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You’ve Got It – You Should Use It!! – Advice on the Proper Use of the Professional Seal

By John Gartner P.Eng and APGO non-practising member

(John Gartner is a founding member of both AGO and APGO and he sits on APGO’s Professional Practice Committee, where he was responsible for preparing the recent modification and improvements to the section in APGO By-law No 3 concerning the use of the seal.)

Under the Professional Geoscientists Act, 2000, all holders of practicing, temporary or limited certificates of registration are required to stamp all final drawings, figures and/or reports that contain geoscience work done by the member, or for which the member is responsible. That is clear and simple. Consider the following chart that describes the different types of documents and what document should be stamped or not stamped with the professional seal.

Type of Document

Sign/Seal Comments

Master Document

When reports, letters or drawings are finalized, the final document is called the Master Document. This document can be either hard copy or electronic.

It is neither signed nor sealed, but rather is kept on file by either the registered holder or the employer, to make Draft or Original Documents, as required.

Draft Document

Draft, Preliminary or “For Information Only” Documents are made from the master. However, because these documents are for review and editing purposes only, they are neither signed nor sealed. They should be clearly marked as being draft or preliminary.

Original Document

An Original Document is made from the master and is the final product for which the geoscientist takes responsibility.

This document is always signed, sealed and dated .

Copies

Copies are made from the Original Document. Because the original document is signed, sealed and dated, then copies of the Original have copied signatures, seals and dates.

Copies are always made from the original, not from the master or a draft.

Further considerations:

  • Some organizations supply an original document or a copy to the client. Whether a copy or the original is supplied depends on the company’s policy.
  • If you have to re-issue a report, then you have a couple of choices;
  1. If the registered geoscientist is still working with the organization, then an Original could be made from the Master Document, and signed, sealed and dated by the original geoscientist that took responsibility for the original work.
  2. If the geoscientist has left the organization, then a Copy is made from the Original, and this is issued.
  • It is normal for the organization to keep the Master Unsigned Document. A signed, sealed and dated Original Document is also kept by the organization. In many cases it is prudent for the registered holder to keep an Original if the organization’s policy allows this. The length of time that Masters and Originals should be kept depends upon the organization’s policies.
  • Here's another rule from the Professional Geoscientists Act, 2000

The company that holds the Certificate of Authorization (usually the employer) may designate individual holders of practicing or temporary certificates of registration to assume responsibility for the work in the subject original documents that he or she signs, seals and dates. However, holders of limited certificates of registration may not assume this responsibility.

  • Finally, some organizations require more than one signature on a document. The Principle-In-Charge, the Project Manager as well as the registered geoscientist are often required to sign. The Professional Geoscientists Act, 2000 clearly states that only the registered geoscientist is responsible for geoscience content of the document.

Now that you’ve got your seal, you should use it!! But use it correctly as outlined above.


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Field Notes is published by APGO and is edited by Wendy Diaz, P.Geo. If you have comments or wish to contribute material to this newsletter, please contact Wendy Diaz, P.Geo., Crystal Spekking, Northern Ontario Communications Officer or Oliver Bonham, P.Geo., Executive Director/Registar.

Copyright 2004, Association of Professional Geoscientists of Ontario (APGO)