Integrations
Every outside system the new system must exchange information with: what flows each way, how it is protected, and what happens when it fails.
Three rules apply to every integration below. They are not repeated in each entry.
1. An integration that is not in the Module 0 integration inventory is not authorised to exist TA-C42. Each entry here becomes one or more named rows in that inventory, using the columns in TA §C.13.2: system, counterparty and accountable role, direction, pattern, classification, legal basis, criticality and disposition. The Programme Chief Architect owns the inventory, and it is due by month 4 of Module 0. 2. Every integration has a legal basis recorded in the agreement registry (FR-085). An integration without one is unauthorised, whatever it does today. 3. No interactive path depends synchronously on more than one external participant (NFR-A-004). Where an entry says "asynchronous", this rule is why. Where no source states a service level, the entry says "not stated". The design then assumes the exchange is not on a path a worker waits on, until the counterparty commits to a figure in writing.
Details marked [U] are unverified in the architecture's own register. They are settled in the inventory, not here.
Showing 42 of 42
External integrations 42
INT-001 Must
Corporate Accounting System
Post payments, reversals, amounts owed to the ministry, recoveries and write-offs to the book of record, and reconcile daily and at month-end.Purpose
Post payments, reversals, amounts owed to the ministry, recoveries and write-offs to the book of record, and reconcile daily and at month-end.
Integration Type
Batch posting and reconciliation query
Data Exchanged
- From this system to CAS: postings with coding block, determination reference and run identifier; supplier records for provider payments.
- From CAS to this system: the posted position, rejections, the month-end calendar and blackout periods.
Integration Pattern
Only through the Issuance Service (FR-042). No other component holds a posting credential.
Authentication
A service credential held only by the Issuance Service, over mutual TLS.
Error Handling
CAS rejects some batches as a whole when supplier key fields are missing (APP-R8). Supplier keys are therefore checked before submission. A rejection becomes a reconciliation break with an owner and an age. It is never retried silently.
SLA
Daily reconciliation. Postings are queued during blackouts (NFR-A-005). Today CAS offers only file-availability windows. The cutoff calendar is still to be confirmed by the Executive Financial Officer.
Owner
Provincial corporate financial function; ministry Executive Financial Officer.
Classification
Rationale
The corporate financial system remains the book of record (TA §C.6.4). CAS is outside the replacement scope, so the new system must connect to it (APP §1.1).
INT-002 Must
Bank and electronic funds transfer
Pay by direct deposit;Purpose
Pay by direct deposit; receive settlement, return and reject files; run payment traces; receive client debt repayments.
Integration Type
Batch file transfer
Data Exchanged
- Outbound: payment files in the format the bank requires; trace requests.
- Inbound: settlement confirmations, returns, rejects, trace results and repayment files.
Integration Pattern
Through the Issuance Service only. A missing inbound file raises an alarm.
Authentication
Mutual TLS and file signing, as the bank requires.
Error Handling
SLA
Settlement within the bank's stated window. The maximum reconciliation lag is stated for each payment channel.
Owner
The settlement institution; ministry payment operations lead.
Classification
Protected B
Rationale
Payment is the most critical integration (TA §C.13.3).
INT-003 Must
Provincial print-and-mail and cheque printing
Print and mail notices, letters and booklets;Purpose
Print and mail notices, letters and booklets; print cheques; receive returned mail and delivery confirmations.
Integration Type
Batch file transfer (assumed, because no public API specification has been found [U])
Data Exchanged
- Outbound: rendered documents with delivery details; cheque print files drawn from a controlled range of cheque numbers.
- Inbound: confirmations that mail was lodged; returned mail.
Integration Pattern
Notices go through Notices & Correspondence. Cheques go through the Issuance Service.
Authentication
SFTP with service credentials, to be confirmed with the service.
Error Handling
Returned mail updates the delivery record and raises a work item. Deemed receipt is calculated by rule (FR-064), never typed in.
SLA
The file delivery windows the service sets.
Owner
Provincial print-and-mail service; ministry correspondence business owner.
Classification
Protected B/C
Rationale
Notices and cheques go through this service today, over 10 named interfaces (APP §4.2).
INT-004 Must
Provincial notification service
Send notices and messages electronically, and receive delivery confirmations.Purpose
Send notices and messages electronically, and receive delivery confirmations.
Integration Type
API
Data Exchanged
- Outbound: messages and notice references.
- Inbound: delivery events.
Integration Pattern
Asynchronous. The service is used as it is. If it is not ready in time for correspondence capture, a named and funded fallback takes over: the federal notification platform or the provincial common hosted email service.
Authentication
OAuth 2.0 client credentials, as the service requires.
Error Handling
If electronic delivery fails, the notice goes by the client's next preferred channel.
SLA
Not stated. To be confirmed against the correspondence capture date.
Owner
Provincial notification platform; Chief Digital Officer.
Classification
Protected A/B
Rationale
The system reuses the provincial service, but the service is still being built, so it is treated as a dependency (TA §C.18).
INT-005 Must
Provincial identity services
Sign in workers, citizens, businesses and partners.Purpose
Sign in workers, citizens, businesses and partners. Exchange tokens across organisational boundaries so that the legal basis for an exchange travels with the request.
Integration Type
Real-time OIDC
Data Exchanged
- From the identity provider: signed-in identities and their assurance levels (the corporate directory with multi-factor authentication, the BC Services Card at assurance level 3, and BCeID).
- Token exchange (RFC 8693) and rich authorization requests (RFC 9396), which carry the agreement identifier and the legal authority relied on.
Integration Pattern
A back end for front end for each experience. Tokens are delegated, never impersonated.
Authentication
OIDC confidential clients.
Error Handling
Every channel depends on this service, so its availability counts in the combined availability arithmetic (NFR-A-001).
SLA
Highly available across sites [V as at January 2026]. It is unconfirmed whether the deployed version supports token exchange and rich authorization requests [U]. The ministry CTO checks this within 60 days of programme start.
Owner
Provincial identity service; ministry CTO.
Classification
Not applicable
Rationale
Rich authorization requests are what carry the legal basis, and they still have to be built (TA §C.3.3).
INT-006 Must
Canada Revenue Agency
Check income and tax information for eligibility and overpayments, with valid consent.Purpose
Check income and tax information for eligibility and overpayments, with valid consent.
Integration Type
Batch file transfer, consent-based query, or both [U]
Data Exchanged
- Inbound: taxpayer information, as consented. It is not printed or kept as a document (FR-011).
- Outbound: requests that carry a consent reference.
Integration Pattern
Asynchronous. Consent is checked before every request (FR-015).
Authentication
As the agreement specifies [U].
Error Handling
If no response arrives, the check is deferred. The determination then follows the policy on deferral. The system never fills in a value.
SLA
Twice-daily batch today. Not stated for the new system.
Owner
Federal revenue agency; the ministry business owner named in the inventory.
Classification
Protected B/C
Rationale
This information drives eligibility and overpayment decisions (TA §C.13.3).
INT-007 Must
Employment and Social Development Canada and Service Canada
Exchange CPP, OAS/GIS and EI information;Purpose
Exchange CPP, OAS/GIS and EI information; verify social insurance numbers; support assignments and consents to deduction.
