1. Overview

This bulletin will be helpful to both archaeologists licensed by the Ministry of Heritage, Sport, Tourism and Culture Industries (licensees) and those applying for a licence. An understanding of the ministry’s archaeological licensing program will improve the protection, preservation and conservation of archaeological sites and promote accountability by the ministry and licensees.

The bulletin explains:

  • the role of the ministry in land-based archaeological licensing
  • the obligations associated with holding a licence
  • the eligibility requirements for each class of licence
  • instructions on how to apply for, renew and cancel a licence
  • instructions on how to transfer licence obligations to another licence holder

This bulletin is for informational purposes only. It is not intended as legal advice. Readers should refer to the Ontario Heritage Act and regulations for authoritative text.

Anyone planning underwater fieldwork will need a marine licence for the project. For information about marine licensing please email us at archaeology@ontario.ca.

2. Archaeological licensing in Ontario

The Ontario Heritage Act (Act) requires anyone who carries out archaeological fieldwork in Ontario, or who alters an archaeological site, to hold an archaeological licence issued by the minister.

An archaeological licence is valid until it expires, or until it is suspended or revoked. If an archaeologist asks to renew their licence before it expires, the licence will be deemed to continue until the ministry is able to process their request.

The ministry provides digital versions of a licence certificate and a wallet-sized licence card to each licensee. The licensed archaeologist can print paper copies themselves, through their account in Ontario’s Past Portal (PastPort). PastPort is the ministry’s secure online archaeology licensing portal. All licensed archaeologists must use PastPort.

The ministry only issues licences to individuals. Each licence number starts with a letter indicating the licence class (P for professional, R for applied research and A for avocational) followed by a unique number specific to the individual licence holder. Licensing obligations are not transferable to other individuals, except in special circumstances, on a case by case basis, and as authorized by the ministry (Section 7).

2.1 Licence terms and conditions

Every archaeological licence issued by the ministry is subject to the standard Terms and Conditions for Archaeological Licences. The minister can also direct that a licence be subject to additional terms and conditions. Every archaeological licence is conditional upon compliance with the terms and conditions of the licence.

2.1.1 Licence terms

An archaeological licence is effective only for a specified period, after which it will expire and must be renewed before an archaeologist can carry out archaeological fieldwork in Ontario (Section 5). The date a licence expires appears on both the licence certificate and licence card. Typically, a licence term ranges between one to three years.

New licence terms

All new licences are issued for a one-year term. A new archaeologist will receive three one-year licence terms before being eligible for longer licence duration. Using graduated licensing will help the ministry provide new licensees with an opportunity to develop a demonstrated track record.

Renewed licence terms

When a licence is eligible for renewal, the ministry may change the term of a renewed licence to allow for better oversight of compliance. The licence expiry date, as stated on the licence, will indicate the renewed licence term.

2.1.2 Additional licence terms and conditions

The minister may apply additional terms and conditions to a licence to ensure better protection of Ontario’s archaeological resources. These can include:

  • meetings with the ministry to discuss fieldwork
  • ensuring all reporting has met applicable ministry standards
  • limiting the number of projects that a licensee can undertake at one time
  • forbidding the licensee from delegating any supervision to a field director
  • any other terms and conditions as directed by the minister

If a licensed archaeologist does not meet the terms and conditions of their licence, their licence may be suspended, revoked or not renewed (Section 6.4).

2.1.3 Appealing the applied terms and conditions

The Act has no provision for an archaeologist to appeal the terms and conditions applied to their licence. For situations where an archaeologist is entitled to request a hearing by the Conservation Review Board, please see Section 6.5.

2.2 List of archaeologists licensed in Ontario

The ministry publishes a list of all archaeologists whose licences are in good standing. This list is updated regularly and includes the name and licence class of each archaeologist. If the archaeologist has decided to share their contact information, that information will also be included.

The collection, use and disclosure of personal information by the Ministry are governed by the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 (FIPPA). Under FIPPA subsection 2(3), personal information does not include the name, title, contact information or designation of an individual that identifies the individual in a business, professional or official capacity.

3. Classes of licences

There are three classes of land-based archaeological licences in Ontario. These classes are set out in the Act’s Ontario Regulation 8/06 (O Reg. 8/06). Each class of licence has its own set of limitations on the types of archaeological fieldwork activities that are permitted. See Section 3.1.

The three classes of land-based licence are:

A person can hold only one class of land-based licence at a time but can apply to upgrade to a higher class of licence if they have all the necessary qualifications.

A licence isn’t required to work on archaeological projects under the supervision of someone with a valid professional or applied research licence.

If an individual holds a licence for archaeological fieldwork in another Canadian jurisdiction, they may be eligible to apply for a licence under Section 48(8.2) of the Act. See Section 3.7.

3.1 Types of fieldwork activities permitted under each class of licence

Each class of archaeological licence allows the licence holder to carry out different activities, subject to any terms or conditions applied to their licence:

Avocational licence

  • monitor, survey, and explore archaeological sites
  • recover artifacts

Applied research licence

  • monitor, survey, explore and assess archaeological sites
  • recover artifacts
  • act as a field director

An applied research or avocational licensee is ineligible to act as consultant archaeologist as defined by O Reg. 8/06.

Professional licence

  • carry out all aspects of archaeological fieldwork, including monitoring, survey, exploration, assessment, excavation and all stages (Stages 1-4) of archaeological assessment
  • recover artifacts
  • carry out or supervise archaeological fieldwork as a consultant archaeologist
  • act as a field director

A professional licence is required by any individual who wishes to act as a consultant archaeologist.

