Policy

ATTENTION:
Please refer to COVID-19 Emergency Interim Policies which provides details for temporary exceptions to this policy.

The Code F program allows an Alberta resident who is unable to attend a registry agent location in person to apply for a driver’s licence or identification (ID) card renewal or replacement in the following situations:

• Individual is temporarily outside of Alberta and needing to drive to apply for a renewal or replacement when their licence has expired or has been lost or stolen.
• Individual is temporarily outside of Alberta and needs government issued photo identification when their driver’s licence or ID card has expired or has been lost or stolen.
• Individual is physically unable to come into the registry agent due to being homebound (i.e. in assisted living, extended care facilities or hospitals due to medical conditions).

The condition code F allows for the registry agent to use the existing image and signature of the client on SIMS. The client must have an image on the Motor Vehicles System that was captured after July 2003.

The Code F Program is only available to Alberta residents. Registry agents must not issue a driver's licence or ID Card to residents of other jurisdictions. If the client has moved out of Alberta, they must apply for a driver's licence or ID card in their new jurisdiction.

Acceptable Applicant Types

• Missionaries.
• Canadian Armed Forces personnel and families stationed outside of Alberta.
• Students studying outside of Alberta.
• Albertans working outside of Alberta or on a temporary work visa for one year or less.
• Albertans vacationing outside of Alberta.
• Albertans temporarily outside of Alberta for other personal reasons (e.g., death or illness of a family member).
• Albertans who are medically homebound (in assisted living, extended nursing care facilities or hospitals).
• Albertans in correctional facilities and remand centres.

Eligibility Criteria

Clients are eligible to apply for a Code F driver’s licence or ID card if they meet the following criteria:

• The client must meet Alberta residency and legal presence requirements; see 2.05.02 Acceptable Identification/Enrolment.
• The client must have last held an Alberta driver’s licence or ID card.

Requirements

A client must provide:

• A completed Remote Driver's Licence / ID Card Application form (REG11197).
• Copies of acceptable identification; see 2.05.02 Acceptable Identification/Enrolment. One piece of identification must contain the client’s photo, legal name and date of birth (e.g., Alberta driver’s licence, valid passport, etc.).
  •  A letter of incarceration issued by a correctional/remand centre in Alberta may be accepted for proof of photo, name and date of birth; see 2.05.02 Acceptable Identification / Enrolment.
• Proof of Alberta residency.
  • A letter of incarceration issued by a correctional/remand centre in Alberta may be accepted as proof of Alberta residency if dated within the last 90 days.
• Proof of legal presence if the previous Alberta driver’s licence or ID card has been expired for 6 or more months or if the client is on a work or study permit; see 2.05.02 Acceptable Identification/Enrolment.
• A Medical Examination for Motor Vehicle Operators form (TRANS3050), if required, completed by a general practitioner and/or specialist who is registered by the College of Physicians and Surgeons of Alberta, a nurse practitioner who is a regulated member of the College and Association of Registered Nurses of Alberta, or a general practitioner or nurse practitioner who has a similar status in another Canadian jurisdiction; see 3.05.05 Medicals / Visions. 
  • If vision information is not on the medical, a vision referral is required.
  • The Medical Examination for Motor Vehicle Operators form (TRANS3050) may be approved by agents who have received a registry agent Medical Approver Certification number.
  • Out of province medical reports must be forwarded to Driver Fitness and Monitoring for approval. If the client holds a professional class licence and there are no medical conditions (code C) the licence can be temporarily re-classed to a class 3 or 5 and re-classed to the professional class upon their return to Alberta and the provision of an Alberta medical.
• A letter from a general practitioner, nurse practitioner, or care facility stating that they are physically unable to attend a registry agent location for individuals who are medically homebound.
• A letter of incarceration issued by a correctional / remand centre in Alberta stating the individual is unable to attend a registry agent location because they are currently incarcerated in Alberta.
  • The letter will be on “Offender Records and Correctional Administration” letterhead and contain:
    • Contact information for the facility the client is incarcerated at.
    • The first name, last name and date of birth of the client.
    • A photo of the client.
    • Name and signature of the staff member who issued the letter.