Integration Type
Batch and query [U]
Data Exchanged
- Inbound: federal benefit status and amounts; SIN verification.
- Outbound: requests, assignments and deduction consents.
Integration Pattern
Asynchronous. Volumes include a CPP request file of about 250,000 records (APP §10).
Authentication
As the agreement specifies [U].
Error Handling
A failed file raises an alarm. No deduction is applied without a confirmed consent.
SLA
Not stated.
Owner
Federal benefits administrator; the ministry business owner named in the inventory.
Classification
Protected B/C
Rationale
INT-008 Should
Provincial health insurance and health data
Enrol recipients in health coverage, confirm coverage status, and exchange health identity and pharmacare information.Purpose
Enrol recipients in health coverage, confirm coverage status, and exchange health identity and pharmacare information.
Integration Type
A mix of file, event and query [U]
Data Exchanged
- Outbound: coverage applications; reported changes to name, sex or birth date.
- Inbound: coverage status; identity matches; death notifications.
Integration Pattern
Asynchronous. Health data is Protected C, and cross-ministry traffic goes through the exchange.
Authentication
As the agreement specifies [U].
Error Handling
Pending coverage appears as a work item (FR-029).
SLA
Not stated.
Owner
Ministry of Health and Health Insurance BC; the ministry business owner named in the inventory.
Classification
Protected C
Rationale
Health coverage depends on assistance status (TA §C.13.3).
INT-009 Must
Pacific Blue Cross (delegated decision-maker)
Exchange requests and decisions for the health supplement lines Pacific Blue Cross decides, and receive the outcomes that use up ministry replacement intervals.Purpose
Exchange requests and decisions for the health supplement lines Pacific Blue Cross decides, and receive the outcomes that use up ministry replacement intervals.
Integration Type
Batch, API or both [U]
Data Exchanged
- Inbound: first decisions, recorded as evidence with their source; outcomes that use up ministry replacement intervals.
- Outbound: eligibility confirmations; the ministry's rules and intervals as the administrator applies them.
Integration Pattern
Asynchronous. External decisions are taken in under FR-036.
Authentication
As the contract specifies.
Error Handling
A missing return is detected by checking the record of used intervals.
SLA
The contract obliges the administrator to send outcomes back, and to make its records disclosable and severable. Both are needed because Reconsideration must review decisions it did not make.
Owner
Pacific Blue Cross; the ministry's health supplement business owner.
Classification
Protected C
Rationale
Policy never requires these outcomes to be sent back, so the ministry's clocks run where only the administrator can see them MAP-C2.
INT-010 Must
Community Living British Columbia
Receive CLBC's decisions and appeal outcomes for the entitlement it decides and reviews, and issue payment on them.Purpose
Receive CLBC's decisions and appeal outcomes for the entitlement it decides and reviews, and issue payment on them.
Integration Type
Batch, portal or both [U]
Data Exchanged
- Inbound: eligibility decisions, appeal outcomes and prescribed-class verifications.
- Outbound: payment status.
Integration Pattern
Asynchronous. The record shows that the ministry keeps only the power to issue payment (FR-036).
Authentication
As the agreement specifies [U].
Error Handling
No payment is made without a recognised decision.
SLA
Not stated. The CLBC appeal runs on no clock the ministry can see.
Owner
CLBC; the ministry business owner named in the inventory.
Classification
Protected C
Rationale
The ministry pays on a decision it neither made nor can review (PRIN N17 v3.5).
INT-011 Must
Employment and Assistance Appeal Tribunal
Send appeal records;Purpose
Send appeal records; receive notices of appeal, hearing details, the outcome of each appeal and the panel's decision.
Integration Type
Records go out and decisions come back. The exchange mechanism is unconfirmed [U].
Data Exchanged
- Outbound: the severed appeal record, sent to the tribunal and, through it, to the appellant.
- Inbound: notice of appeal (EAAT001), hearing schedule, how the appeal ended, and whether the panel confirmed or rescinded.
Integration Pattern
Asynchronous. The tribunal is an external party, not a user of the system.
Authentication
As agreed. Legal counsel is still to confirm the legal basis for disclosure.
Error Handling
The record-supply clock and the hearing clock are registered (FR-061), so a missed deadline is detected.
SLA
The record is supplied within the period the tribunal sets. The hearing is held within the tribunal's clock.
Owner
The tribunal; Reconsideration and Administrative Fairness Unit.
Classification
Protected C
Rationale
Statutory clocks depend on this exchange (TA §C.8.2). Policy now confirms which tribunal it is (NOTE-006).
INT-012 Must
BCANDS, Indigenous Services Canada and First Nations that run assistance
Each side recognises the other's disability designations.Purpose
Each side recognises the other's disability designations. The ministry verifies on-reserve designations. For people living on reserve or on Modern Treaty land, the system records where they are sent and the evidence for any exception.
Integration Type
Request and response through Band Social Development Workers and the deciding body [U]
Data Exchanged
- Outbound: verification of ministry designations, within the registered clock.
- Inbound: designations made in the other jurisdiction, recorded with how current they are; First Nation confirmations.
Integration Pattern
Authentication
As the agreement specifies.
Error Handling
Today neither side tells the other when a designation changes. The record therefore says "recognised as at [date], not confirmed since".
SLA
The ministry's verification clock, as registered.
Owner
BCANDS, ISC and First Nations; the ministry's Indigenous relations function.
Classification
Protected B/C
Rationale
Mutual recognition took effect on 2026-07-13 and is new (OBLG §4.4); DRV-06.
INT-013 Must
Ministry of Children and Family Development and delegated agencies
Report child protection concerns, respond to disclosure requests under section 96 of the CFCSA, run screening for the Child in the Home of a Relative program, and work with delegated agencies.Purpose
Report child protection concerns, respond to disclosure requests under section 96 of the CFCSA, run screening for the Child in the Home of a Relative program, and work with delegated agencies. The close ties between the two ministries continue until child protection is captured (M9).
Integration Type
A mix of referral, request and response, and partner access [U]
Data Exchanged
- Outbound: reports and referrals; information disclosed in writing under section 96.
- Inbound: screening results; requests; submissions from delegated agencies.
Integration Pattern
Cross-ministry traffic goes through the Secure Data Exchange (INT-022). Delegated-agency access is listed first, because external users with direct access to the legacy system are the riskiest group not yet listed (TA §C.12.1).
Authentication
Through the exchange and the agreement registry.
Error Handling
If a referral cannot be sent electronically, it goes by a recorded manual route. It is never dropped.
SLA
The duty to report is immediate. The screening mailbox is checked daily today.
Owner
MCFD and the delegated agencies; the ministry business owner named in the inventory.
Classification
Protected C
Rationale
Child safety depends on this exchange, which makes it the most critical (TA §C.13.3); DRV-08.
INT-014 Must
Ministry of Public Safety and Solicitor General
Confirm outstanding arrest warrants for applicants and recipients who have consented.Purpose
Confirm outstanding arrest warrants for applicants and recipients who have consented.
Integration Type
Request and response [U]
Data Exchanged
- Outbound: confirmation requests with the consent reference.
- Inbound: confirmation results.
Integration Pattern
Asynchronous, through the exchange.