3.2 Licence eligibility criteria

Everyone who applies for a licence must demonstrate that they are competent to conduct archaeological fieldwork in a responsible manner. Licence applications have to include enough information to allow the ministry to assess the nature, quality, duration and currency of the applicant’s knowledge of archaeological theory and practice and their practical experience in archaeological field and laboratory work.

The minister may issue an archaeological licence when:

  • the applicant is competent to conduct archaeological fieldwork in a responsible manner
  • the applicant’s past conduct suggests they will carry out archaeological fieldwork in accordance with the Act and regulations
  • the activities proposed are consistent with the conservation, protection, and preservation Ontario’s heritage
  • the applicant meets the eligibility criteria and other requirements for the class of licence as may be prescribed

Each of these classes of licence is described in detail in the following sections of the bulletin, including eligibility criteria.

3.3 Avocational licence

Avocational licences are suitable for anyone who would like to survey and explore archaeological sites for personal interest or work under a licensee who holds either a professional or applied research licence. An avocational licensee must take out a Project Information Form (PIF) before carrying out any fieldwork under their licence and must submit a report to the ministry on the activities conducted.

3.3.1 Eligibility criteria for an avocational licence

New applicants for an avocational licence must enter into an agreement with a mentor. A mentor is a professional or applied research archaeological licensee, or someone who has equivalent education and experience, as determined by the ministry (Section 3.4 and Section 3.5).

In addition, applicants must provide at least one reference from an archaeologist who has direct knowledge of their fieldwork experience (Section 3.6). The referee and mentor may be the same person.

There is no minimum requirement for previous experience in archaeological fieldwork to apply for an avocational licence.

3.3.2 Ministry’s evaluation of applicant’s knowledge and experience

While there is no minimum requirement for previous archaeological experience for this licence class, it’s helpful to have a basic awareness of archaeological theory and methodology. The ministry will consider the following when reviewing their application:

  • whether the applicant has knowledge of archaeological fieldwork acquired through:
    • educational experiences
    • participation in archaeological fieldwork in Ontario under the supervision of a licensed professional or applied research archaeologist
    • participation in archaeological fieldwork outside Ontario
    • conducting research in archaeology or authoring archaeological documents like academic papers, archaeological reports or books
  • whether the applicant is a current member in good standing of an archaeological organization with a code of ethics or a code of conduct
  • the mentoring agreement and activities planned for the avocational licensee
  • the supporting reference
Knowledge of archaeology

A strong avocational application will demonstrate that the applicant has an interest in archaeology in Ontario and taken steps to become more involved in the archaeological community. Opportunities to learn more about Ontario archaeology are available through educational courses, volunteer opportunities, local museum and exhibits, and literature. Applicants should include examples of how they have taken steps to increase their knowledge about archaeology through these means.

Applicants must also provide a detailed explanation describing why they want an archaeological licence and what their planned activities are with their mentor.

3.3.3 Mentoring agreement

The mentoring agreement remains in effect throughout the entire term of an avocational licence. When entering into a mentoring agreement, the applicant should discuss their planned archaeological activities with their mentor. The mentor will work with the licensee to set goals and develop a plan to achieve these goals. The mentor will provide guidance and supervision during the initial term of the licence based on the needs of the applicant. The applicant is expected to keep the mentor informed of his or her activities.

Applicants are responsible for making all necessary arrangements for their mentoring agreement. When choosing a mentor, applicants should ensure their mentor works in the same geographic region in which they intend to work themselves. Applicants should also consider their potential mentor’s availability and their involvement within the archaeological community. Ministry staff may not act as mentors.

At the end of the term of the avocational licence, the mentor will complete the End of Term evaluation portions of the Mentor Agreement and Learning Goals form and submit it to the ministry at archaeology@ontario.ca. This evaluation must be completed before the ministry will consider renewing the licence for another term.

The Mentor Agreement and Learning Goals form are available in PastPort’s Resource Centre.

Membership in an archaeological organization

While not a requirement, we encourage all avocational applicants to be a member of an archaeological association with a code of conduct or code of ethics (for example, the Ontario Archaeological Society, Society for Historical Archaeology or Canadian Archaeological Association).

Where applicable, an applicant should attach an image or scan of their membership card or their member page at the organization's website to their application. The expiry date of their membership should be visible.

3.4 Applied research licence

An applied research licence does not permit the licence holder to act as a consultant archaeologist.

Applied research licences are suitable for individuals with archaeological field experience who would like to:

  • search for, explore and assess archaeological sites
  • act as a field director working under the supervision of a professional licensee
  • carry out archaeological fieldwork for research purposes (for example, academic research)

An applied research licence issued to someone who has held an avocational licence for at least five years may also authorize the licensee to excavate archaeological sites.

A licensee must take out a Project Information Form (PIF) before carrying out any fieldwork under their applied research licence and must submit a report to the ministry on the activities conducted.

3.4.1 Eligibility requirements for an applied research licence

Those who wish to apply for an applied research licence must have the following qualifications:

  • a four-year bachelor's degree in an area of archaeology OR an avocational licence held for five years, whether consecutively or non-consecutively
  • a reference from a professional archaeologist who has direct knowledge of their fieldwork (Section 3.6)
  • membership, in good standing, of an archaeological organization with a code of ethics or a code of conduct

The applicant must also have work experience that meets all the following criteria:

  • a minimum of 150 days (30 weeks) of direct experience in applying archaeological theory to the practical work situation, including experience at each stage of assessment (i.e., stage 1-4). Time spent in the lab does not count toward the minimum fieldwork time requirement
    • a minimum of 75 days (15 weeks) of this experience must be in Ontario. Fieldwork experience in North American jurisdictions considered by the Ministry to be geographically and culturally similar to Ontario may also be included and will be considered by the ministry on a case by case basis.
  • direct experience in managing archaeological fieldwork including supervising or assisting in the supervision of archaeological fieldwork
  • experience analyzing archaeological fieldwork data and managing artifacts
  • proficiency in written communication as demonstrated through the authorship of at least one substantive document dealing with primary archaeological research

3.4.2 Evaluation of applicant’s knowledge and experience

The ministry will consider several factors when reviewing an application for an applied research licence, including whether the applicant has experience in applying archaeological theory to the practical work situation, and experience in analyzing archaeological fieldwork data and managing artifacts.