Note:
If the client is medically homebound because they are required to self-isolate due to COVID-19, no additional supporting documentation is required.

Issuing the Code F Driver’s Licence / ID Card

A registry agent must:

• Inform the client that they must provide proof of Alberta residency and legal presence at the time of their next service.
• Complete two across Canada CCMTA IRE (explosive AC) searches. The first search must be completed using the client’s first, middle and last name while the second search must be completed using only the first and last name.
  • Do not complete a CCMTA IRE Search for individuals who have a Code F ID Card. 
• Review the Remote Driver's Licence / ID Card Application form (REG11197) form to determine eligibility.
  • If the client is not eligible, a registry agent must place an alert on the client file stating “Client is not eligible to obtain a Code F driver’s licence / ID card as they are no longer a resident of Alberta or they have last held a licence in another jurisdiction.”
• For clients who have provided a letter of incarceration, compare the image of the client that appears on the letter to the photo of the client on MOVES to ensure it is the same person.
• Process the applicable operator service; see 3.15.01 Operator First; 3.15.03 Operator Renewal; 3.15.05 Operator Condition Code Maintenance; or 3.15.04 Operator Reclassification.
• Record “See Code F application attached” in the Photo Documents field on the Application for a Driver's Licence (REG3115) or Application for Identification Card (REG3116) form. 
• Add a Condition Code F.
• Issue the driver's licence or ID card for the appropriate term:
  • Issue a driver's licence according to the client’s first birthdate after their anticipated date of returning to Alberta, as indicated on the Renewal/Replacement Licence for Alberta Residents Temporarily Outside of Alberta form (REG11197). 
    • For medically homebound clients or individuals who are incarcerated, the driver’s licence may be issued up to a full term.
• Issue an ID card for full term.
• Indicate if the driver’s licence or ID card is being sent to the address on file, an alternative Alberta address or the registry agent office as requested on the application.
  • If the client requests for the driver’s licence or ID card to be mailed to an alternative Alberta address or the registry agent office, the registry agent must send a copy of the Remote Driver's Licence / ID Card Application form (REG11197) to Motor Vehicles at MVS@gov.ab.ca. 
    • Licences will not be mailed outside of Alberta.
  • If the client requests the driver’s licence or ID card to be picked up by an authorized individual, the registry agent must keep a copy of the Remote Driver’s Licence / ID Card Application form (REG11197) and validate the identity of the authorized individual at the time of pick up.
    • The registry agent must initial and date the copy of the Remote Driver’s Licence / ID Card Application form (REG11197) at the time of pick up.
• Complete the operator service at the SIMS station. The Condition Code F will allow the agent to use the previous signature and image on file.
• If the client requests for a copy of the interim licence / ID card receipt to be sent to the email address on the Remote Driver's Licence / ID Card Application form (REG11197), the registry agent must scan and email a copy of the interim licence / ID card receipt.
• Keep the interim licence / ID card receipt or copy of the application for authorized pick up for 30 days before destroying; see the Records Retention section below.

Removing the Code F (Re-enrollment)

Clients are required to re-enroll and provide proof of Alberta residency and proof of legal presence at the time of their next driver’s licence or ID card service; see 2.05.02 Acceptable Identification / Enrolment.

A registry agent must:

• Obtain proof of Alberta residency and legal presence.
• Process an Operator Condition Code Maintenance or Renewal.
• Remove the Condition Code F.

Records Retention

Agent copies of all interim driver’s licences / ID Card receipts and copies of applications for authorized pick up must be kept in the agent’s office for a minimum of 30 days; see QR 1.1 Records Retention and Disposal Chart.

Imaging

All supporting documents, including copies of proof of residency documents, must be sent for imaging; see the appropriate sub-section in 1.15 Imaging.

Fees

For the applicable operator fees, see the Registry Agent Product Catalogue (pdf).

Date Originally Issued: Dec 15, 2016
Date Last Revised: May 06, 2024