Registry Help FAQ | Rick Hansen Foundation

For answers to the most commonly asked questions about the RHFAC Registry, please view our Most Frequently Asked Questions below.

  1. Is the RHFAC Registry available in French?
  2. How do I register an organization and site on the RHFAC Registry?
  3. What is the difference between a pre-construction and an existing site?
  4. How can I create an RHFAC Professional account on the registry?
  5. How can I be sure to receive updates on my rating process and certification?
  6. What is the difference between Organization Managers and Members?
  7. How can I add/delete a user on my account?
  8. How do I find an RHFAC Professional?
  9. How do I assign an RHFAC Professional to my site?
  10. I am an RHFAC Professional and I cannot view a rating I was assigned to on my dashboard.
  11. What are the fees related to certification and how do I make payments on the RHFAC registry?
  12. Can I pay for registry fees via invoice?
  13. How do I maintain certification?
  14. When are the subscription fee and the Annual Certification Maintenance Questionnaire due?
  15. How can I ensure my site is subscribed?
  16. How do I complete the Annual Certification Maintenance Questionnaire?
  17. How do I download the Letter of Certification and/or the Rating Scorecard?
  18. How do I recertify a site?
  19. How do I list my site on the RHFAC Public Registry?
  20. How do I order a plaque or decal after certification?
     
1. Is the RHFAC Registry available in French?

The RHFAC Registry is fully available in French. To switch languages, click the Français button located at the top right corner of the registry. For step-by-step guidance in French, please visit our French Help Centre

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2. How do I register an organization and site on the RHFAC Registry? 

To register an organization and site, follow these steps:

  1. Visit the RHFAC Registry,
  2. Click "Register Now" in the top right corner,
  3. Enter your organization name, select the "Email sign up" option, and fill in your user information.

Once your organization is created, you can register your site by selecting either "Existing site" or "Pre-construction site" and entering the required details. You can find useful videos on how to register your organization and site(s) below or consult our Client User Guide for detailed instructions. 

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3. What is the difference between a “pre-construction” and an “existing site’ rating type?

Sites can be registered under one of two rating types during site registration process. The main difference between a pre-construction and an existing rating is the stage of the project:

  • Pre-construction site: A site that is in design/construction phase, or under construction, and that does not have an occupancy permit. A pre-construction rating is based on architectural plans, design documents, and other project documentation. Site visits are not required for pre-construction ratings.
  • Existing site: A site that is built, in use, or has an occupancy permit. An existing site rating is based on an on-site visit and evaluation of the site.

Both pre-construction and existing sites are evaluated using the same RHFAC Rating Survey.

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4. How can I create an RHFAC Professional account on the registry?

RHFAC Professionals need to be invited to the registry.

  1. Request access from the APN team (apn@rickhansen.com) once you obtain your RHFAC Professional designation.
  2. You will receive a system email to activate your account. You can find detailed instructions on how to activate your account in our RHFAC Professional User Guide. If you have not received an email invitation yet or the activation link has expired, please reach out to apn@rickhansen.com. 

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5. How can I be sure to receive updates on my rating process and certification?

To set up reminders and receive automated emails related to the RHFAC Registry and your rating, your contact information must be up to date. 

Follow the steps below to update your contact information:

  • Updating Organization Contact Information:
  1. Log into the RHFAC Registry,
  2. Navigate to the "My Organization" page,
  3. Click on "Edit profile" to update the contact information for your organization.
  • Updating Site Contact Information:
  1. Log into the RHFAC Registry,
  2. Select the site you wish to update,
  3. On the top right corner, click on the "Edit site details" button,
  4. Update the contact information for each site.

By keeping your contact information current, you will receive automated email notifications for important reminders, such as subscription renewals and annual certification maintenance questionnaires.

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6. What is the difference between Organization Managers and Members?

The RHFAC Registry has two different use types: Organization Managers, and Members. A user creating an organization account on the registry will automatically be assigned the Organization Manager role. After creating the organization, they will be able to invite other users and select their user type. Permissions can also be updated at any time by any Organization Manager under the “Users” section. For a full list of permissions by user type, please visit the RHFAC Registry Client User Guide. 

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7. How can I add/delete a user on my account?

Users with Organization Managers permissions can add and deactivate other users’ accounts on the RHFAC Registry.