All experiences provided by the applicant should be documented with dates, locations, and the name of the archaeologist who oversaw fieldwork.

Education

All applicants must provide a copy of their four-year bachelor’s degree in an area of archaeology. If the degree does not say archaeology on it, the applicant must attach a copy of their official university transcript that indicates their degree was earned in an area of archaeology.

Demonstrated experience working on a variety of projects and site types

All applicants must provide examples of their experience conducting all aspects of archaeological fieldwork in various geographic settings and on a variety of archaeological sites. This must include experience working on sites of different types, archaeological periods and cultural affiliations. A strong application will have significant experience in all these situations.

Of the 150 days of experience required for an applied research licence, an applicant must provide:

  • at least one example of participation in each of the following types of fieldwork activities: monitoring, surveying, exploring, assessing and excavating, as well as recovering artifacts (Stages 1 – 4)
  • at least two examples of fieldwork experience in different types of geographical terrain similar to Ontario (for example, open field, woodlot, urban, Canadian shield)
  • examples of fieldwork experience on sites dating to at least two different archaeological periods (for example, Aceramic, Woodland, Post-contact)
  • examples of fieldwork experience on sites of both Indigenous and Euro-Canadian cultural affiliation
Demonstrated experience as a supervisor of archaeological fieldwork

An applicant must have at least one example of supervisory experience for an applied research licence. A strong application will have multiple examples. Supervisory experience means assisting in directing a project conducted under another archaeologist’s supervision.

Demonstrated experience analyzing archaeological fieldwork data and management of artifacts

An applicant must demonstrate experience analyzing archaeological fieldwork data and managing artifact collections. A strong applicant will demonstrate this experience with details on how they analyzed artifacts for both pre-contact and post-contact sites.

Demonstrated experience participating in and documenting archaeological assessments

An applied research licensee may be eligible to act as a field director under a professional licensee and may assist in report writing. As such, a strong application for an applied research licence will document significant experience writing archaeological documents. Supporting material should be attached to an application, and can include such things as:

  • senior level thesis or research paper (minimum 20 pages) on an archaeological subject completed as part of a four-year bachelor’s program
  • archaeological licence reports that meet applicable ministry standards and guidelines
  • primary author of a written paper presented at a recognized conference
  • published articles in a peer-reviewed or other recognized archaeological journal or newsletter
  • published books or book chapters

An applicant must attach a copy of their writing that shows their proficiency at explaining archaeology to readers. The strength of an application will depend on the applicant’s ability to demonstrate that their knowledge and experience provides them with the skills they need to carry out archaeological fieldwork in a responsible manner and act as a competent field director.

A strong application will have experience writing reports for each level of assessment under the direction of a professional licensee, for projects where they analyzed field data and artifacts. Strong applications may also have examples such as a thesis, conference paper or article that demonstrate knowledge of the land use planning process, cultural resource management and the legislative framework.

A strong applicant will be able to provide more than one example to demonstrate their ability to conduct research and communicate effectively.

Membership in an archaeological organization

All applied research licence applicants must be a member in good standing of an archaeological association with a code of conduct or code of ethics, such as the Ontario Association of Professional Archaeologists, the Canadian Archaeological Association, or the Ontario Archaeological Society.

Applicants must attach an image or scan of their membership card member page at the organization's website to their application. The image should clearly show the expiry date of the applicant’s membership, if appropriate.

3.5 Professional licence

Individuals who wish to act as a consultant archaeologist must hold a professional licence and abide by its terms and conditions.

A consultant archaeologist is any licensee who does any of the following:

  • enters into an agreement with a client to carry out or supervise archaeological fieldwork on the client’s behalf
  • produces reports for or on behalf of a client
  • provides technical advice to the client

Providing technical advice includes giving advice on archaeological potential to a client or development proponent.

Any fieldwork conducted under an archaeological licence must comply with the Act, even if there is other legislation that may also apply to the project. This includes any cemetery investigations under the Funeral, Burial and Cremation Services Act. Regardless of licence class, an archaeologist must take out a Project Information Form (PIF) before carrying out any fieldwork and must submit a report to the ministry on activities conducted under their licence.

Under the terms and conditions of licence, consultant archaeologists must carry out their archaeological work in accordance with the ministry’s Standards and Guidelines for Consultant Archaeologists.

