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Authorized Court Transcriptionists for Ontario

FAQ


1.0 Transcript Ordering, Payment & Delivery
1.1 How do I order a court transcript?
1.2 Are there any restrictions on access to court transcripts?
1.3 Where can I find the Transcript Order Form and how is it submitted to the court?
1.4 What are the fees for court transcripts?
1.5 What fee should be charged for Court of Appeal or Divisional Court Transcripts (solicitor-initiated appeals)?
1.6 What if I want the court reporter that took the in-court record to produce the transcript, but I don’t know who the person is?
1.7 Can I contact the courthouse to find out if a transcript has already been prepared for the matter I’m interested in?
1.8 What is the process if a transcript or a portion of a proceeding has already been transcribed?
1.9 How can I access the List of Authorized Court Transcriptionists if I do not have access to the internet or have accessibility needs?
1.10 What file format is available for electronic transcripts e.g., Microsoft Word (.doc), WordPerfect (.wpd), Adobe Arcrobat (.pdf), etc.?
1.11 Are there standards or policies that govern transcript production?
1.12 How do I order a transcript for a Provincial Offences Court matter?
1.13 Is there a requirement to provide a copy of transcripts to the presiding judicial officer?
2.0 Judicial Review of Transcripts
2.1 What is the process for judicial review of transcripts
3.0 Transcript Complaints
3.1 What if I have a complaint about a transcript?
4.0 Training, Certification and Security Clearance
4.1 How does someone become authorized to produce and certify transcripts of in-court proceedings in Ontario?
5.0 Website Use, Tips & Suggestions
5.1 How do I search for an authorized court transcriptionist (ACT) who meets my needs?
5.2 How do I search for a document or other information on the website?

1.0 Transcript Ordering, Payment & Delivery

1.1 Q. How do I order a court transcript?

A. Most transcripts of in-court proceedings are available to the public upon request and upon payment of a regulated fee. Transcripts are prepared by independent authorized court transcriptionists listed on the Authorized Court Transcriptionists for Ontario website. The website allows people to find a transcriptionist that meets their needs by searching by name, court location, type of proceeding or other information.

To order a transcript of an in-court proceeding, you need to:

  1. select and contact an authorized court transcriptionist from the list to arrange all aspects of the transcript order, including availability to prepare transcripts within the required timeframe, payment options and any specific delivery requirements;
  2. provide details regarding the transcript order to the transcriptionist (for example, where the proceeding took place, whether a copy of the entire transcript is required, the number of copies, timelines and delivery);
  3. download the Transcript Order Form online or provide the details of the order to the authorized court transcriptionist directly. The authorized court transcriptionist will finalize and submit the Transcript Order Form to the court for processing.

For a walkthrough (including images from the website to assist), please click here to go to the Resources tab where you can view the document titled "How to Order a Transcript (Step by step instructions)."

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1.2 Q. Are there any restrictions on access to court transcripts?

A. Some transcripts of in-court proceedings are subject to access restrictions by judicial direction or legislation. Section 2 of the Court Transcript Standards and Procedures Manual summarizes the types of proceedings that may have restrictions, and which cannot be accessed without a judicial order. The authorized court transcriptionist will also advise the ordering party if there are any restrictions on access to transcripts.

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1.3 Q. Where can I find the Transcript Order Form and how is it submitted to the court?

A. The Transcript Order Form is posted on the Authorized Court Transcriptionists for Ontario website. The form must be completed for each transcript order. Remember to complete the form accurately and provide full details about the proceedings to avoid delay in processing your transcript. You should discuss all details on the order form with the transcriptionist. The transcriptionist will then finalize and submit the Transcript Order Form to the court for processing.

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1.4 Q. What are the fees for court transcripts?

A. Fees for court transcripts are regulated by Ontario Regulation 94/14 - Fees for Court Transcripts. Deposits and/or payments of the regulated fees are arranged between you as the ordering party, and the transcriptionist you choose.

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1.5 Q. What fee should be charged for Court of Appeal or Divisional Court Transcripts (solicitor-initiated appeals)?

A. Section 6.1.1 of the Court Transcript Standards and Procedures Manual states:

In accordance with the transcript fees outlined in O. Reg. 94/14, ordering parties are charged $4.30 per page for the first certified copy of the transcript and $0.55 per page if previously transcribed.  

ACTs may use the Queen’s Printer, at no cost, to print the additional copies on the condition that ACTs charge the ordering party for the first copy (at $4.30 or $0.55, if previously transcribed) and do not charge for the additional required copies.

Deposits and/or payment of the regulated fees are arranged between the ordering party and the transcriptionist. 

Note: In R. v. C.G., 2018 ONCA 751, the Court of Appeal made the following order:

When an ACT receives an order during the trial to prepare a transcript of trial proceedings, but intends to charge $0.55 per page per copy for appeal transcripts, the ACT should give specific notice to and secure the agreement of the ordering party to this effect before accepting the order. Failing such notice and agreement, the appeal copies will be prepared and bound by the Queen's Printer at no charge to the ACT or the ordering party. If the ACT refuses to prepare an appeal transcript otherwise than for $0.55 per page per copy, the ordering party is free to choose another ACT to prepare the transcript and any further copies necessary for appeal. 

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1.6 Q. What if I want the court reporter that took the in-court record to produce the transcript, but I don’t know who the person is?

A. You can contact the court site where the proceeding took place and court staff will provide you with the name of the court reporter who recorded the proceeding. Before contacting the court reporter, you should refer to the Authorized Court Transcriptionists for Ontario website to see if the court reporter is on the List of Authorized Court Transcriptionists.