Authentication
Through the exchange.
Error Handling
An unconfirmed warrant flag cannot drive a determination (FR-016).
SLA
Not stated.
Owner
PSSG; the ministry business owner named in the inventory.
Classification
Protected B/C
Rationale
Policy recognises only a confirmed warrant (OB-EL-36).
INT-015 Must
Third-party verification sources
Run the mandatory and discretionary third-party checks where valid consent exists.Purpose
Run the mandatory and discretionary third-party checks where valid consent exists. These cover consumer credit, vehicle and driver records, land title and personal property registries, property assessment, student financial assistance, and financial institution queries.
Integration Type
Query, automated where the source allows [U]
Data Exchanged
- Outbound: queries covered by consent.
- Inbound: results, including "no record found", recorded as evidence with the source named.
Integration Pattern
Asynchronous, with work items. The new system does not use screen-scraping robots, except as a dated, recorded exception.
Authentication
As each source requires.
Error Handling
A failed check is retried or deferred as policy says. The system never assumes a result.
SLA
Not stated.
Owner
Each source organisation; the ministry business owner named in the inventory.
Classification
Protected B
Rationale
These checks are mandatory at application, eligibility review and compliance review (OB-EL-04).
INT-016 Should
Vital statistics
Receive births, deaths and name changes as events.Purpose
Receive births, deaths and name changes as events.
Integration Type
Event or batch [U]
Data Exchanged
- Inbound: births, deaths and name changes.
Integration Pattern
Asynchronous. A death stops future payments and starts the related work.
Authentication
As the agreement specifies [U].
Error Handling
Matching runs through the client index (FR-028). A person decides any uncertain match.
SLA
Not stated.
Owner
Provincial vital statistics service; the ministry business owner named in the inventory.
Classification
Protected B
Rationale
Death notices prevent overpayment, and births change entitlement (TA §C.13.3).
INT-017 Should
Public Guardian and Trustee
Exchange Senior's Supplement information, and handle trustee arrangements where the Public Guardian and Trustee receives or manages a client's payments.Purpose
Exchange Senior's Supplement information, and handle trustee arrangements where the Public Guardian and Trustee receives or manages a client's payments.
Integration Type
Batch file transfer (daily today)
Data Exchanged
- Both directions: supplement eligibility and payment data; trustee roles.
Integration Pattern
Asynchronous. The trustee is recorded as a payee role on payment instructions (FR-042).
Authentication
SFTP credentials.
Error Handling
A failed file raises an alarm.
SLA
Daily.
Owner
PGT; the ministry business owner named in the inventory.
Classification
Protected B
Rationale
This integration is in the application inventory (APP §1.8).
INT-018 Should
Transit authorities
Issue, renew, replace and cancel transit passes for eligible recipients.Purpose
Issue, renew, replace and cancel transit passes for eligible recipients.
Integration Type
Batch file transfer in set time windows
Data Exchanged
- Outbound: pass applications, changes and cancellations.
- Inbound: confirmations that passes were issued.
Integration Pattern
Asynchronous.
Authentication
SFTP credentials.
Error Handling
A rejected record becomes a work item.
SLA
The transit authorities' time windows.
Owner
BC Transit and TransLink; the ministry business owner for the transportation supplement.
Classification
Protected B
Rationale
There are 7 named interfaces today (APP §4.2), and the bus pass is a registered entitlement.
INT-019 Must
Collections
Refer debts to a collections service or agent, and receive recoveries.Purpose
Refer debts to a collections service or agent, and receive recoveries.
Integration Type
Referral by event [U]
Data Exchanged
- Outbound: referrals and recalls.
- Inbound: recoveries.
Integration Pattern
Overpayment & Recovery keeps ownership of the debt. A referral is an event, not a data export, and can be recalled in one operation (FR-053).
Authentication
As the agreement specifies.
Error Handling
A failed recall raises an alarm at once.
SLA
Not stated.
Owner
The collections service or agent; the ministry's Overpayment & Recovery business owner.
Classification
Protected B
Rationale
This follows the architecture's rule for collections (TA §C.7.4).
INT-020 Should
Provider contract management and provider portal
Exchange provider records, contracts, orders, invoices and payment status with the ministry's provider contract system and provider portal.Purpose
Exchange provider records, contracts, orders, invoices and payment status with the ministry's provider contract system and provider portal.
Integration Type
REST API with OAuth token exchange
Data Exchanged
- Both directions: provider recognition, orders, invoices and payment status.
Integration Pattern
The current provider contract system (PCMS) is recent. It is to be assessed for keeping rather than replacing (APP §2). The integration goes through the published contract.
Authentication
OAuth through the provincial identity service.
Error Handling
An invoice that does not match becomes a work item.
SLA
Not stated.
Owner
The provider contract management service owner.
Classification
Protected B
Rationale
Provider & Outcome Management already has a system in place (APP §12).
INT-021 Should
Employment services (WorkBC)
Exchange employment-service referrals, plans and messages about client issues.Purpose
Exchange employment-service referrals, plans and messages about client issues.
Integration Type
API and exchange of work items [U]
Data Exchanged
- Both directions: referrals, plan status and requests to communicate.
Integration Pattern
Asynchronous.
Authentication
As agreed.
Error Handling
A failed message becomes a work item.
SLA
Not stated.
Owner
The employment services program; the ministry business owner named in the inventory.
Classification
Protected B
Rationale
Employment services are in the architecture's scope. How deep these requirements go follows BR-014.
INT-022 Must
Secure Data Exchange
Carry all exchange with other ministries.Purpose
Carry all exchange with other ministries. The exchange provides secure transport and access control. This system adds the evidence of what was exchanged.
Integration Type
API gateway
Data Exchanged
- Both directions: every cross-ministry request and response, each carrying a token limited to its purpose and an agreement identifier.
Integration Pattern
Gateway configuration is generated only from the agreement registry (FR-085). Evidence tier E1 is in place before the first production exchange (NFR-SEC-010).
Authentication
Mutual TLS and delegated tokens.
Error Handling
When the exchange is down, determinations proceed on the evidence held, where policy permits, and are flagged for later verification (NFR-A-008).
SLA
No availability target has been committed. It must be obtained in writing (DEP-06).
Owner
The provincial exchange programme; ministry CIO.
Classification
Up to Protected C in transit
Rationale
This is commitment 1 (TA §A.3).
INT-023 Must
Legacy platforms while old and new run side by side
Serve the published contract from the legacy platforms while capture proceeds;Purpose
Serve the published contract from the legacy platforms while capture proceeds; write data back to legacy for captured cohorts; feed the shadow comparison.
Integration Type
Anti-corruption layer (facade, adapter and translator), runtime events, transactional outbox, change-data capture
Data Exchanged
- From the legacy platforms: events and read models for cohorts not yet captured; the inputs each legacy decision used (FR-095).
- To the legacy platforms: write-back for captured cohorts, using insert and update operations only (DR-014).
Integration Pattern
The layer holds no business rules and is set up to be retired. MIS is not a passive store: it holds payment issuance, debt and time limits, and it is the master copy when income data conflicts (APP §2). Both the coexistence design and the legacy side of the shadow comparison must therefore include MIS and every other legacy system that runs program logic (APP §7.1).