3.5.1 Eligibility requirements for a professional licence

Those who wish to apply for a professional licence must have the following qualifications and experience:

  • a completed master’s degree or doctorate in an area of archaeology, including completion of a thesis or major research project
  • provide two references from archaeologists who have direct knowledge of their fieldwork experience (Section 3.6)
  • current membership, in good standing, of an archaeological organization with a code of ethics or a code of conduct (Section 3.7)

The applicant must also have work experience that meets all the following criteria:

  • a minimum of 260 days (52 weeks) of experience in practical work situations, including experience at each stage of assessment (Stages 1-4). Time spent in the lab does not count toward the minimum fieldwork time requirement
    • a minimum of 130 days (26 weeks) of this experience must be in Ontario. Fieldwork experience in North American jurisdictions considered by the Ministry to be geographically and culturally similar to Ontario may also be included and will be considered by the ministry on a case by case basis.
  • a minimum of 130 days (26 weeks) of direct experience in managing archaeological fieldwork through supervising or assisting in the supervision of archaeological fieldwork
  • experience analyzing fieldwork data and managing artifacts
  • demonstrate proficiency in written communication as demonstrated through the authorship of at least four substantive documents dealing with primary archaeological research

3.5.2 Evaluation of applicant’s knowledge and experience

An applicant for a professional licence must demonstrate that they have the necessary knowledge, skills and experience to carry out all functions that will be required of them in their role as a project manager and director of archaeological fieldwork.

Through their application, the applicant must demonstrate their ability to act as a competent:

  • supervisor of fieldwork with the primary responsibility for decision-making in the field
  • supervisor of field crew personnel
  • analyst of field data
  • archaeological report writer
  • supervisor of laboratory work with demonstrated ability to manage artifact collections, including analysis, cataloguing and conservation

All experiences provided by the applicant should be documented with dates, locations, and the name of the archaeologist who was the project manager in charge of fieldwork.

Education

All applicants must provide a copy of their graduate degree in an area of archaeology with their application. If their degree does not say archaeology on it, the applicant must provide a copy of their university transcript that clarifies that the degree was earned in an area of archaeology.

A strong application will have earned a master’s or doctorate degree in archaeology from a university with a research focus on archaeology within Ontario or with a primary focus using methodologies or theories that can be applied to Ontario.

An applicant must attach a copy of the title page, table of contents and abstract from their thesis or major-research paper. A strong application will also attach their entire paper to their application.

Their thesis or major-research paper should demonstrate that the applicant is:

  • capable of understanding and applying relevant archaeological theory
  • able to carry out primary research and analysis
  • able to project-manage and create a clear, formatted written report detailing the methodology and results of that work
Demonstrated experience working on a variety of projects and site types

An applicant is required to provide examples that demonstrate their work experience on a variety of projects and site types. A strong application will have more than the minimum 260 days of experience, including 130 days in Ontario. A strong application will demonstrate that the applicant has conducted all aspects of archaeological fieldwork in various geographic settings and on a variety of archaeological sites. This experience should include work on sites of different types, archaeological periods and cultural affiliations. A strong application will have more than the minimum number of examples of:

  • participation in each of Stages 1-4 of archaeological fieldwork
  • fieldwork experience in different types of geographical terrain (for example, open field, woodlot, urban, Canadian shield)
  • fieldwork experience on sites dating to at least two different archaeological periods (both pre-contact and post-contact sites)
Demonstrated experience as a supervisor of archaeological fieldwork

An applicant must have 130 days of experience as a field supervisor responsible for managing fieldwork on archaeological consulting projects. A strong application will have more than the minimum 130 days. Supervisory experience may include the applicant’s role as a:

  • supervisor or co-supervisor with joint responsibility for decision-making regarding fieldwork
  • assistant supervisor who assisted in directing a project conducted under another archaeologist’s supervision
Demonstrated experience of archaeological fieldwork data analysis and management of artifacts

All applicants are required to list projects where they have analyzed fieldwork data or archaeological collections. A strong application will provide details on how the applicant analyzed artifacts from both pre-contact and post-contact sites. A strong application will also include detailed experience analyzing field data such as fieldnotes, maps and photographs.

Demonstrated experience on a project that involved a stakeholder group

An applicant must demonstrate experience on at least one project that involved working with an Indigenous community or other stakeholder group and must describe how their interests were considered in the archaeological process. This can include activities such as sharing information in a public forum, consulting, collaborating, or negotiating with stakeholders.

A strong application would clearly demonstrate their role in the engagement process and the outcome from the engagement.

Demonstrated experience participating in and documenting archaeological assessments

As a professional licence allows the licence holder to act as a consultant archaeologist, a strong applicant for a professional licence will have significant experience writing substantial archaeological documents.

An applicant must include four writing examples in their application. This can include:

  • theses or dissertations (student papers other than theses or dissertations are not eligible)
  • archaeological licence reports, with no more than one report for each stage of fieldwork (for example, one for each of Stage 1, 2, 3, or 4). The reports must have been submitted to the ministry and met ministry standards (please include the PIF number of the report)
  • written papers presented at a recognized conference (posters are not eligible)
  • published articles in a peer-reviewed or other recognized archaeological journal or newsletter
  • published books or book chapters

An applicant must attach a writing sample that shows their proficiency at explaining archaeology to readers. The strength of an application will depend on the applicant’s ability to demonstrate that their knowledge and experience provides them with the skills they need to carry out archaeological fieldwork in a responsible manner and act as a competent field director.

A strong applicant would have experience writing reports for each level of archaeological assessment under the direction of a professional licensee. These reports should be assessments for which the applicant analyzed field data and artifacts. Strong applications will also have other examples of writing like a thesis, conference paper or article that demonstrate knowledge of the land use planning process, cultural resource management and the legislative framework.

Membership in an archaeological organization

All applicants for a professional licence must be a member in good standing of an archaeological association with a code of conduct or code of ethics, such as the Ontario Association of Professional Archaeologists, the Canadian Archaeological Association, or the Ontario Archaeological Society).

Applicants must attach an image or scan of their membership card member page at the organization's website to their application. The image should clearly show the expiry date of the applicant’s membership, if appropriate.

3.6 Supporting references

When evaluating a licence application, the ministry will consider the references provided by archaeologists who have knowledge of the applicant’s qualifications and experience. Ministry staff may not act as referees.