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1.7 Q. Can I contact the courthouse to find out if a transcript has already been prepared for the matter I’m interested in?

A. Yes. You may contact the court location where the matter was heard to see if a transcript has already been prepared. Court staff will provide you with the details of the previously-typed matter, including the name of the authorized court transcriptionist who produced the transcript. The telephone numbers and addresses of all the court locations across the province are available online at
http://www.attorneygeneral.jus.gov.on.ca/english/courts/cadaddr.asp.

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1.8 Q. What is the process if a transcript or a portion of a proceeding has already been transcribed?

A. The authorized court transcriptionist will notify you and provide you with the details of the previously transcribed portions, including the name of the authorized court transcriptionist who prepared the previously-typed matter. You can decide how you wish to proceed. If the court transcriptionist who previously prepared the transcript is no longer an authorized court transcriptionist, and there is no contact information or copies of the transcript available, you will be advised and the transcript may need to be re-transcribed.

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1.9 Q. How can I access the List of Authorized Court Transcriptionists if I do not have access to the internet or have accessibility needs?

A. If you cannot access the List of Authorized Court Transcriptionists online, contact Arkley Professional Services directly at 705-251-0007, or toll free at 1-800-645-8113.

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1.10 Q. What file format is available for electronic transcripts e.g., Microsoft Word (.doc), WordPerfect (.wpd), Adobe Arcrobat (.pdf), etc.?

A. The specific file format for electronic transcripts should be discussed and agreed to with the authorized court transcriptionist.

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1.11 Q. Are there standards or policies that govern transcript production?

A. Yes. The Court Transcript Standards and Procedures Manual provides an overview of the transcript standards set by regulation, legislation, policy and practice direction. The manual is available on the Authorized Court Transcriptionists for Ontario website.

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1.12 Q. How do I order a transcript for a Provincial Offences Court matter?

A. Transcripts from Provincial Offences Court matters must be ordered directly from the municipal courthouse where the matter was heard.

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1.13 Q. Is there a requirement to provide a copy of transcripts to the presiding judicial officer?

A. When a transcript will be referenced in court, it is the responsibility of the party who intends to reference the transcript to order and provide a certified copy of the transcript to the judicial official, at no cost to the court. Please refer to section 4 of Transcript Order Form posted on the ACT Dashboard or on the Resources Page of the Authorized Court Transcriptionist for Ontario website. 

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2.0 Judicial Review of Transcripts

2.1 Q. What is the process for judicial review of transcripts?

A. The judicial officer is entitled to review the ruling, the reasons for judgment, the reasons for sentence and the charge to the jury before they are released. The authorized court transcriptionist must provide the judicial officer with a draft for judicial review before the transcript can be certified and released.

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3.0 Transcript Complaints

3.1 Q. What if I have a complaint about a transcript?

A. Complaints about court transcripts, including timelines, fees and accuracy, should be dealt with directly with the authorized court transcriptionist.

Where parties cannot reach an agreement regarding the accuracy of a transcript, either party may provide the complaint in writing to Arkley Professional Services, documenting the nature of the issue and identifying the exact portion(s) of the transcript requiring review.

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4.0 Training, Certification and Security Clearance

4.1 Q. How does someone become authorized to produce and certify transcripts of in-court proceedings in Ontario?

A. Individuals wishing to become an authorized court transcriptionist must complete qualification training and testing through an Ontario educational institution recognized by the Ministry of Training, Colleges and Universities. Training and qualifications will be administered by the educational institutions. Upon proof of successful completion of the curriculum, as well as obtaining the required contractor security clearance, signing an agreement with Arkley Professional Services and paying the annual listing fee, the authorized court transcriptionist will be eligible to be added to the List of Authorized Court Transcriptionists for Ontario.

The below colleges currently offer MTCU approved programs:


In class programs:

Durham College www.durhamcollege.ca

Algonquin College www.algonquincollege.com

Centennial College www.centennialcollege.ca

Online & in-class programs:

Sault College www.saultcollege.ca

Ontario College of Law www.ontariocollegeoflaw.ca

Canadian Centre for Verbatim Studies www.verbatimstudies.com


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5.0 Website Use, Tips & Suggestions

5.1 Q. How do I search for an authorized court transcriptionist (ACT) who meets my needs?

A. The Authorized Court Transcriptionists for Ontario website allows people to find a transcriptionist that meets their needs by searching by name, court location, type of proceeding, or other information. Once you have entered the site, click on the tab titled “Search”; fill out any of the fields you feel will assist you in your search and then click the Search for a Transcriptionist button. (Note: All search fields are optional.)

Search results matching your criteria will then be displayed including names, services offered and the date the ACT was added to the list. You will have the option to click on the name of the ACT to see their full profile, including how to contact them.

Suggestion: Should your search not return enough results you many try entering less criteria in the optional search fields. Alternatively, should your search return too many results, you may add additional search criteria to the optional search fields to further narrow down the results.

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5.2 Q. How do I search for a document or other information on the website?

A. Most documents available on the website are located on the tab titled “Resources”. If the Resources tab does not locate the information you are seeking you may also conduct a search of the website from the tab titled “Search”.

Once on the Search tab you will see “Search Website and Documents” along with a field to enter your search criteria (i.e. Keywords such as: First name, Last name, ID, Company). Once you have entered the keywords of your choice click the Search Website button.

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