Spectrum Management System web site — Frequently Asked questions

Q1. How should agents manage their Web accounts? If agents link a client account to their Web profile that has non‑disclosed frequencies, do the agents have access to the client's undisclosed data, or can the client block access to the data?

A1. It is up to Spectrum Management System users to determine the best ways to access their Web accounts. Different options include creating a Web profile for your own account(s), creating a Web profile as an agent (for clients) and linking multiple accounts to each Web profile.

When you add a user to your Web profile or provide an agent with power of attorney, that agent will have the access required to manage all licences in the account. If it is a non‑disclosed account, that user or agent will have access to this non‑disclosed account data. If the agent is a sub‑user in your Web profile, you can limit which accounts the sub‑user can access in that profile.

Q2. Can users, when dealing with an agent, ask the agent to complete the application and save it without submitting it to Innovation, Science and Economic Development Canada (ISED), so that they can verify it themselves prior to submitting it to ISED? Is there a sub‑user role to allow the creation of an application but prevent the submission?

A2. Users are only able to access their own application (not an agent's application). It is possible to send a draft PDF copy of the application for verification, but only users may submit the application. If sub‑users have licence rights to a company, it is impossible to prevent them from submitting an application.

Q3. Can agents or clients establish a hierarchy in their account to limit access to sub‑users based on tasks? (e.g. Providing the senior manager with all rights while providing managers with varied and non‑identical rights.)

A3. Yes, it is possible to establish the following roles to the sub‑user: Licencing Responsible, Invoice Responsible and Account Admin. It is also possible to select which licensees (account holders) the sub‑user can access.

Q4. How will ISED respond to an interference complaint which relates only to stations that are located within the same site?

A4. ISED has not changed the process and will continue as per usual.

Q5. What propagation calculation model is used by SPECTRA?

A5. SPECTRA uses the Longley‑Rice propagation model, by default.

Q6. Language can be problematic when using the Spectrum Management System in both English and French within the same Web account. Will a single standard for English and French (comma or period) eventually be established for entering coordinates that include decimals in the Spectrum Management System,rather than two separate standards?

A6. It is not possible to offer a single notation for both English and French (commas or periods) for decimal points at this time. Extensive rewriting of the SPECTRA software would be required. When entering decimals in the Spectrum Management System, use commas in French and periods in English.

Q7. Is it possible to save a copy of an application in a specific format, e.g. XML or CSV, to use as a template with a specific file format?

A7. Application templates are only available in .pdf, but you can access an existing application and use the "Copy" feature, which will allow you to use it as a template.

Q8. Will .xml, .pdf or .csv formats be available within the search options in the Spectrum Management System Data Search? Will these formats be available for exporting licence data information?

A8. Yes, these formats will be available for exporting data search queries and for exporting licence information in the future.

Q9. Can radio systems with multiple bases, repeaters or mobiles be licensed through a single license?

A9. Licences are issued for multiple stations for which a single communication activity is carried out using the same channels within a single area. Multiple combinations of stations are possible; however please contact your local district office to determine the appropriate way to submit applications for differing proposed radio configurations. For a list of district offices, refer to ISED document RIC-66 — Addresses and Telephone Numbers of Regional and District Offices.

Q10. Is it possible to submit an application using a template or by copying data from an existing station/licence, and modifying any number of fields to submit a new licence?

A10. Yes. To create a new licence via using an existing licence as a template, choose the "Copy" form type under the appropriate service and application/licence type you wish to copy.

Q11. Will the $4,999 limit for credit card payments be increased?

A11. No. Since Innovation, Science and Economic Development Canada (ISED) is charged a fee for credit card transactions exceeding $4,999, the transaction limit for credit card payments will not be increased. However, please note that ISED is working on providing alternative payment solutions that will better serve client needs.

Q12. Is it possible to submit applications via email or other means, instead of through the Spectrum Management System?

A12. Yes; however, submission of applications via the Spectrum Management System is highly encouraged because the application data is validated immediately and the status of the application will be displayed while the application is being processed.

Q13. Do agents (suppliers) who have a Power of Attorney for a client, and who link a client's account to personal Web profiles, have access to the client's entire account?

A13. No. Agents can only see the information that relates to the application submitted on behalf of a client within Spectrum Management System.

Q14. Will suppliers have access to data files similar to Technical and Administrative Frequency Lists (TAFL)? If so, how do suppliers access these files?

A14. A "Spectrum Management System Data Search" option is accessible via the Spectrum Management System — Spectrum Management System Data.

A "Data Download" feature is currently available on this page, which uses .csv file format.

Q15. Will licence numbers remain the same as those in the legacy Spectrum Management System?

A15. No. All existing licences have been migrated into the new system and have been assigned new numbers. In some cases, a new licence can be made up of stations that were previously authorized on separate licences with different licence numbers. The new licence number will now include a "version number" that will change each time the licence is modified.

Q16. Will account numbers for new companies follow the same format as before, e.g. numbered by the associated ISED district office (52, 53, etc.)?

A16. No. New numbers for new applicants will not be associated with a district office numeric code. In the new system, the same account number can be used for all radio licences. Accounts and account numbers created in the legacy system have been migrated into the new system, but these accounts can be reorganized to best meet the needs of clients.

Q17. What is the maximum number of characters permitted in the "Your reference identifier" field of the application to allow clients to identify stations?

A17. The application reference number for the licence application is currently set at 63 characters and will remain associated to the granted licence and any application for modification. The station location is currently 63 characters, and a new "Client Reference Identifier" field on each station can hold up to 255 characters. The latter two fields are printed on the licence.