A referee for an application for an applied research or professional licence must hold a valid professional licence in good standing or equivalent qualifications as determined by the ministry.

Referees must have direct knowledge of the applicant’s fieldwork experience as a result of having either or both:

  • supervised the applicant’s archaeological fieldwork for a minimum of one year
  • acted as the advisor or supervisor of an applicant’s thesis or research project

For an avocational licence application, the referee may hold an applied research licence, instead of a professional licence, and may provide a supporting reference of the applicant’s interest and experience within archaeology.

In determining the quality of a reference, the ministry considers all relevant factors, including:

  • whether the referee holds an archaeological licence issued in Ontario and their compliance with the terms and conditions of their licence
  • whether the referee is a current or previous employer of the applicant

If a referee is not licensed in Ontario, they must submit a copy of their curriculum vitae with their reference form to the ministry, as well as proof of membership in an archaeological organization with a code of ethics or code of conduct.

The reference form for their referee can be found in PastPort’s Resource Centre.

3.7 Labour mobility

An individual applying for an archaeological licence in Ontario who holds an archaeological licence in another Canadian jurisdiction may meet the qualifications to apply for an archaeological licence in Ontario under Section 48 (8.2) of the Act. As a result, certain requirements for a licence may not apply. If you think this might apply to you, please contact the ministry at archaeology@ontario.ca for more information.

4. New licence application

An individual can apply for a new licence if:

  • they have never held a licence
  • they are applying for a licence of a different class than the one they currently hold or recently held
  • their previous licence expired or was cancelled at their request more than five years ago
  • their licence was revoked or refused renewal

If an individual previously held a licence, they must disclose their previous licence number when applying for a new licence. All their licensing obligations from their previous licence must be fulfilled before a new application will be considered.

4.1 Where to find the application

All licence applications are found and completed in PastPort.

4.2 How to prepare the application package

Before applying for a licence, an applicant should have the following documents ready (as applicable):

  • copy of their degree and transcript
  • confirmation from their referees that their reference forms will be sent to the ministry
  • proof of membership in an archaeological organization
  • samples of their written proficiency

Instructions on how to fill out the application are provided in PastPort.

Applicants are responsible for:

  • ensuring that all required portions of the form have been completed
  • ensuring that the information on the application is accurate and truthful
  • ensuring that their supporting reference(s), and, for avocational applicants their mentor agreement, are submitted to the ministry

If an application is not complete, the ministry may return it to “Draft” status in PastPort. An applicant will be able to resubmit it once it is complete.

4.3 Changing to a different class of licence

An individual may only hold one class of licence at any time. If someone meets the qualifications of a different class of licence, they can upgrade their licence. Individuals are responsible for completing an upgrade application in PastPort and providing all items listed in Section 4.2.

When someone submits their application for a different class of licence, they must also submit a request to cancel the licence that they currently hold (Section 8). Their current licence will only be cancelled if they are issued a new upgraded licence.

4.4 Processing of licence applications

When an individual submits a licence application in PastPort, they will receive an email from PastPort@ontario.ca confirming it has been received. The email will also state whether or not the ministry has received their supporting reference(s) and, for avocational applicants, their mentor agreement.

Once we have received the supporting reference(s) and mentor agreement (as applicable) for an application, the ministry will screen the application for completeness. The ministry will confirm whether an application is complete within 10 business days of submission. Once the application is complete, it will be reviewed for licence eligibility.

4.5 Licensing decisions by the ministry

Once the ministry has come to a decision on whether or not to issue or renew a licence, the ministry will communicate the decision to the applicant via email from PastPort@ontario.ca.

Under Section 48 of the Act, the minister may issue a licence if it is demonstrated that:

  • the applicant is competent to conduct archaeological fieldwork in a responsible manner in accordance with this Act and the regulations
  • the past conduct of the applicant does not afford reasonable grounds for the belief that the archaeological fieldwork will not be carried out in accordance with this Part and the regulations
  • the activities proposed by the applicant are consistent with the conservation, protection and preservation of the heritage of Ontario
  • the applicant is in compliance with such eligibility criteria and other requirements for the issuance of a licence of that class as may be prescribed by the regulations

The minister may delegate the responsibility for issuing licences.

If the ministry has determined that an applicant is eligible for a licence, the applicant will be notified by email. Once the applicant acknowledges that they have read and understand the terms and conditions, their licence is issued. They will then be able to print their licence certificate, licensing card and begin using their licence.

If an applicant does not acknowledge the terms and conditions of the licence, their licence will not be issued.

If the ministry proposes to refuse to issue a licence, the ministry will notify the applicant of the decision and the rationale. An applicant may re-apply if they can demonstrate, to the satisfaction of the minister, that they meet the requirements for the class of licence that they’re applying for, or they may request a hearing of the matter by the Conservation Review Board (Section 6.5).

An application may be denied if any of the following are true:

  • the licence application package submitted to the ministry is incomplete
  • the applicant does not meet the eligibility requirements for the class of licence for which they are applying (Section 3)
  • the applicant does not have the necessary practical archaeological field experience required for the class of licence for which they are applying (Section 3)
  • any information provided in the application is inaccurate
  • the applicant has knowingly made a false or misleading statement or representation in the application
  • the applicant is not competent to conduct archaeological fieldwork in a responsible manner and according to ministry requirements

For additional information, please see Section 48(8) of the Act.

5. Licence renewal

To continue carrying out fieldwork in Ontario, a licensed archaeologist must renew their licence at the end of the licence term. Each licence issued by the ministry has an expiry date which appears on both the licence certificate and licensing card. Licensees must remain aware of their licence expiry date.

