Manage your cannabis cultivation, processing or sale for medical purposes licence: Change your identified people

How to add, remove or modify your identified people in the Cannabis Tracking and Licensing System (CTLS).

On this page

• Responsible person
• Head of security and master grower
• Quality assurance person
• Directors and officers
• Associated individuals: Reporter, responsible for finance, associated individual requiring a security clearance
• People with consent to communicate

Responsible person

This section will help you to:

• change the responsible person
• add, change or remove the alternate responsible person
• change the active status of the responsible person or the alternate responsible person
• change the active responsible person if they have left your company

Security clearance

The responsible person and their alternate must have a security clearance before starting their role.

If the person you're adding needs a security clearance, email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Security clearance for new responsible person for LIC-#". Include the following information:

• the person's full name
• their CTLS account ID
• their security clearance application number
• if they'll be the main or alternate responsible person

Health Canada will associate the security clearance application with your licence. Once the person receives their security clearance, your responsible person must link them to your licence in the CTLS.

Required information

• To change your responsible person: Add their CTLS account ID in the responsible person field
• To change your alternate responsible person: Add their CTLS account ID in the alternate responsible person field
• To remove your alternate responsible person: Click delete (red trash can icon) beside the person's name
• To change the active status: Select either the responsible person or the alternate responsible person as the active one

If the active responsible person has left your company

If the active responsible person has left your company or is unavailable for other reasons, you won't be able to submit any changes in the CTLS.

In this situation, you need to submit a written agreement to designate the new responsible person, signed by a person who holds a security clearance and is in a position of authority at your company, for example, the CEO or president.

Email licensing-cannabis-licences@hc-sc.gc.ca within 5 days of making the change. Use the subject line "Responsible person change for LIC-#".

Health Canada will change the responsible person in the CTLS.

If the active responsible person who has left the company is also the administrative authority of your corporate profile, you will need to change it. If you can't make this change in the CTLS, email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Administrative authority change for LIC-#". Include the CTLS account ID of your new administrative authority.

Organizational security plan

You need to update your organizational security plan within 5 days of making the change and email Health Canada.

Cannabis organizational security plan

Head of security and master grower

This section will help you to:

• change the head of security
• add, change or remove the alternate head of security
• change the master grower
• add, change or remove the alternate master grower

Security clearance

The head of security, master grower and their alternates must have a security clearance first before starting their role.

If the person you're adding needs a security clearance, email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Security clearance for new personnel of LIC-#". Include the following information:

• person's full name
• their CTLS account ID
• their security clearance application number
• their future position, main or alternate

Health Canada will associate the security clearance application with your licence. Once the person receives their security clearance, your responsible person must link them to your licence in the CTLS.

Required information

• To change your head of security or master grower: Add the new CTLS account ID and select their role
• To add or modify an alternate: Add the CTLS account ID and select their role
• To remove an alternate: Click "Delete" (red trash can icon) beside the alternate's name

Organizational security plan

You need to update your organizational security plan within 5 days of making the change and email Health Canada.

Cannabis organizational security plan

Quality assurance person

This section will help you to:

• change a quality assurance person (QAP)
• add or change any alternate QAP

When to request

Submit a change in CTLS if you need to:

• add alternate QAPs
• replace a QAP
• change an existing QAP or alternate's role by designating:
  • the QAP as an alternate
  • an alternate as the QAP
• remove an alternate without replacing them

To comply with the Regulations, as a cannabis processor, you need to have a QAP at all times. Without an approved QAP or alternate, you can't conduct the activities authorized by your licence such as selling or distributing lots or batches of cannabis.

If the QAP is temporarily absent, you only need to document the dates that the QAP is absent, and when the alternate assumed the role. This includes if the QAP is sick, on vacation or other short-term leave. You don't need to submit this document in the CTLS, but keep it in your records.

Security clearance

The QAP and any alternates must have a security clearance before starting their role.

If the person you're adding needs a security clearance, email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Security clearance for new QAP for LIC-#". Include the following information:

• person's full name
• their CTLS account ID
• their security clearance application number
• if they'll be the main or an alternate QAP

Health Canada will associate the security clearance application with your licence. Once the person receives their security clearance, your responsible person must link them to your licence in the CTLS.

Required information

Quality assurance person qualifications

• Submit a Qualifications of the proposed QAP or alternate form

For information to include: Qualifications of the proposed QAP or alternate

Organizational security plan

You need to update your organizational security plan within 5 days of making the change and email Health Canada.

Cannabis organizational security plan

Directors and officers

This section will help you to add or remove directors and officers from your licence.

Security clearance

Directors and officers must have a security clearance before starting their role.

If the person you're adding needs a security clearance, email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Security clearance for director or officer for LIC-#". Include the following information:

• person's full name
• their CTLS account ID
• their security clearance application number
• their future position, director or officer

If the person needs to be in the role before they have their security clearance, include the following information:

• the reason for this request
• the measures you'll take to restrict their influence over the company until they have their security clearance, such as limiting their control or decision making (no financial decisions)

Health Canada will associate the security clearance application with your licence. Once the person receives their security clearance, your responsible person must link them to your licence in the CTLS.

Required information

Email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Director or officer change for LIC-#". Include the following information:

• person's full name
• their CTLS account ID
• their security clearance number
• their position

Organizational security plan

You need to update your organizational security plan within 5 days of making the change and email Health Canada.

Cannabis organizational security plan

Associated individuals: Reporter, responsible for finance, associated individual requiring a security clearance

This section will help you to add or remove:

• reporters
• individuals responsible for finance
• individuals requiring a security clearance

Description of associated individuals

Security clearance

All associated individuals must have a security clearance before starting their role.

If the person you're adding needs a security clearance, email licensing-cannabis-licences@hc-sc.gc.ca. Use the subject line "Security clearance for associated individual for LIC-#". Include the following information:

• the person's full name
• their CTLS account ID
• their security clearance application number
• why this person requires a security clearance, for example:
  • they're a key investor
  • the way they will have direct control over your company
  • they're responsible for submitting the monthly reports in the CTLS

Health Canada will associate the security clearance application with your licence. Once the person receives their security clearance, your responsible person must link them to your licence in the CTLS.

Required information

• To add a person: Add their CTLS account ID and select their role
• To remove a person: Click "Delete" (red trash can icon) beside the person's name

The information will automatically update.

Organizational security plan

You need to update your organizational security plan within 5 days of making the change and email Health Canada.

Cannabis organizational security plan

People with consent to communicate

People with consent to communicate are allowed to communicate with Health Canada about your licence.

Required information

• To add a person: Add their CTLS account ID and select their role
• To remove a person: Click "Delete" (red trash can icon) beside the person's name

The information will automatically be updated.