Authentication
Dedicated integration identities. Write-back uses its own identity, so the system can recognise its own writes and stop them looping back.
Error Handling
A late legacy change to a captured record goes to a queue for a person to reconcile (FR-098).
SLA
Sized from the measured point at which the legacy platform saturates (NFR-P-001).
Owner
The coexistence lead; the legacy platform's configuration authority, whose capacity is itself an open dependency (DEP-03).
Classification
Protected C
Rationale
Replacing the legacy platforms step by step is impossible without this (commitment 3). A comparison against only part of the legacy calculation is not a real check (TA §C.2.7).
INT-024 Must
Recipients entitled to disclosure by law
Disclose information on request to recipients entitled to it by statute or policy.Purpose
Disclose information on request to recipients entitled to it by statute or policy. These are the maintenance enforcement program, coroners, police where authorised, and elected members acting for constituents with a certificate of authority.
Integration Type
Request and response, mostly manual [U]
Data Exchanged
- Outbound: only the permitted information, with severing and use limits applied. Personal correspondence may not go to the maintenance program without consent (FR-080).
Integration Pattern
Each disclosure is recorded under FR-077.
Authentication
The requester's identity and authority are confirmed first.
Error Handling
A request without the required authority is refused and recorded.
SLA
Not stated.
Owner
The access and privacy office.
Classification
Protected B/C
Rationale
These disclosure duties come from obligations OB-IN-38, OB-IN-40 and OB-IN-41.
INT-025 Must
Sanctioned provincial payment service
Send card payments and some electronic payments through the province's approved payment service, which posts to the corporate financial system.Purpose
Send card payments and some electronic payments through the province's approved payment service, which posts to the corporate financial system.
Integration Type
API and batch
Data Exchanged
- Outbound: payment instructions.
- Inbound: tokens and settlement references. No cardholder data enters ministry systems.
Integration Pattern
One of the Issuance Service's payment channels. It does not bypass the Issuance Service.
Authentication
As the service requires.
Error Handling
Differences in posting times are reconciled.
SLA
The service's stated levels.
Owner
The provincial payment service; the Executive Financial Officer.
Classification
Tokenised
Rationale
This keeps the platform out of PCI-DSS scope (TA §C.6.7).
INT-026 Must
Provincial Court and Supreme Court registries (child protection and adoption proceedings)
Learn of, and act on, every court event that the children and family services requirements turn on.Purpose
Learn of, and act on, every court event that the children and family services requirements turn on. The director files presentation forms, reports to court, applications, plans of care, written consents and proof of service. The court fixes hearing dates and issues orders. Appeals from Provincial Court orders, adoption applications and applications in a voluntary adoption go to the Supreme Court. A director may also file a maintenance agreement and apply for a maintenance order.
Integration Type
Not stated. No source held says a registry offers an electronic exchange. The requirements assume a worker enters each event from the document as filed or as issued.
Data Exchanged
- Outbound: presentation forms; the reports to court the Regulation prescribes; applications for orders, for a permanent transfer of custody, for adoption orders and to dispense with notice or consent; plans of care; written consents; proof of service; an application to move a court file to the receiving area on a file transfer; maintenance agreements filed in court.
- Inbound: court file numbers (each application has its own); hearing dates and adjournments; orders with their terms and dates; directions on service; notices of appeal, extensions, suspensions and outcomes; the certified adoption order and the copy the court registrar sends the director who filed the post-placement report.
Integration Pattern
Each filing and each order is kept unaltered as presented or as issued, apart from the working record it was built from. The date of an order starts the time limits that depend on it (FR-061). A registry check for applications closes the application period where an Indigenous authority will provide services (FR-132).
Authentication
Not stated.
Error Handling
Not stated. Until an order or filing is entered, the time limits that depend on it cannot run, so a late entry carries the date the court act took place.
SLA
Owner
The Provincial Court and the Supreme Court of British Columbia, through their registries. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Whether an agreement may be made, when a time limit starts and who holds custody all turn on court events (CL-D1-137, CL-D1-141, CL-D8-190, CL-D1-172, CL-D7-035, CK-LG1-41, CL-D2-153, CL-D1-213, R-LG1-130). Needed by FR-132, FR-134, FR-162, FR-167, FR-177, FR-183 to FR-185, FR-187 to FR-195, FR-207, FR-208, FR-258, FR-269, FR-273, FR-274, FR-302, FR-312, FR-330 and FR-332.
INT-027 Must
Indigenous authorities
Exchange confirmations, referrals, notices and information with each Indigenous authority that provides, or will provide, Indigenous child and family services under an Indigenous law.Purpose
Exchange confirmations, referrals, notices and information with each Indigenous authority that provides, or will provide, Indigenous child and family services under an Indigenous law. This differs from INT-012, which covers assistance on reserve, and from INT-013, which covers delegated agencies acting under a director's delegation. An Indigenous authority acts under its own law. It is a participant outside the Crown (FR-084, FR-085, DR-005).
Integration Type
Request and response, mostly manual today. Policy describes telephone, email and other means, and has a referred report sent by the method the authority asks for.
Data Exchanged
- Outbound: a request to confirm whether an Indigenous law or agreement applies to a child and whether the authority is or will be providing services; the referred protection report with safety information, copies of safety plan agreements and orders; notice that the director cannot act consistently with the law, with written reasons on request; the outcome of an assessment or investigation; the director's written notice of the outcome of the notice period; notice of hearings; copies of protective intervention and restraining orders; responses to the authority's requests for information; a question about a person's time under an arrangement made under Indigenous law.
- Inbound: the authority's confirmation, verbal and then written, in the prescribed form or a form the authority determines; its confirmation of receipt of a referral; its notice that it is or will be providing services or will have custody; its written confirmation of the date and time of transition; its requests for information under the CFCSA; its answer before a permanent transfer of custody is sought.
Integration Pattern
Each exchange is recorded as evidence with the authority as its source and its custodian recorded. Information disclosed carries the bars policy lists as mandatory (DR-023). Whether the ministry keeps its copy as custodian or transfers custody at referral or on transition is not stated in any source read (DR-028).
Authentication
Not stated. The agreement registry holds the agreement and its information conditions where one exists (FR-085, FR-117).
Error Handling
Not stated. Policy requires the written confirmation on the record before the director's involvement ends (FR-124), so a referral with no recorded confirmation of receipt stays open.
SLA
Owner
Each Indigenous authority, for its own records. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
On referral the director's duty to assess ends, and the authority's confirmation is the record of why (CL-D7-003, CL-D7-012, CL-D7-016, CL-D1-018, CL-D7-020, CL-D1-183, CL-D1-187, CL-D7-028, CL-D7-033, CL-D7-034, CL-D7-041, CL-D1-093, CL-D2-174, OB-LG2-69). Needed by FR-111, FR-112, FR-114, FR-122 to FR-128, FR-130 to FR-135, FR-156, FR-161, FR-204, FR-207 and FR-224.