If a licensee submits a complete application to renew their licence before the end of the term of the licence, their licence will be deemed to continue until the minister decides whether to renew the licence.

A licensee can monitor their licence expiry date and submit their renewal application to the ministry in PastPort. When a licence is about to expire, the ministry will also send reminder emails with instructions on how to apply for renewal.

5.1 When to renew a licence

A licensee is eligible to submit their application for renewal 90 days before their licence expires. The ministry advises licensees to submit their renewal application as soon as possible to ensure sufficient time to process their application.

If a licensee has not submitted a complete application for renewal before their licence expires, they will no longer be legally allowed to carry out any archaeological fieldwork in Ontario until their licence is renewed.

5.2 Deemed to continue

If a licensee submitted a complete application for renewal before their licence expired, their licence is considered deemed to continue under Section 50 (2)(a) of the Act. They may continue carrying out fieldwork and beginning new projects until the minister makes a decision on their licence renewal.

5.3 Licence renewal process

Applications to renew a licence are submitted in PastPort. A renewal application is considered to be complete when all of the following are true:

  • the application has been submitted in PastPort
  • the licensee has met all outstanding reporting obligations such as reports and site forms
  • any other identified outstanding licence obligations have been met
  • when applicable, the applicant has demonstrated that they are a member in good standing of an archaeological organization with a code of conduct or code of ethics
  • any concerns with the licensee’s compliance with ministry requirements have been addressed to the satisfaction of the ministry (Section 6)

To submit proof of membership in an archaeological organization, applicants may attach it to the renewal application in PastPort or email an image of their membership card or their member page at the organization's website to archaeology@ontario.ca. The expiry date of their membership should be visible.

The ministry must receive all outstanding reports, revised reports and site forms associated with a licence before that licence can be renewed. Please see the Project Information Form bulletin and Archaeological Reporting Procedures bulletin for more information on due dates and the submission of project report packages.

If their renewal application is complete, a licence review will be conducted. The ministry may request additional information or a meeting to discuss a renewal application. For more information on licence reviews, see Section 6.2.

In order to avoid delays in receiving information about their licence renewal, applicants must ensure that their email and mailing addresses in their PastPort profile are up-to-date.

More information on licence renewals is available in the Licence Renewal Fact Sheet in PastPort’s Resource Centre.

6. Licence compliance

In order to be allowed to carry out fieldwork, licensees must maintain the good standing of their licence by complying with its terms and conditions. This includes meeting any applicable ministry requirements for fieldwork and reporting.

Failure to comply with the terms and conditions of a licence may result in the ministry taking compliance action against the licensee. This may involve suspending, revoking or refusing to renew the licence. The ministry monitors compliance to ensure that only those licensees who are competent to carry out archaeological fieldwork in a responsible manner remain licensed by the ministry.

6.1 Licence compliance monitoring

The ministry monitors licensees’ compliance with the terms and conditions of their licence in several ways including:

  • tracking deadlines for the submission of archaeological reports and site forms
  • reviewing archaeological reports
  • inspecting fieldwork

6.2 Licence reviews

The ministry conducts standardized licence reviews when considering whether to renew a licence or whether to issue a new license to someone who previously held a licence. The licence review considers each individual’s performance against their licensing terms and conditions in order to gauge the appropriate degree of licensing oversight in the subsequent licensing term.

At a minimum, the licence review considers:

  • the applicant’s number of incomplete reports
  • the applicant’s number of non-compliant reports
  • the frequency and severity of violations of fieldwork and reporting standards identified during report review
  • the result of any inspections

The findings of licence reviews are used to inform a decision on whether to renew, suspend, or revoke a licence. Ministry staff may request a meeting with a licensee to discuss the findings before making a decision about a renewal.

Once a decision is made to proceed with the renewal, the ministry refers to the licence review results when determining the length of the upcoming licence term.

Licensees who have worked with a mentor over the past licence term must also submit a completed End of Year Evaluation form signed by their mentor for their licence to be renewed. This information will be considered during the licence compliance evaluation.

If the ministry decides to refuse to renew a licence, the ministry will notify the licensee in writing.

6.2.1 Report submission tracking

Licensees must file a complete project report package with the ministry for every Project Information Form (PIF) number assigned to them. A complete project report package includes a site form for every archaeological site associated with the project.

The ministry tracks the number of reports and revised reports that are not filed before the assigned deadline. This information is considered when the ministry carries out licence compliance evaluations.

Please see the administrative bulletins on Project Information Forms and Archaeological Reports for more information on:

  • project information forms
  • project report packages
  • report filing deadlines
  • revised reports
  • requests for report deadline extensions

6.2.2 Report review

The ministry reviews archaeological reports to ensure that licensees comply with requirements for archaeological fieldwork and reporting.

The ministry tracks how often and how severely each licensee fails to comply with the requirements for fieldwork and reporting. This information is considered when the ministry carries out licence compliance evaluations.

Please see the Archaeological Reports bulletin for more information on:

  • report review
  • requests for revised reports
  • terminated reviews

6.2.3 Inspections

From time to time, the ministry may carry out inspections to ensure that a licensee is complying with the Act and its regulations and remains entitled to a licence. Inspections may be random, targeted or complaint based.

Inspections are carried out by an inspection team which includes an inspector and ministry staff who hold expert and professional knowledge of archaeological fieldwork methods and ministry requirements for fieldwork and reporting. The inspection team will visit the location of an archaeological project to document a licensee’s practical compliance with ministry fieldwork requirements, including the ministry’s standards and guidelines, if applicable. The inspection team may visit:

  • an archaeological site, or any other land, on which a licensee is carrying out archaeological fieldwork or has carried out fieldwork in the last year
  • a laboratory at which artifacts and other materials found on an archaeological site are being analysed
  • a building or structure in which the licensee stores artifacts and other materials found at an archaeological site
  • a licensee’s business premises

For more information on inspections, please see our Inspections Fact Sheet.

