of the course, and total number of hours taught. 

For conference session, you can provide a pdf or Word document capturing the email from a company inviting you to speak and you replying with the date, number of hours, etc.

How do I access my transcript?
At the top right of the OAA Website, click “Transcripts” to log in. You can also simply click here.

When signing into the transcript, ensure you are using the OAA ID number issued for you as an individual rather than the practice or company account. Click on “Continuing Education” and then the cycle button. Please note: when you enter several courses, they expand the transcript to a second page. Below the “Print” button, there will be a white rectangle that says “1 of 2” with a blue arrow beside it to take you to the next page. 

How do I change/reset my password?
1) Go to your Transcript.
2) Click “Forgot my Password” (below the “Sign In” button)
3) Type in your username
4) A link will be emailed to you. Click on the link and you will be directed to a webpage where the password can be changed. It must have seven digits and include a capital letter, numeral, and symbol (!, #, @).

If you have tried a password incorrectly too many times and have been locked out, email oaaconed@oaa.on.ca for assistance.

How do I edit the transcript?
To make changes or delete an entry, click the “Edit” button to the right of the number of hours and that will open the box to allow you to make changes, delete, or upload a certificate.

When adding something, you will click on “Date of completion,” which prompts a calendar pops open so you can choose what year, month, and day to report on the Transcript. Choose the right date (be sure it is the correct year).

To attach a certificate, select the “Choose file” button.

How do I enter information in the transcript?
Please ensure whatever title you write matches the correct full course name, hours, and date of the certificate, and the proper certificate/letter is uploaded to be accepted by the OAA for Structured Learning hours.

Do not put (1hr), add course codes, or include unnecessary information in the “title or provider” area of the transcript. This section is for one provider name (not multiple) or the names of multiple speakers or presenters.

Do not type in capital letters or copy from a certificate to the transcript because this throws off the formatting of the transcript. Further, do not use numbers, dots, quote marks, brackets, extra spaces, symbols, or other text that will prevent the system to list the courses alphabetically.

How do I print the transcript?
Click on the “Print” button below the cycle dates as shown below to print that transcript.

Why does the OAA transcript not accept 0.5 hours?
All ConEd for both Structured and Unstructured categories must be 1 hour or more to be eligible; the system is setup to not accept anything under 1.0 hours. Multiple 30-minute sessions, for example, cannot be added together.

What’s the best way to report Unstructured hours to the transcript?
For Unstructured Learning, OAA staff recommends reporting activities like reading magazines, listening to podcasts (Multimedia), taking part in discussions, serving as a Mentor in an official capacity, or recurring monthly meetings by reported for the full cycle with the end date of when you finished. Indeed, repeating the same title and/or date over and over may inadvertently create a duplicate entry that will be automatically deleted from the transcript—an email will advise when this occurs.
Here is an example (note—the last two rows are for Mentoring):

It has always been a policy of the OAA Continuing Education Program that “daily” learning (i.e. in the firm’s work activities for “Committee Meetings”) do not qualify under the OAA’s program.

The Multimedia category is allowed 15.0 hours, so anything beyond that number will show with an asterisk.

You can continue to report individual titles for reading and discussions, if you want to have a personal record of what you have read or attended. However, writing the name of individual articles is inefficient—you can cite the journal/magazine/website name to help save you some time.

For more on Unstructured Learning, visit this page.

How do I report conference or trade show hours?
Walking around a trade show or conference is not eligible for learning hours, Structured or Unstructured. Attending lectures and receiving a certificate upon completion can be reported in the Structured category. (If you do not receive a certificate, it would need to be reported as “Distance Ed (U)” or “In Person (U)” under Unstructured.)

Members can report courses/lectures attended at conferences/trade shows that have all the information on one certificate as shown below, and upload the certificate in structured hours under “Distance Ed (S) or In Person (S)”. 

Woodworks Conference/Fair Woodworks 2022-11-29 6 hours
RAIC Conference RAIC 2022-11-30 10.5 hours

For any conference, you can highlight/circle all the eligible lectures (if more are showing than you attended) and report as one entry and upload the document to the transcript.   

Brochures and magazines picked up at the tradeshow related to your work can be reported under Multimedia. You can report 2.0 to 3.0 hours for reading the materials received after talking to vendors.

Where can I report hours after end of cycle?
If you are submitting your Continuing Education after the deadline, please complete this form and send to oaaconed@oaa.on.ca for review and processing. Do not report outstanding hours to the next cycle.

How do I know whether my Continuing Education requirements are complete?
Refer to the “Status” field on your transcript. If it states “Completed,” then your Continuing Education requirements have been met.

Can I report learning activities that occurred before or after an OAA Continuing Education Cycle?
OAA members are not permitted to backlog learning activities that took place outside the given Continuing Education Cycle.

Newly licensed architects are permitted to report eligible learning activities that took place within 12 months prior to the date of licensure. These hours are to be self-reported on the current OAA transcript; proof of attendance is required for structured learning activities.

Will the OAA report hours on my behalf?
The OAA will upload all Continuing Education hours for OAA-administered events. If you have a question about whether an event falls under this category, please contact OAA ConEd. OAA members will still be responsible for reporting Continuing Education hours received from third-party providers.

What does the asterisk mean?
Hours showing an asterisk (i.e. 1.50*) require attention. Hover your cursor over the number to learn why the transcript is not including it in the calculation. You might have reached the allocated number of hours for that category or it is reserved for OAA staff.