INT-028 Must
Indigenous governing bodies, Indigenous communities and designated representatives
Give the notices, copies and information the law requires to an Indigenous governing body, to a First Nation, the Nisga'a Nation or a Treaty First Nation, to the legal entity representing another Indigenous community, and to a designated representative, and rePurpose
Give the notices, copies and information the law requires to an Indigenous governing body, to a First Nation, the Nisga'a Nation or a Treaty First Nation, to the legal entity representing another Indigenous community, and to a designated representative, and receive their views. These recipients are different bodies under different sections and are not merged. This entry also covers the registers the system reads to find the right recipient.
Integration Type
Notice and response. Delivery today is by email, fax, registered mail or personal service. Not otherwise stated.
Data Exchanged
- Outbound: notice before a significant measure, carrying only the personal information the federal Act allows; information about a presentation hearing to the prescribed Indigenous organizations; notice of protection hearings and later applications served on designated representatives; a copy of a continuing custody order; a copy of an agreement and of the care plan to an Indigenous party, with information under the agreement's conditions on use, disclosure and security; the regular list of a community's children under a community agreement; written notice that a permanency plan is adoption, and notices of placement, disruption and the adoption order.
- Inbound: views on a significant measure; the record of consultation and cooperation; advice that confirms a child belongs to an Indigenous community; a report of any incident affecting the privacy or security of information given under an agreement.
- Reference sources read: the federal public list of Indigenous groups that gave notice, coordination agreements and Indigenous laws with their dates; the provincial and national repositories of Indigenous governing bodies; the Regulation's schedules of prescribed organizations and designated representative positions, held with effective dates.
- Published: each power or duty agreement and its amendments, which the minister must publish on a public government website.
Integration Pattern
Each notice is kept as issued with proof of how and when it was given. The recipient is found from the registers at each notice, not from memory. Conditions on information given to an Indigenous party are recorded on the information itself and outlast the agreement (DR-006).
Authentication
Not stated. Policy requires encryption and password protection when a notice is emailed (NFR-C-009).
Error Handling
SLA
Owner
Each Indigenous governing body, Nation or community, for its own records. The federal Minister for the federal public list. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
The federal Act and the CFCSA require prior notice, service and copies, and the proof of each (CL-D7-056, RC-LG3-02, CL-D8-194, R-LG2-98, CL-D2-035, CL-D1-046, CL-D1-047, CL-D1-272, CL-D7-124, CL-D2-080, CL-D2-118, CL-D2-147, CL-D7-108, OB-LG1-121). Needed by FR-110, FR-116, FR-117, FR-119, FR-120, FR-136 to FR-138, FR-142, FR-164, FR-174, FR-188, FR-189, FR-217, FR-223, FR-236, FR-248, FR-250, FR-257 and FR-259.
INT-029 Must
Delegated agencies that keep their own case systems
Reach the records, and exchange the transfers, that sit in a delegated agency's own case management system.Purpose
Reach the records, and exchange the transfers, that sit in a delegated agency's own case management system. INT-013 lists delegated-agency access to the ministry's system. This entry differs: some agencies hold records the ministry's system does not, and policy tells supervisors to consider the case systems each side uses when a file moves.
Integration Type
Not stated. A governed way to search or to ask is needed, with custodianship recorded.
Data Exchanged
- Outbound: a request for what an agency holds about a child, youth or family during the initial record review; transfer requests and the transfer summary; the record itself on transfer; a request for a prior contact check.
- Inbound: what the agency holds, recorded with its source; answers to transfer requests; entries by a secondary worker under joint file management; reportable circumstance reports written by an agency practitioner for the delegate of the director; prior contact check results.
Integration Pattern
What an agency supplies is recorded as evidence with the agency as its source. A transfer of records from one director to another rests on a written instrument that names the records and its effective date (FR-314).
Authentication
Through the exchange and the agreement registry, as for INT-013.
Error Handling
Not stated. Safety information passes at once when a move involves immediate risk to a child, whatever the state of the transfer (FR-303).
SLA
Owner
Each delegated agency, for its own system. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
An initial record review that cannot reach an agency's records is incomplete, and a transfer between systems must not lose the record (CL-D1-020, R-RP1-31, CL-D8-025, CL-D1-217, R-QA1-24, CL-D7-176). Needed by FR-144, FR-226, FR-301 to FR-306, FR-314, FR-338, FR-339 and FR-348. Whether the delegated-agency standards behind some of these remain in force waits on DEP-29.
INT-030 Must
Police and the Protection Order Registry (child protection)
Tell police what policy requires them to be told, receive what police report, and check the Protection Order Registry.Purpose
Tell police what policy requires them to be told, receive what police report, and check the Protection Order Registry. INT-014 covers one exchange only: confirming arrest warrants for assistance applicants who consent. This entry covers child protection work.
Integration Type
Request and response, manual today. Registry checks go by email and telephone through centralized screening. Proof of service goes to the registry by fax. Checks with local police are telephone calls.
Data Exchanged
- Outbound: a registry check request naming the alleged offender and the protected parties, or the adults in a proposed home, with its urgency; immediate notice to police in the circumstances policy lists; a request for an officer to make contact with a child in an emergency; a question to local police about a home where a child will live under a safety plan agreement; proof that a protective intervention order was served; requests for police help with orders and removals; a report of a suspected breach of an order; written requests for criminal record checks, sent with the person's consent; the updated address of a family that has moved where a no-contact order exists.
- Inbound: protection orders found and their conditions; the police answer about a home; a police officer's immediate report of taking charge of a child; criminal record check results.
Integration Pattern
Authentication
Not stated.
Error Handling
Not stated. A request with no answer stays visible as outstanding. Local protocols set the threshold for police investigation.
SLA
Owner
Police agencies and the registry's holder, which no source held names. Ministry business owner not stated. The ministry's criminal record check process document is not held (DEP-30).
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
A protection order or a police concern can change a safety decision, and an order police cannot see as served cannot be enforced (CL-D1-029, CL-D1-030, CL-D1-064, CL-D1-128, CL-D7-211, AU-LG1-21, CL-D1-150, CL-D1-308, CL-D2-013, OB-RP1-28). Needed by FR-148, FR-149, FR-168, FR-182, FR-183, FR-196, FR-228 and FR-303.
INT-031 Must
Public bodies that hold personal health information
Request personal health information that a director needs, and record what comes back.Purpose
Integration Type
Request and response in writing. Not otherwise stated.
Data Exchanged
- Outbound: the director's written request, stating what is required.
- Inbound: the information, recorded as evidence with the public body as its source.
Integration Pattern
Each request records the legal basis and the delegation relied on (FR-107). The person the information is about is told afterwards as policy requires (FR-308). Policy states that physicians in private practice and the First Nations Health Authority and its service providers are private bodies, so this route does not reach them.
Authentication
Not stated.
Error Handling
Not stated. Where a record is withheld from the director, the court application in FR-312 is the route.
SLA
Not stated.
Owner
Each public body, for its own records. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
INT-032 Must
Child protection and adoption authorities outside British Columbia, and licensed adoption agencies
Exchange information with the child protection authorities of other provinces and territories, with licensed adoption agencies and with the federal immigration department, where a child, a family, a care provider or an adoptive applicant is or was outside thePurpose
Exchange information with the child protection authorities of other provinces and territories, with licensed adoption agencies and with the federal immigration department, where a child, a family, a care provider or an adoptive applicant is or was outside the province. No existing integration covers these bodies.