6.3 Licence compliance actions

The Ontario Heritage Act provides for three courses of action to address a licensee’s failure to comply with the terms and condition of a licence:

  • license suspension
  • license revocation
  • refusal to renew the licence

The minister’s choice of licence compliance action will depend on the nature of a licensee’s contravention. For example, incompetent or destructive fieldwork that has permanently damaged an archaeological site is considered the most severe type of contravention. Severe contraventions may result in the immediate suspension or revocation of a licence. In the most serious situations, failure to comply may result in a charge being laid against the licensee under Section 69 of the Act. Repeated less severe contraventions may result in the ministry’s refusal to renew the licence at the end of the licence term.

6.4 Notification of suspension, revocation or refusal to renew

Should the minister decide to propose to suspend, revoke or refuse to renew a licence, the ministry will notify the licensee in writing. The written notification will include the rationale behind the decision. The notice will inform the licensee that they are entitled to request a Conservation Review Board hearing and indicate a date by which a response is required to request a hearing. Should the licensee choose to request a hearing, the licence will be deemed to continue until the minister makes a decision.

The ministry may suspend, revoke or refuse to renew a licence without a hearing if the ministry believes it is necessary to do so for the immediate protection and preservation of a property or an artifact or if the licensee, through the fieldwork that they carry out, is deemed to be an immediate threat to the public’s interest.

6.4.1 Licence suspensions

While a licence is suspended, the licensee is not permitted to carry out any archaeological fieldwork, whether a project has begun or not. They are still able to submit any outstanding licensing obligations through PastPort.

The ministry will notify a licensed archaeologist of the length of a licence suspension. Following completion of the suspension, and before their licence is reinstated, the licensee will be required to meet with the ministry to discuss their compliance so the ministry can be confident in their competency to continue as a licensee.

A licensee with a suspended licence will still receive a licence review at the end of their licence term, and their licence may not be renewed.

6.4.2 Licence revocation

If their licence has been revoked, an archaeologist is not permitted to carry out any archaeological fieldwork, whether a project has begun or not. They are still able to submit any outstanding licensing obligations through PastPort.

Revocation is immediate and a licence will not be reinstated. When revoking a licence, the ministry will advise an archaeologist how to apply for a new licence. However, before any new licence is issued, the archaeologist will be required to meet with the ministry to discuss their compliance so the ministry can be confident in their competence to hold a new licence.

6.4.3 Refusal to renew

If the ministry has refused to renew a licence, the archaeologist is not permitted to carry out any archaeological fieldwork on any new fieldwork projects. They are still able to complete fieldwork on any outstanding PIFs and submit any outstanding licensing obligations through PastPort.

When the minister refuses to renew a licence, the ministry will provide the rationale for the decision, and will advise an archaeologist how to apply for a new licence. However, before any new licence is issued, the archaeologist will be required to meet with the ministry to discuss their compliance so the ministry can be confident in their competence to hold a new licence.

6.4.4 Applying for a new licence after revocation or refusal to renew

When revoking or refusing to renew a licence, the ministry may provide suggestions to the archaeologist for gaining new fieldwork experience or educational credentials to demonstrate their level of competency in archaeology.

Before applying for a new licence, an archaeologist must resolve any suggestions from the ministry about improving fieldwork experience or education. An archaeologist must also ensure they have met any outstanding obligations under their previous licence. This can include:

  • overdue reports and site forms
  • overdue report revisions
  • incomplete reports

6.5 Hearings before the Conservation Review Board

6.5.1 How to arrange a hearing

If the ministry informs a licensee that the minister has decided to suspend, revoke or refuse to renew their licence, the licensee has 15 days to request a hearing by the Conservation Review Board.

If a licensee requests a hearing within 15 days, their licence will remain valid until the minister makes a final decision after the hearing.

6.5.2 Final decision by the minister

The Conservation Review Board will report on its findings no more than 30 days after a hearing. The board will deliver the report to the minister and all parties involved in the hearing. Once the minister receives the report, he or she will consider the report’s findings and recommendations and will make a final decision about the licence. The decision may or may not follow the board’s recommendations. The minister’s decision is final and the licensee is not entitled to further hearings before the board.

6.5.3 How to withdraw a request for a hearing

A licensee who has requested a hearing may withdraw the request at any time before the end of the hearing by notifying the ministry and the Conservation Review Board that they wish to withdraw the request. The licensee may do so even if the hearing is in progress. If the hearing is in progress, it will be discontinued.

For all details about the Conservation Review Board’s processes, please visit the Environmental and Land Tribunals Ontario website.

7. Transferring fieldwork and reporting responsibilities to another licensee

Licensees are solely responsible for all projects for which a Project Information Form (PIF) has been submitted under their licence. However, there may be situations where fieldwork and reporting responsibilities for a project need to be transferred to another licensee. This may occur, for example, if the original licensee:

  • has died
  • is experiencing health issues that prevent them from continuing to practice archaeology
  • is taking a leave from archaeology in Ontario
  • is leaving an archaeological consulting company

The ministry may accept the transfer of responsibilities to another licensee in certain situations as set out below. Regardless of any arrangements the licensee has made with a third party, the ministry views the original licensee as responsible for any fieldwork already carried out under their licence.

7.1 When to transfer responsibility

Fieldwork and reporting responsibilities may be transferred to another licensee at various points during a project. The process for each is set out below.