  • To add another user, you must:
  1. Log into the RHFAC Registry,
  2. Click on “Users” followed by “Invite new user” on the top right corner of the dashboard,
  3. Enter their personal information and select their user type.

They will receive an invitation email to the registry and will have to confirm their account via the enclosed link to activate their account. 

  • To deactivate another user’s account, you must:
  1. Log into the RHFAC Registry.
  2. Click on “Users” and select the “Actions” arrow next to their name.
  3. Then select “Deactivate Account”. 

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8. How do I find an RHFAC Professional?

You can find a designated RHFAC Professional by visiting the RHFAC Professional Directory. You can filter by location, name, or designation status.

You can also connect with RHFAC Professionals by submitting a posting for the Accessibility Professional Network Job Board. Briefly describe your project, its objectives, and be sure to provide sufficient details for RHFAC Professionals to contact you with quotes.

  • Site Name and Location: Include the full address and any relevant geographic details.
  • Site Type and Function: e.g., office building, residential complex, cultural institution, healthcare facility, etc.
  • Size of Site: Approximate square footage, number of floors, number of rooms, or other relevant metrics.
  • Scope of Rating: Indicate whether you are seeking a rating for an existing site or a pre-construction project. If pre-construction, include whether final design drawings are available.
  • Timeline: Desired start date and any deadlines for completion.
  • Certification Goal: Specify whether you are aiming for RHF Accessibility Certified or RHFAC Gold.
  • Budget Expectations: Optional, but helpful for RHFAC Professionals to assess feasibility.
  • Additional Notes: Any accessibility priorities, unique site features, or expectations for the RHFAC Professional’s involvement (e.g., site visit, plan review, consultation).

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9. How do I assign an RHFAC Professional to my site? 

You can select your RHFAC Professional when registering your site. When completing your site information, simply type the first letters of your professional’s name in the RHFAC Professional field, and select them from the dropdown list. If you have not selected your RHFAC Professional when registering your site, you can leave the field blank and complete it later.

If you have already registered your site and want to add your RHFAC Professional, follow these steps:

  1. Log into the RHFAC Registry,
  2. Go to your Dashboard,
  3. Select the site,
  4. Click "Edit site details."
  5. Scroll down to the RHFAC Professional field, enter the first letters of your Professional's name, select them from the Dropdown, and save changes.

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10. I am an RHFAC Professional and I cannot find a rating on my dashboard.

Most times, if you cannot view a rating on your dashboard, it is because the client has not assigned it to you on the RHFAC Registry yet. Please check with your client first and confirm that they have registered a site and assigned it to you. If needed, please refer them to the section VII of the RHFAC Registry Client User Guide.

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11. What are the fees related to certification and how do I make payments on the RHFAC registry?

To view the full list of costs associated with certification, please visit our Schedule of Services and Fees.

You can pay all fees associated with certification directly via the registry, by credit card or EFT.

  • When payment is required, the listed Site contact will receive email reminders to make payment.
  • Email reminders for payment are also sent to the listed Site contact.
  • Emails are sent from rhfregistry@rickhansen.com, alongside a payment link.
  • Alternatively, you can log into the registry, select the site, pay directly via the site details page.

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12. Can I pay for registry fees via invoice? 

All transactions must be completed directly through the registry using a credit card or electronic funds transfer (EFT). If needed, you can copy and paste the link of the Stripe payment page to share with your accounting team for convenience. 
An invoice and receipt are generated from the registry after payment and are sent via email.

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13. How do I maintain certification of my site? 

There are two requirements to maintain certification for a site:

  1. Pay the annual subscription fee as per our Schedule of Services and Fees; and
  2. Complete the RHFAC Annual Certification Maintenance Questionnaire.

The questionnaire consists of two brief questions to confirm that no major structural changes and renovation have been made to the site impacting accessibility. Any declared changes will be reviewed by an RHFAC Adjudicator to determine if the site still meets all the certification prerequisites of the original rating. RHFAC reserves the right to withdraw certification at its discretion and/or conduct an audit at the organization’s expense.

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14. When are the subscription fee and the Annual Certification Maintenance Questionnaire due?

The subscription fee is due on the anniversary date of site registration (registration site payment date).

