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GUIDE FOR HAZARDOUS WASTE INFORMATION NETWORK GENERATOR REGISTRATION

On January 2, 2002, the Hazardous Waste Information Network (HWIN) will be on-line and ready to accept generator registration reports. This guide will help you to complete your HWIN registration. The deadline for registering in the HWIN system is February 15, 2002. HWIN has been designed to make registration an easy process. All you will need to access HWIN and to register as a generator is the userID and password included in the letter accompanying this guide and a Visa, Mastercard, or American Express account for payment of the annual fixed component of registration fees ($50.00).

Prior to registering, you should appoint an HWIN Administrator for your organization. The Company Official responsible for managing hazardous and liquid industrial waste in your organization may either serve as the HWIN Administrator or delegate the responsibility to another individual. Regardless of who you select, the HWIN Administrator should register your organization between January 2, 2002, and February 15, 2002.

Updates on HWIN will be posted, as they become available, on the Ministry of the Environment's web site at the following URL address: https://www.ene.gov.on.ca/envision/land/HWIN.htm.

This guide covers the key elements of how the registration process will work. It is divided into the following sections:

  • Registration Part I: Your First Login to the HWIN System
  • Logging into HWIN After the First Time
  • Registration Part II: Registering Your Waste Classes
  • Assigning Additional Users and User Rights
  • Registration for Multi-Site Organizations
  • Registration for Generators Who Dispose of or Manage Waste On-Site
  • Fee Payment Requirements During the Transition Period in 2002
Registration Part I: Your First Login to the HWIN System

The essential first step to registering with HWIN is the first time login to the HWIN system. During this phase of registration, you will confirm and update (if necessary) the information that the Ministry of the Environment (MOE) has on file about your organization, select the user name and password that you will use to login to HWIN in the future, and pay the $50 base registration fee. Here are the steps that you should follow:

  1. Using any computer with an Internet connection, go to the following web site: https://www.hwin.ca.
  2. Select the link called First Time User Registration.
  3. Select the link called Existing Generator Registration.
  4. Enter your Ontario generator registration number (userID) and your password. Both of these numbers were included in the letter from MOE that accompanied this guide. Select the Login option.
  5. HWIN will display the information that MOE currently has on file for your site. You will review this information and correct or update it if necessary.
  6. You will have to enter some additional information that HWIN does not currently have on file: the e-mail addresses, user names and passwords for your Company Official and Contact Person; and certifications about whether you dispose of or manage hazardous or liquid industrial waste at your site.
  7. Once you have reviewed and completed the registration information on your company, you will select the Continue option. The system will ask you to certify that the information you have entered is correct and to acknowledge your responsibilities as an HWIN Administrator. The certification statement that you will complete is as follows:

    I certify that I am the company official/contact person named on this registration form, that I have undertaken reasonable inquiry to satisfy myself as to the contents of this registration form and that all of the information contained on this form is accurate and complete to the best of my knowledge. I acknowledge that it is an offence under section 184(2) of the Environmental Protection Act to give false or misleading information to the Ministry of the Environment. I confirm that I have been designated by my organization as the HWIN Administrator, and as HWIN Administrator I certify that I will keep HWIN registration information current. I acknowledge that the Ministry of the Environment will hold the users, including HWIN Administrators, of the Hazardous Waste Information Network responsible for certifications and electronic signatures they make or cause to be made while using this system. Recognizing the importance of certifications and signatures, I certify that as HWIN Administrator I will implement the necessary management of user names and passwords to ensure the integrity of these certifications and signatures for use in the system by my organization.

  8. The system will then request details of the credit card that you will be using to pay the $50.00 base registration fee. After you have entered this information and selected the Continue option, the system will collect the base fee. Currently, this payment can only be made by credit card. Other payment options will be available in the future.
  9. This part of registration is complete. Please note that your registration as a hazardous or liquid industrial waste generator will not be complete in the HWIN system until you register at least one waste class. You will have the option to proceed and register waste classes at this time (as described below), or you can decide to register waste classes in an HWIN session at a later time. However, if you dispose of or manage hazardous waste at your site, the system will require you to register all of the waste classes you manage on-site at this time. See below for further details about registration for waste that is disposed of or managed on-site.


Logging into HWIN After the First Time

After you have completed your first HWIN login, it will be easy to login for future HWIN sessions. Here are the steps you will follow:

  1. Using any computer with an Internet connection, go to the following web site: https://www.hwin.ca.
  2. Select the Existing User Login Option.
  3. Enter the user name and password that you established on your first login to HWIN. Select the Login Button.

After you have completed these steps, the system will present you with a personalized screen that allows you to manage your company's interactions with HWIN. From this screen you will be able to register waste classes, register additional users and assign them user rights, and establish associations with parent organizations. All of these options are described below.

Registration Part II: Waste Class Identification

Your registration as a hazardous or liquid industrial waste generator will not be complete in the HWIN system until you register at least one waste class. You should register only for those waste classes that you anticipate you will produce during the year 2002. If you do not do this upon your initial login, you can do this by logging into HWIN and selecting the Manage Waste Classes option.

