Program Bulletin #122: Changes to ERS Authorization Form

This bulletin applies to all service organizations and energy advisors delivering the EnerGuide Rating System (ERS).

Changes to the ERS Evaluation Authorization form

The purpose of this bulletin is to advise of a change in the submission process for the ERS Authorization form that is signed at the time of ERS (D and E) evaluations. This change in process was presented at the May 2, 2024, Service Organization (SO) Townhall, and a reminder was provided at the SO Townhall on June 27, 2024. 

As stated in the EnerGuide Rating System – Administrative Procedures – Version 15.12, section 4.2.2, the signed form from the D evaluation is kept on file by the Service Organization (SO) and the signed form from the E evaluation is submitted to Natural Resources Canada (NRCan) within 30 calendar days of the E evaluation. Currently, the HOT2000 file and homeowner reports are uploaded to the ERS File Submissions Portal, and the signed form is submitted to NRCan by email. 

As of July 8, 2024, the signed ERS authorization form from both D and E evaluations will be required to be uploaded as a mandatory document along with the HOT2000 file and homeowner reports to the ERS File Submission Portal (the Portal). The form should follow the proper labelling for naming of documentation; for example: “File number XXXX – Authorization form”. The form will be accepted in .pdf and image file format (such as jpeg), but will not be accepted in .heic format. 

SOs can start uploading their D and E forms earlier, but it will not be mandatory until July 8, 2024. If the ERS authorization form is uploaded to the Portal, please do not also send it to NRCan by email. Please do not send physical copies of ERS authorization forms to NRCan under any circumstances. The transfer of file data to partners will continue without interruption. 

After July 8, 2024, D and E file submissions will be rejected by the Portal when the corresponding ERS authorization form is not submitted. 

When an authorization form needs to be corrected, the SO should upload the corrected form to the Portal using File Update. If the file is in Final Status, please contact the Technical Support Team for assistance. 

Following comments received by the SO network in response to NRCan’s presentation at the May 2, 2024, SO Townhall, the authorization form has been updated to include a new field called “Date of Evaluation.” In this field, energy advisors are to indicate the date the ERS evaluation occurred. The date on the signature line serves to indicate the date on which the form was signed. While NRCan recommends that energy advisors and service organizations always have the homeowner sign the form in person at the time of the evaluation, it is understood that this is not always operationally feasible. The “Date of Evaluation” and the date on the signature line may be different; however, it is imperative that the form be signed on a date prior to when any ERS evaluation is submitted to the Portal. 

Energy advisors may start using the updated authorization form, which is attached to this bulletin. The updated form will be included in the next version of the EnerGuide Rating System – Administrative Procedures – Version 15.13, as Appendix F.

Questions

Please contact our Technical Support Team at this email address if you have questions: ersfilesubmissions-soumissionsfichiersce@nrcan-rncan.gc.ca

Appendix F- ERS Evaluation – Authorization First Nations or Corporations – SCE evaluation Premieres nations ou entreprises