(Disponible en français)
The Human Rights Tribunal of Ontario (HRTO) has developed the following approach for all communications. The procedure outlined below provides general information only. It is not a Rule within the meaning of the HRTO's Rules of Procedure (Rules). The HRTO may vary the approach to communicating where appropriate. The HRTO created the following guidelines to maintain effective and appropriate communication.
The HRTO requires complete and accurate contact information at all stages of the proceeding. If your contact information changes, in accordance with Rule 1.13, you must advise the HRTO and all other parties in writing as soon as possible.
Parties must check their email and mail regularly, as the HRTO may send the parties directions throughout the Application process that require the parties to make submissions, file documents, or take other actions quickly. If a party fails to comply with a direction from the HRTO by the deadline the HRTO has set, there may be consequences to that party.
In some cases, where an applicant has failed to respond to the HRTO by a deadline, the Application may be found to be abandoned and dismissed for that reason. When considering whether an applicant has abandoned their Application, the HRTO may consider various factors, including: the context surrounding the applicant’s current failure to respond to the HRTO’s direction; any history of unsuccessful attempts to communicate with the applicant; whether the applicant appears to be receiving the HRTO’s communications; and the amount of time elapsed since the applicant last communicated with the HRTO. In other cases, where an applicant is persistently failing to comply with the HRTO’s directions and thereby preventing the HRTO from expeditiously dealing with the Application, the HRTO may consider whether the Application should be dismissed as an abuse of process (see Rule A8).
If a respondent fails to follow the HRTO’s directions, they may lose their ability to present a defense or otherwise participate in the proceeding.
For both applicants and respondents, missing a deadline to respond may result in decisions or orders being made without further input, and these decisions will apply to both parties.
As a general rule, the HRTO is a digital-first organization and will send documents to parties by email. However, if a party indicates they do not have email, the HRTO may use an alternate method of communication (such as mail or courier) to the address provided.
Please note that the HRTO will communicate with only one individual (or their representative) per named party.
The HRTO will provide an automated acknowledgement of correspondence and submissions sent to the Registrar’s main inbox (hrto.registrar@ontario.ca). However, this automated response is sent only once daily. Additional correspondence sent on the same day will not be acknowledged.
In accordance with Rule A9.2 of the Rules, if a party is represented, the HRTO and the other parties are obliged to correspond with the representative and, as a result, it is the representative’s responsibility to keep their client informed.
In accordance with Rule A9.3, a representative who ceases to represent a party must immediately notify the HRTO and all other parties in writing and provide up-to-date contact information for the party and any new representative.
In accordance with Rule 1.12 of the Rules, all file-related communications with the HRTO must be addressed to the Registrar and copied to all other parties. Alternatively, you may file a Statement of Delivery (Form 23), confirming all parties have been copied on the communication. If this Rule is not followed, the communication may not be accepted, responded to, or actioned.
The HRTO’s contact information is listed below and is also available on our website:
15 Grosvenor St., Ground Floor
Toronto ON M7A 2G6
hrto.registrar@ontario.ca
Toll-Free:1-866-598-0322
TTY: 1-800-855-0511
Please be advised that it is inappropriate to address correspondence to a Vice-chair, member, Associate Chair, Executive Chair, or individual staff of the HRTO directly. All correspondence will be directed to the Registrar to review and provide a response.
The HRTO is a digital first organization that communicates primarily by email. When communicating by email, please consider the following:
In all communications with the HRTO, please ensure you are referencing your assigned file number and including the style of cause (for example: 2009-12345-I Smith v. ACME Manufacturing).
If a party is unable to file their materials electronically, they may mail unbound hardcopies to the HRTO.
To ensure the HRTO can manage Applications in a fair, just and expeditious fashion, it is critical that parties keep their communications respectful, concise and relevant.
Communications that are repetitive or disrespectful toward other parties, or the HRTO may be rejected. The HRTO may also issue any other directions as it sees fit in accordance with Rules A7.1 and A8.1.
HRTO decisions are posted on the CanLII website which can be accessed free of charge. A link is posted under Decisions on the HRTO website. They are also posted on the Canadian Human Rights Reporter and Lexis-Nexis websites which are accessible by subscription.
The HRTO wants to ensure that parties receive decisions in a timely manner before they are posted publicly. The HRTO will send decisions by email to the parties (or their representative). If a party does not have email (or has not provided a valid email address), the HRTO will use an alternate method of delivery.