Integration Type
Request and response by letter today. The interprovincial protocol is not held (DEP-30).
Data Exchanged
- Outbound: requests for prior involvement; verbal notice of a report about a child who lives in the other jurisdiction; requests for prior contact and criminal record checks on a person who lived elsewhere; the proposed adoption plan; notices of placement; progress and final reports; records forwarded after a placement or a move; supervision reports for another jurisdiction's permanent ward; referral of applicants to licensed adoption agencies; the answer to the federal department's request for a letter before a child enters Canada, and notice of a disruption where a child returns to the country of origin; a revocation of consent passed at once to the agency that made the placement.
- Inbound: history, recorded with its source; preliminary assessments and homestudies; acceptance of an adoption plan; requests for assessment; supervision agreements with a delegation of authority; adoption orders; an agency's pre-placement records; requests for a search of the parents' registry.
Integration Pattern
Each exchange is recorded as evidence with its source and date. Where another government delegates authority for its ward, the record carries that government as custodian and the delegation it is held under (DR-005). Where a British Columbia child is adopted in another province, the ministry's record says that the adoption records are held there and keeps a copy of every document forwarded (DR-028).
Authentication
Not stated.
Error Handling
Not stated.
SLA
Not stated for the exchange. An arrangement with a care provider outside the province is approved in collaboration with the authority there before it starts (FR-200).
Owner
Each authority and agency, for its own records. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Policy requires these checks and exchanges before a decision that relies on them (CL-D1-021, OB-CP4-08, CL-D1-236, CL-D1-150, OB-AD1-72, CL-D2-222, CL-D2-224, CL-D2-229, CL-D2-232, CL-D2-233, CL-D2-249, CL-D2-252, CL-D2-192, CL-D2-211). Needed by FR-144, FR-196, FR-200, FR-226, FR-261, FR-271, FR-274 and FR-277 to FR-281.
INT-033 Should
Indigenous Services Canada and registration and membership bodies
Apply for a child's registration, citizenship or membership, and give the notice policy requires when a registered child is adopted.Purpose
Apply for a child's registration, citizenship or membership, and give the notice policy requires when a registered child is adopted. INT-012 names Indigenous Services Canada for assistance on reserve. This entry differs: it concerns a child's status and an adoption notice.
Integration Type
Application and notice. Not otherwise stated.
Data Exchanged
- Outbound: applications for status under the Indian Act; applications for citizenship with Métis Nation BC and for membership or citizenship with the child's community or the Nisga'a Lisims Government; notice that a child registered under the Indian Act has been adopted.
- Inbound: the outcome of each application, recorded with its source.
Integration Pattern
Not stated. The content of the adoption notice rests on a template letter only. That letter discloses the adoptive parents' contact details, which the ministry should confirm against policy before the notice is built.
Authentication
Not stated.
Error Handling
Not stated.
SLA
Not stated.
Owner
Indigenous Services Canada and each registration or membership body. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Policy requires the applications to be made in adoption planning and the notice to be given on the order (CL-D2-088, CL-D2-155, CL-D7-109). Needed by FR-235 and FR-259. Finance policy also treats money for an eligible Indigenous child in care as due from the federal government, but the department it names no longer exists and the current procedures are not held (OB-FI1-77, CL-D7-149, CL-D7-150), so that exchange is not specified here.
INT-034 Should
Vital statistics agency (adoption registries and a child's documents)
Learn whether a disclosure veto or a no-contact declaration is in effect for a named person, and when it is cancelled or lapses.Purpose
Learn whether a disclosure veto or a no-contact declaration is in effect for a named person, and when it is cancelled or lapses. INT-016 receives births, deaths and name changes as events. This entry differs: the system asks about a status filed with the registrar general, which bars the Provincial director from helping to locate the filer and ends an openness registration.
Integration Type
Not stated. No source held describes how this status reaches the Provincial director today.
Data Exchanged
- Outbound: a question naming the person a search or a registration concerns. Practice also has the ministry apply for a birth certificate when a child comes into care and, rarely, register a birth for a parent who cannot (practice only, to confirm: the identification policy is not held).
- Inbound: whether a veto or declaration is in effect; its cancellation or lapse.
Integration Pattern
Authentication
Not stated.
Error Handling
Not stated. With no answer on record the system treats the search as not yet permitted.
SLA
Not stated.
Owner
The provincial vital statistics agency. Ministry business owner not stated. Whether the adoption registries are inside the replacement waits on DEP-39.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
INT-035 Must
Public Guardian and Trustee as a child's property guardian
Serve, notify and seek the consent of the Public Guardian and Trustee where it is, or will be, a child's property guardian.Purpose
Serve, notify and seek the consent of the Public Guardian and Trustee where it is, or will be, a child's property guardian. INT-017 covers payments and trustee arrangements for assistance clients. This entry differs: the exchange is notices, consents, copies of orders and incident reports about a child.
Integration Type
Notice, request and response. Not otherwise stated.
Data Exchanged
- Outbound: information about a presentation hearing where the parent apparently entitled to custody is under the age the Act sets; notice of applications where it is the child's property guardian or the Act names it; copies of continuing custody orders, orders appointing it property guardian and orders transferring custody; a request for its consent before a permanent transfer of custody; notice that the director has consented to adoption or to residence outside British Columbia, that a child is placed, that an adoption will not proceed and that a child has been adopted, with a copy of the order and any change of name; notice of events affecting the child's financial or legal interests; reportable circumstance reports for the guardianship cases policy names.
- Inbound: its consent or refusal; an answer whether funds are held in trust for the child; whether it continues as property guardian by agreement with an Indigenous authority after a transition.
Integration Pattern
Authentication
Not stated.
Error Handling
Not stated. An application for a permanent transfer does not proceed without the recorded consent where the Act requires it (FR-208).
SLA
Not stated for the exchange. Each notice runs on the time limit the Act or policy sets.
Owner
Public Guardian and Trustee. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
The Act requires these notices, consents and copies (CL-D1-138, CL-D1-142, CL-D1-202, CL-D1-205, CL-D2-035, CL-D2-036, CL-D2-038, CL-D7-218, CL-D2-125, CL-D2-126, CL-D2-127, CL-D2-254, CL-D2-212, CL-D7-045, CL-D8-174). Needed by FR-131, FR-135, FR-188, FR-189, FR-207 to FR-209, FR-217, FR-252, FR-259, FR-274, FR-275 and FR-339.
INT-036 Must
Representative for Children and Youth and other bodies that review the ministry
Send reportable circumstance reports, and produce records for the bodies that review a complaint or can require information.Purpose
Send reportable circumstance reports, and produce records for the bodies that review a complaint or can require information. INT-024 lists coroners, police and others entitled to disclosure. It does not list the Representative for Children and Youth, the Office of the Ombudsperson, the Information and Privacy Commissioner or the central access office that acts for the head of the public body.
Integration Type
Report and request and response. Reportable circumstance reports go today by email to a distribution list. Not otherwise stated.
Data Exchanged
- Outbound: a report of each fatality, critical injury and serious incident that meets the policy tests; a complaint or review record produced for further review; a copy of a youth justice file released to a reviewing body with written notice of the federal non-disclosure provisions; access requests with their arrival date and the responsive records; records the commissioner requires; breach notifications.