Q18. Will there be help menus or an option to 'chat' online with an ISED Spectrum Management System representative?

A18. No. Contact your local ISED district office if you require assistance. For a list of district offices, refer to RIC-66 — Addresses and Telephone Numbers of Regional and District Offices.

Q19. How will applicants proceed when there are generic licences for a given frequency band (i.e. for wireless microphones)?

A19. There are many different types of licences; therefore, if you are uncertain as to how to submit an application, please contact your local ISED district office. For a list of district offices, refer to RIC-66 — Addresses and Telephone Numbers of Regional and District Offices.

Q20. Will applicants, and therefore clients, have access to the name and contact information of the processing officer assigned to the application as well as the processing status of an application?

A20. Two items to note for applicants:

  • The name and contact details of the processing officer assigned to an application are not sent to applicants. However, applicants can view the progress of applications via Spectrum Management System in the "Radiocommunication Licencing Services" section by selecting the "List My Applications" option (when signed in). This will display the name of the processing officer assigned to the application. Processing officers can be reached via local ISED district offices. For a list of district offices, refer to ISED document RIC-66 — Addresses and Telephone Numbers of Regional and District Offices.
  • Emails are generated when changes are made in SPECTRAadmin and Spectraplus by ISED.

    Previously, changes to the licence status were not visible to Spectrum Management System users, but this feature has since been improved to allow Spectrum Management System users to view changes to the licence status.
Q21. What happens if a licence associated with a ghost station has been cancelled? Will the ghost station also be cancelled?

A21. If a licence associated with a ghost station is cancelled, the ghost station is no longer needed. The ghost station defines the coverage area of the licenced communication, but is not an authorized station itself. No action is required by clients.

Q22. Can applicants modify (licence modifications) the "Your Reference Identifier" field for existing stations?

A22. Yes, since this field appears on the application form during a licence modification. ISED does not set, update, or maintain this optional field. Therefore, applicants can use the "Your reference identifier" field as needed to better identify an applicant's station(s).

Q23. If suppliers have only a base or a repeater and are only renting a radio to clients, will the rental radio be linked as a ghost station?

A23. Yes, the station will be linked as a ghost station that defines the authorized coverage area of the base or repeater communication with subscriber stations.

Q24. Can ISED track and identify Power of Attorney letters which were sent previously and are still valid (with an expiration date), or will Power of Attorney letters be required for each application?

A24. Similar to the legacy system, a new Power of Attorney letter will be required for each application. If there is an expiration date, or if a Power of Attorney letter is valid for a specific time period, agents can save it electronically and easily attach it to applications for a particular client.

Q25. How is it possible to verify applications in Web accounts that were pending at the time of the 'system freeze'?

A25. Pending applications will have been migrated and processed in the new system under a new licence number. Consult your local ISED District Office to enquire about applications that were pending at the time of the 'system freeze'. For a list of district offices, refer to RIC-66, Addresses and Telephone Numbers of Regional and District Offices.

Q26. Will applicants and licence holders be able to compare licences before and after modifications?

A26. The Spectrum Management System Authorization Data Extract downloads contain information on current frequency assignments as well as former account numbers and licence numbers. The outdated Technical and Administrative Frequency Lists (TAFL) downloads from our legacy system remain available to allow comparisons of information in the legacy data download with the new data download. Note that personal Spectrum Management System licences may have been modified since being transferred to the new system.

Q27. In the "Data Search" option of the Spectrum Management System in the Spectrum Management System Data section, is it possible to save a search template, with specific boxes checked, for use in future data searches?

A27. Not at this time; however, enhancements to the Spectrum Management System software are ongoing.

Q28. Can results from the Spectrum Management System data searches be made available in exportable formats (i.e. XML, CSV, etc.)?

A28. Currently, results are available in the following formats: HTML, PDF and CSV.

Q29. In Spectrum Management System, when you access the "Radiocommunication Licensing Services" section under the "Browse License" tab, and select the option "View and Print Licence (PDF Format)", what is the "Station" field?

A29. The "Station" field, which is a text field, represents the location of the station as displayed on the licence. Most licences now authorize communications between more than one station.

Q30. When using different search options in the Spectrum Management System "Data Search", under the Spectrum Management System Data section, what is the maximum number of results that can be queried? Sometimes, a message will appear stating there are too many results.

A30. The number of records varies according to the search option. However, the maximum number of results is approximately 500 records. For more complete data, a "Spectrum Management System Authorization Data Extract" is now available for download. Ongoing enhancements are being made to both format and performance of the search results; however, priority is given to functional corrections.

Q31. When performing a data search using the "Call Sign or Station Name" option under the Spectrum Management System Data section of Spectrum Management System, what information should be provided in the 'Station Location' field?

A31. It is the location of the station, which is a text field, as displayed on the licence. The information describes the area in which the station operates; either a general area or a specific location. Most licences now authorize communications between more than one station.

Q32. What are the characteristics and limitations for an agent Web profile?

A32. The agent Web profile will allow a client's account to be added to your Web profile, which will be approved by ISED if a Power of Attorney is provided for each client added to the agent Web profile. You will have full access rights that allow you to create applications for new or existing licences within client accounts that are added to the agent Web profile. However, you must submit a Power of Attorney with each application submitted in order for ISED to process the application.

Q33. Are agents (radio suppliers) required to know the "shared secret" of an existing ISED client in order to submit an application on their behalf?

A33. A Power of Attorney letter is required to add a client account to the agent Web profile. However, you are not required to know a client's "shared secret" access code. The request and the attached letter must be reviewed and approved by ISED before access is granted.


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