HWIN will present you with a listing of the waste classes that you were previously registered for. These waste classes will be listed as "Inactive Waste Classes." You may quickly register any of these waste classes by selecting it and pressing the Activate Waste Class button. The system will then display the information that MOE has on file about that waste class. You may update that information if necessary, complete the unfilled fields associated with that waste class (e.g., waste description or process description) and press the submit button. The waste class that you have just activated will now appear in the list of active waste classes. If you are disposing of or managing this waste class on your site, please see the section of this document below that explains how to register these on-site waste classes.

A common business practice has been for generators to register any waste class that could potentially be generated rather than registering only those classes that are routinely generated. Because the process of activating waste classes is so easy, MOE recommends that you activate only those waste classes that you expect to produce in the coming year. You will always have the option of activating other waste classes should the need arise. Waste classes that have not been activated will not be considered registered.

If you need to register a waste class that is not on your list of inactive waste classes, you can select the Add New Waste Class option, complete the waste class identification form, and select the submit button. MOE will not intervene in this process, and you will be immediately registered for the new waste class.


Adding Additional Users and Assigning User Rights

For many Generators, more than one employee will need to have access to HWIN, and generators may want to assign different user rights to their employees. After registration is complete, the HWIN Administrator will be able to select the User Management option on his or her personalized interface. This feature will allow the HWIN Administrator to perform the following functions:

  • Add new users to the system.
  • Assign users rights. (See the discussion of user rights below.)
  • Delete existing users from the system.
  • Temporarily disable system users.
  • Reset user passwords. (In case a user forgets a password.)

HWIN Administrators will be able to assign the following classifications of user rights:

  • HWIN Administrator rights. Additional HWIN Administrators will have the same rights to register waste classes and additional users that the original HWIN Administrator has.
  • HWIN Signatory rights. With these rights, users will be authorized to complete electronic manifest forms and sign them. However, they will not be authorized to register waste classes or assign rights to HWIN users.
  • HWIN Data Entry rights. These rights will be the same as HWIN Signatory rights except that a person with these rights will not be authorized to sign manifest forms.
  • HWIN Read Only rights. These rights will be assigned to users who can view data and reports but who will not have authorization to enter data or sign manifests.


Registration for Multi-Site Organizations

HWIN is designed to allow each hazardous or liquid industrial waste generator (site) to register and operate independently. However, MOE recognizes that some organizations are responsible for multiple sites and that for some of these organizations, the same Company Official and Company Contact Person are responsible for more than one site. HWIN will include features that will permit these organizations to use the HWIN system effectively.

If your organization is comprised of multiple sites (generators and/or carriers and/or receivers), you can register as a parent organization and link all of them under HWIN. This functionality will allow you to see reports including data from all of your sites. The parent organization can view summary and/or individual site reports.

To register as a parent organization, select the First Time User Registration option from www.hwin.ca. From that screen, select the Register Parent Organization option. No password is required. All you will have to do is to complete the on-line registration form. An HWIN parent organization ID number will then be assigned to you. From there you will have two options to associate affiliated generators, carriers or receivers with you:

  1. If the affiliated generator, carrier or receiver is already registered, you may complete a request indicating that you want to associate yourself with the affiliate. If you choose this option, the affiliate will not be officially associated with you until a registered HWIN Administrator from the affiliate agrees to be associated with you as their parent organization. Notification of this will be sent electronically via the HWIN system.
  2. If your affiliate is already registered, you may send it the Parent Organization ID number assigned to you by HWIN. An HWIN Administrator from the affiliate will then be able to submit a request to HWIN to associate with that Parent Organization ID number. HWIN would then require you to accept the affiliation before it is established.

Registration for Users Who Dispose of or Manage Waste On-Site

Most HWIN users will pay their base registration fee upon initial registration and then pay the additional required variable components of the charge - the manifest and tonnage components - as they process manifests. This approach will not work for those generators who dispose of or manage waste they generate on their site because manifests will not be generated for those wastes. Accordingly, the registration process for these users will vary in the following ways:

  • Upon initial registration, these generators will be required to register for all of the waste classes disposed of or managed on-site before initial registration is complete. Further details of the waste streams that are disposed of or managed on-site and that require generator registration can be found in the MOE's "Registration Guidance Manual for Generators of Liquid Industrial and Hazardous Waste", available on MOE's web site at the following URL address: https://www.ene.gov.on.ca/envision/land/HWIN.htm.
  • The registration process for these wastes will include providing an estimate of the quantity of waste to be generated during the year 2002 for each waste class disposed of or managed on-site.
  • Tonnage fees for waste disposed of or managed on-site will be paid based on the estimated annual quantity of generation. Generators will be able to choose whether they want to pay these fees on an annual, semi-annual, quarterly, or monthly basis.
  • Adjustments in the generator's payment schedule may be made from period to period based upon actual waste generation.

Fee Payment Requirements During the Transition Period in 2002

  • During the first year of the program, there will be a transition in the first quarter of 2002. In recognition of this transition, the estimate of the variable components of the charge - the manifest and tonnage components - payable for the period January 1, 2002 to March 31, 2002, was calculated based on your activity from January 1, 2001 to March 31, 2001. This estimate is shown in the letter accompanying this guide. It must be paid in full by March 15, 2002. After that date, the other fee payment options outlined in the "Registration Guidance Manual for Generators of Liquid Industrial and Hazardous Waste" will be available to generators.
  • Updates to fee payment information will be posted, as they become available, on MOE's web site at the following URL address: https://www.ene.gov.on.ca/envision/land/HWIN.htm.
 
 
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