- Inbound: a request for an administrative review; a complaint received through a reviewing body; the access response as issued, with each severed passage and its ground.
Integration Pattern
Authentication
Not stated.
Error Handling
Not stated. The reporting time limit runs from being informed, with no stated allowance for weekends or holidays, so a report that cannot be sent is recorded and sent by a recorded manual route (NFR-A-010).
SLA
The time limits policy sets (CK-QA1-07, CK-QA1-08, CK-QA1-09). The Act that sets the Representative's powers is not held.
Owner
Each reviewing body. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Policy requires each reportable circumstance to be reported in time, and these bodies may require records (CL-D8-168, CL-D8-169, CL-D8-170, CL-D3-056, CL-D7-145, CL-D3-222, CL-D3-230, R-MH2-37, CL-D8-046, CL-D8-047, OB-LG4-46, OB-LG4-44). Needed by FR-315, FR-337 to FR-340, FR-342 to FR-344, FR-388, FR-434 and FR-462. The youth justice and mental health parts are conditional on DEP-28 and DEP-26.
INT-037 Should
Contracted agencies and accreditation organizations (statistics, results and service events)
Receive what contracted agencies and accreditation organizations must report to the ministry.Purpose
Receive what contracted agencies and accreditation organizations must report to the ministry. INT-020 exchanges provider records, orders and invoices with the provider contract system. This entry differs: it carries program statistics, accreditation results and notice that a contracted service ended early.
Integration Type
Periodic report. The practice manual describes a common electronic reporting form. The reporting guide is not held.
Data Exchanged
- Inbound: program statistics from each agency contracted for the Infant Development Program and the Supported Child Development program, for each reporting period (eligibility counts with reasons, and types and levels of service); accreditation results for contracted service providers, including a failure to achieve the full award; notice from a contracted family support provider that a service ended early.
- Outbound: referral information to contracted family support providers.
Integration Pattern
Each report is recorded against the agency, the program and the reporting period, with who sent it and when it arrived. The agency keeps the child's file, the waitlist and the eligibility decision (FR-297).
Authentication
Not stated.
Error Handling
A report not received for a period shows as outstanding (FR-297). Not otherwise stated.
SLA
The reporting period policy sets. Not otherwise stated.
Owner
Each contracted agency and accreditation organization. Ministry business owner not stated. Whether the early years agencies work in the ministry's system or report to it waits on DEP-34.
Classification
Protected B
Rationale
INT-038 Should
Health authority mental health services, referring health bodies and designated facilities
Receive referrals from health bodies, plan a youth's move to adult services with the health authority, and exchange the notices the Mental Health Act requires where a director is the legal guardian of a child in a designated facility.Priority: SHOULD_HAVE (conditional on DEP-26)
Purpose
Receive referrals from health bodies, plan a youth's move to adult services with the health authority, and exchange the notices the Mental Health Act requires where a director is the legal guardian of a child in a designated facility.
Integration Type
Referral, notice and request and response. Today by telephone, fax, mail and paper notices. No electronic exchange is described and the Mental Health Act sets no electronic channel.
Data Exchanged
- Inbound: urgent and non-urgent referrals from health authorities, primary care networks and hospitals, with a statement that the referring body obtained consent to refer; the adult services clinician's sign-off on admission; written notice of a patient's rights, notice of discharge and notice of a hearing request, sent to a director as legal guardian of a minor; the Mental Health Review Board chair's notice of a hearing and the determination.
- Outbound: with consent, the referral outcome to the referring professional; the written transition service plan and background information for a youth in the transition years; a contracted physician's report to the referring primary care provider, with consent; a guardian's request for admission or discharge; a request for a review panel hearing made on a child's behalf.
Integration Pattern
Referral information from a public body is filed on a client record only where the record shows that body obtained consent to refer (FR-356). What crosses to adult services is a plan and background shared with consent, not the client record. In this group "the director of the facility" means the person in charge of a designated facility, never a director under the CFCSA.
Authentication
Not stated.
Error Handling
Not stated.
SLA
Not stated for the exchange. The response to a referral runs on the time limit policy sets (FR-357).
Owner
Each health authority and designated facility; the Mental Health Review Board. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Policy and the Mental Health Act require these referrals, plans and notices (CL-D5-035, CL-D5-036, OB-MH2-83, CL-D5-046, CL-D5-047, CL-D5-119, OB-MH2-84, OB-MH2-64, OB-LG4-96, OB-LG4-97, OB-LG4-98, AU-LG4-26, AU-LG4-27, R-LG4-114). Needed by FR-356, FR-357, FR-361, FR-372, FR-378, FR-390 and FR-391. Whether screening results held in the screening instrument's own service are copied or referenced is not settled by policy (CL-D5-031, CL-D5-116).
INT-039 Should
Integrated Child and Youth teams' shared record and partner employers
Exchange with the shared team record and with the other employers of an integrated team (health authorities, school districts and contracted agencies), if the shared record is held outside the replacement.Priority: SHOULD_HAVE (conditional on DEP-27)
Purpose
Exchange with the shared team record and with the other employers of an integrated team (health authorities, school districts and contracted agencies), if the shared record is held outside the replacement.
Integration Type
Not stated. Today some information goes through the shared team record and some by encrypted email to the Program Leader.
Data Exchanged
- Outbound: the ministry clinician's summary, high-level goals, closure documentation and closure summary; intake information and assessments shared with consent under information sharing agreements; crisis notes and alerts.
- Inbound: referrals relayed by the Program Leader; case assignments; team membership; level of service; alerts; the integrated care plan and case review outcomes; notice that the team has closed the case.
Integration Pattern
Authentication
Not stated.
Error Handling
Not stated.
SLA
Not stated.
Owner
The partner employers, and the body that runs the shared record, which another ministry does today for all partner employers (DEP-27). Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Team members from several employers must see the same goals, plan and alerts, within consent (CL-D5-135, CL-D5-167, CL-D5-174, CL-D5-180, CL-D5-181, CL-D5-189, CL-D5-191, RC-IC1-18, OB-IC1-71, OB-IC1-84, OB-IC1-85, R-MH3-12). Needed by FR-354, FR-394 to FR-400 and FR-403. FR-354 also waits on DEP-26.
INT-040 Should
Youth justice court registry and Crown Counsel
Receive the court's orders and requests for reports, file reports and applications, and exchange referrals, reports and decisions with Crown Counsel and the federal prosecution service.Priority: SHOULD_HAVE (conditional on DEP-28)
Purpose
Receive the court's orders and requests for reports, file reports and applications, and exchange referrals, reports and decisions with Crown Counsel and the federal prosecution service. These are justice-sector bodies with their own case systems.
Integration Type
Not stated. Policy routes reports to Crown Counsel through the prosecution service's own system.
Data Exchanged
- Inbound: orders for reports with the hearing date; referral forms; orders with or without a reporting condition; hearing dates; a variation of order form after a review; warrants for remand, orders for remand, warrants of committal and orders for discharge; the referral for an extrajudicial sanction with the report to Crown Counsel, court dates and the limitation date; Crown Counsel's approval, extension and outcome decisions; notice when Crown Counsel changes the kind of application.