7.1.1 Transferring the responsibility for projects where fieldwork has not started

If a licensee has submitted a PIF to the ministry but hasn’t yet started work, they must email archaeology@ontario.ca and ask that the PIF be cancelled. A new licensee taking over the project must then submit a new a PIF under their own licence when work on the project is about to begin.

7.1.2 Transferring the responsibility for projects where fieldwork is complete

In cases where a licensee has completed fieldwork on a project and would like to have another licensee prepare the report for the project and file it with the ministry, the new licensee must submit a new backdated PIF to the original start date under their licence for the same project. The original licensee must be listed as a field director in the new PIF.

The new licensee must file a report on the original licensee’s fieldwork. The report must include a statement that fieldwork was completed by the original licensee and that the report was prepared by the new licensee. The new licensee’s name must also appear in the project personnel list as the person who prepared the report. The original licensee remains responsible for the fieldwork carried out under their licence and will be listed as field director in the report. The ministry may contact the original licensee for any additional information on the fieldwork conducted during the review process.

7.1.3 Revisions to reports that have been filed

Once a report has been filed with the ministry, the responsibility for any revisions can no longer be transferred. The original licensee must submit the revised report in PastPort. The original licensee remains responsible for the reporting and fieldwork carried out under their licence.

7.2 How to arrange the transfer of responsibility for a project

Once a licensee has identified the project(s) they would like to transfer to another licensee, they are responsible for negotiating the transfer with the licensee who will be taking over. This will involve identifying any outstanding fieldwork or reporting, completing the project and fulfilling the licensing obligations.

The licensee taking over the project(s) must also ensure that they are equipped to complete the project by arranging to have all report drafts, field notes, measurements, drawings, photographs and maps needed to complete the report. The new licensee should arrange to have copies of all correspondence about the project between the original licensee and the ministry.

The licensee taking over the project(s) must be made aware of the due date(s) for each of the outstanding reports under the original licensee’s licence. These due dates will remain in effect unless the new licensee requests due date extensions.

Once both parties have agreed to the transfer, the original licensee should contact the ministry at archaeology@ontario.ca for advice and to ensure that they have identified all their obligations.

The transfer is only considered complete when the new licensee submits all new PIFs in PastPort, and new numbers are issued. When the new PIF number is issued, the original PIF number will be cancelled and the transfer will be considered complete.

7.2.1 Assuming responsibility for deceased or incapacitated licensees

There may be situations where fieldwork and/or reporting responsibilities need to be transferred from one licensee to another, but the original licensee is incapable of arranging for the transfer of responsibility because they:

  • have died
  • are experiencing health issues that prevent them from doing so

Where the original licensee is not capable of arranging for the transfer of responsibility, a licensee who wishes to assume responsibility for the project may send an email to the ministry at archaeology@ontario.ca stating that they will complete the fieldwork and/or reporting for the project.

The email must list the relevant PIF numbers for each project for which the new licensee is assuming responsibility. The licensee must ensure that they are aware of all recommendations for the project. The email must be included as an attachment to any PIF(s) the new licensee submits in order to complete the project(s).

The ministry will accept the assumption of responsibility by a new licensee only if the new licensee has demonstrated, to the satisfaction of the ministry, that they have enough information to complete the project.

7.3 Unfinished fieldwork

There may be situations where a project was begun by a licensee and needs to be completed, but the licensee is unable or unwilling to finish it or arrange for a transfer of their responsibilities to another licensee. There may be similar situations where a licensee wishes to transfer responsibility for a project, but no other licensee is willing to assume responsibility for it.

This may be of special concern when the proponent needs to have the archaeological assessment completed to gain approval for their development project. If the consultant archaeologist has begun an archaeological assessment but will not be completing it, and has not arranged for the transfer of fieldwork and reporting responsibilities to another licensee, then the fieldwork and reporting may be re-done by a new licensee. This may mean that the development proponent must hire a new archaeological consultant to re-do the assessment. The new licensee must submit a new PIF for the project under their own licence.

The ministry will not accept reports filed with the ministry by unlicensed individuals in lieu of the licensee responsible for the work.

8. Cancelling a licence

A licensee may cancel their licence at any time by emailing archaeology@ontario.ca. If the ministry grants the request, the licensee must fulfill all outstanding reporting obligations under their cancelled licence to be eligible to apply for a new licence.

The ministry will also cancel a licence if the licensee has died.

9. Transferring artifacts and records of archaeological fieldwork

Under the terms and conditions of their licence, archaeologists are responsible for all artifacts and records of archaeological fieldwork carried out under their licence. Collections can include all classes of artifacts, and documentation such as field notes, drawings, photographs and digital information.

Guidance for the care of collections is available from the Canadian Conservation Institute for Sustainable Archaeology. The ministry can also provide technical advice to licensees and stakeholders.

Licensees can do two things with collections:

  • continue to store collections as per the licence terms and conditions
  • deposit the collection permanently with a public institution approved by the ministry

Researchers or other institutions may also ask licensees for access to or loans of collections. For further information on managing these requests, please contact the ministry.

9.1 Depositing a collection

A licensee may arrange to deposit artifacts and related records with a public institution. Under Section 66 of the Act, the ministry may direct that any artifact obtained under a licence be deposited in a public institution.

In order to arrange a deposit, a licensee must email a Licensee Request for Minister’s Direction to Deposit an Archaeological Collection to archaeology@ontario.ca. For more information about depositing collections, please see the Archaeological Collections Deposit Fact Sheet and request form in PastPort’s Resource Centre.

10. Glossary

For more information, visit the Glossary of Ontario archaeology terms.