  • One free year of subscription is offered with the registration payment.
  • After that first year, subscription is due. Email reminders are sent to the listed Site Contact 60 days before due date.

The Annual Certification Maintenance Questionnaire is due on the anniversary of the site certification date.

  • Email reminders are sent to the listed Site Contact 60, 30 and 7 days before the due date. They are also sent 1, 7 and 30 days after due date.

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15. How can I ensure my site is subscribed?

To confirm your site is subscribed, you must:

  1. Log into the RHFAC Registry,
  2. Go to your Dashboard,
  3. Select the site you wish to check, and
  4. Open the Site Details Page.
  5. Under the site name, you can see the Subscription status – either “Subscribed” or “Not subscribed”. For more details, scroll down to the Subscription section. 
    a.    If your site’s subscription has expired, you will see a message stating that “Your subscription has expired. Please renew to continue accessing the benefits”. You can click on “Renew Subscription” to reactivate it.
    b.    If your site’s subscription is still active but you have not activated automatic payments, you will see a message stating that “Your subscription will remain active until [Expiry Date]”. This means that your subscription is still active until the expiry date indicated but will not be renewed automatically. To activate automatic renewals, click on “Renew Subscription”.

If your site is subscribed, you will see a message stating that “Your subscription will renew on [Renewal Date]”. The displayed Renewal Date indicates the next payment date.

To set up automatic payments and ensure that your subscription is renewed automatically, make sure your payment information is up to date by clicking on “Edit billing and payment”. 

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16. How do I complete the Annual Certification Maintenance Questionnaire? 

To complete the Annual Certification Maintenance Questionnaire, you must:

  1. Log into the RHFAC Registry,
  2. Select the site from your dashboard, and open the Site Details Page.

The Annual Certification Maintenance Questionnaire will be made available 60 days before your site’s certification anniversary directly on the Site Details page.

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17. How do I download the Letter of Certification and/or the Rating Scorecard? 

To download the Letter of Certification, follow these steps:

  1. Log into the RHFAC Registry,
  2. Navigate to your Dashboard,
  3. Select the site you wish to download the Letter of Certification and/or Rating scorecard for, and
  4. Click on the "Download Letter of Certification" or “Download Rating Scorecard” buttons at the top of the page. 

Due to the data migration process from our former registry platform hosted by CSA Group to our current platform, users no longer have access to the certification letters associated with ratings that were migrated over. However, all sites that have been rated on the new RHFAC Registry will be able to download both documents. 

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18. How do I recertify a site?

To recertify a site, you must:

  1. Log into the RHFAC Registry,
  2. Navigate to the site you wish to have recertified, and
  3. Click "Start a New Rating."
  4. Update your RHFAC Professional if needed and arrange for the professional to conduct the rating.
  5. Pay the adjudication fee once the rating is uploaded to the registry.

For Pre-construction sites getting a re-certification after construction is completed, before clicking on “Start a New Rating”, you will need to: 

  1. First, mark the construction as complete on the registry. Open your site details page and click on “Construction Complete”. 
    a.    This will mark your site’s construction as completed, update your site’s type to Existing site, and automatically expire the previous pre-construction rating.
  2. Once this is completed, click on “Start New Rating” to get your new rating underway!

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19. How do I list my site on the RHFAC Public Registry? 

The RHFAC Public Registry is a public listing of buildings that have had an RHFAC rating completed.

Note: Only users with Organization Manager permissions can list sites publicly. If you need to list your site publicly and only have a Member Account, please reach out to your Organization Manager to update your permissions.

To list your site on the Public Registry after obtaining certification, follow these steps:

  1. Log into the RHFAC Registry,
  2. Locate the site you wish to list publicly and open the Site Details page.
  3. Click “List Site Publicly” and your site will appear on the RHFAC Public Registry.

You can unlist your site at any time by clicking on “Unlist publicly”.

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20. How do I order a plaque or decal after certification? 

After your site has received certification, follow these steps:

  1. Log into the RHFAC Registry,
  2. Select the site, you wish to order a plaque/decal for and,
  3. Click "Order labels" to choose and customize your plaque or decal. Ensure the site is listed publicly on the registry before placing the order.

Note: only users with Organization Manager permissions can list a site publicly. If you need to list your site publicly and only have a Member Account, please reach out to your Organization Manager to update your permissions.

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