- Outbound: completed reports, filed with the court clerk by the time limit; applications for review and requests for leave; applications for review of detention; conference and progress reports; the suitability finding, the proposed and revised agreement and compliance reports for an extrajudicial sanction; reports seeking a charge, a warrant or a variation of a release order; transfer of sentence and waiver forms; a report on an escape from remand; notice of a direct release; applications for public disclosure.
Integration Pattern
The registry, not the officer, gives a report to the youth's counsel. A request for a court-ordered assessment report is referred to the registry. The date of a finding of guilt comes from the record of court proceedings and feeds the period of access (FR-446).
Authentication
Not stated.
Error Handling
Not stated. A warrant in effect is confirmed with the court where the document is not in hand (FR-452).
SLA
The filing time limits policy sets for each kind of report (FR-415). Not otherwise stated.
Owner
The youth justice court, Court Services, Crown Counsel and the federal prosecution service. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Supervision, custody and reports all start from a court order or a Crown referral (OB-YJ5-27, OB-YJ5-30, CL-D4-035, CL-D4-036, CL-D4-045, CL-D4-046, CL-D4-062, CL-D4-080, CL-D4-120, CL-D4-124, CL-D4-127, CL-D4-117, CL-D3-005, CL-D3-006, CL-D3-037, CL-D3-046, CL-D3-079, CL-D3-080, OB-YJ4-43, CL-D3-138). Needed by FR-411, FR-413 to FR-415, FR-419, FR-425, FR-426, FR-428, FR-429, FR-433, FR-438, FR-441, FR-446, FR-449, FR-452, FR-455 and FR-466.
INT-041 Should
Police agencies (youth justice)
Give police the orders, warrants and notices that youth justice policy requires, and receive what police return.Priority: SHOULD_HAVE (conditional on DEP-28)
Purpose
Give police the orders, warrants and notices that youth justice policy requires, and receive what police return. INT-030 covers police for child protection. This entry is separate because it rests on the youth justice sources and is conditional.
Integration Type
Notice and request and response. Not otherwise stated. Policy does not say whether the check for outstanding warrants before a release is made by ministry staff directly or through a police agency.
Data Exchanged
- Outbound: a copy of an active order where police may not know that a youth who committed a sexual offence lives in their area; immediate notice of a community safety concern or a confirmed move, with the content policy lists; an approved warrant of suspension for entry on the national police information system, or a refusal with reasons; notice that a warrant was executed; varied conditions and the outcome of a review to the originating police agency; the order for supervision in the community and each change to its conditions, before release; a copy of a leave authorization, and a revocation with identity and location information when a youth is at large; escape notification with the content policy lists, and notice of apprehension; notice of a serious incident that may warrant charges; a seized item handed over as evidence; information from monitored communications that relates directly to safety and security.
- Inbound: victim contact details; the arrest date; a receipt for a seized item or for property removed; advance arrangements for an interview; notice before fingerprinting; assurances for an escorted absence; the result of the warrant check before release.
Integration Pattern
Authentication
Not stated.
Error Handling
Not stated.
SLA
Immediate where policy says so (relocation, escape, revocation with the youth at large). Police may seek a warrant out of hours (NFR-A-011).
Owner
Each police agency. Ministry business owner not stated.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Police can enforce only the orders and warrants they hold, and policy requires each notice (CL-D4-084, CL-D4-086, CL-D4-074, CL-D4-129, CL-D4-130, CL-D4-131, OB-YJ4-37, CK-YJ4-30, CL-D3-003, CL-D3-006, OB-YJ3-08, OB-YJ3-33, CL-D3-124, CL-D3-125, CL-D3-138, AU-LG3-51, CL-D3-181, CL-D3-191, CL-D3-194, CL-D3-195, CL-D3-196). Needed by FR-423, FR-424, FR-427, FR-432, FR-433, FR-439, FR-455, FR-459, FR-460, FR-466, FR-467, FR-474, FR-477 and FR-478.
INT-042 Should
Adult corrections, the sheriff service, federal bodies and other jurisdictions (youth justice)
Exchange what is needed when a youth moves between youth justice and adult corrections, is transported, serves an adult sentence, is supervised in another province or territory, or has a federally funded rehabilitative plan.Priority: SHOULD_HAVE (conditional on DEP-28)
Purpose
Exchange what is needed when a youth moves between youth justice and adult corrections, is transported, serves an adult sentence, is supervised in another province or territory, or has a federally funded rehabilitative plan. It also covers referrals to forensic psychiatric services and transfer to a designated mental health facility.
Integration Type
Not stated. Adult corrections and the sheriff service use justice-sector case systems of their own.
Data Exchanged
- Outbound: placement directions to the sheriff service and the receiving adult provincial correctional centre; the record of a physical transfer and of any file transfer; notice of intent to transfer supervision to an adult probation officer; risk information about a youth to be transported; written notice, with active warrants of committal, to the Parole Board of Canada and the regional manager of conditional release programs when a youth begins an adult sentence in a youth custody centre; summary reports, supporting orders and progress reports to another province's or territory's youth justice service; the de-identified funding application, notice of withdrawal of consent, narrative reports and the account of spending to Justice Canada through the provincial coordinator; referrals to forensic psychiatric services; copies of medical certificates to the director of the facility.
- Inbound: transport alerts that only the sheriff service maintains; Correctional Service of Canada's assessment and the Parole Board of Canada's approval for leave on an adult sentence; agreement to courtesy supervision and written waiver agreements; Justice Canada's approval or denial; forensic findings, treatment recommendations, summary reports and post-sentence assessments; the facility's discharge decision; notice of duplicate identifiers that adult corrections has consolidated.
Integration Pattern
The custody identifier is shared with adult corrections. Custody medical and master files do not follow a youth to adult custody, and on a waiver the community file is closed with a summary and kept (DR-028). What crosses to and from forensic services is a referral and a determination, not the clinical record. After a sentence moves to an adult institution, that institution calculates it.
Authentication
Not stated.
Error Handling
Not stated.
SLA
Not stated. Volumes for leave on an adult sentence are very low.
Owner
Adult corrections; the sheriff service; the Parole Board of Canada; Correctional Service of Canada; Justice Canada; each other jurisdiction's youth justice service; forensic psychiatric services; each designated facility. Ministry business owner not stated. Whether the forensic service's own records sit inside the replacement is a scope question.
Classification
not stated in the sources; treated as Protected C until classified, as INT-013 is
Rationale
Each move of a youth between bodies carries duties of notice and record the manual sets (CL-D3-011, CL-D3-015, CL-D3-022, CL-D3-024, CL-D3-023, CL-D3-019, CL-D3-004, CL-D3-005, CL-D3-007, CL-D3-009, CL-D3-062, CL-D3-063, CL-D3-060, CL-D3-068, CL-D4-039, CL-D3-061, CL-D4-081, CL-D4-082, CL-D4-083, CL-D3-040, CL-D3-071, CL-D3-094, CL-D3-096, R-YJ3-33, CL-D3-121, CL-D3-219, CL-D3-220). Needed by FR-413, FR-417, FR-418, FR-420, FR-423, FR-433, FR-442 to FR-444, FR-448, FR-450, FR-453, FR-454, FR-458 and FR-481.