Queensland Law Society

An organisation’s guide to completing the renewal process

Organisations

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1. Why practitioners should renew their practising certificate and QLS membership

All legal practitioners, other than those fully employed as a government legal officer, are required to hold a current practising certificate (section 24 of the Legal Profession Act 2007).

Practitioners can renew their QLS membership at the same time as renewing their practising certificate. Membership provides access to a large range of services and member benefits.

Many practitioners who are members of the Society are entitled to be participants in the QLS Limitation of Liability Scheme. See further information about the Limitation of Liability Scheme here. In prior years, this Scheme has been administered on an ‘opt in’ basis. This year, all members entitled to be participate in the Scheme will be included in it unless they are exempted. So, we are asking practitioners this year to opt out by asking to be exempt if they do not wish to participate rather than asking them to decide to join. This is an important matter to discuss with your practitioners before they make this selection when completing their renewal forms.

2. Timeline for renewal applications and payments

Date Activity Payment
April 2018

Organisations:

Log in to qls.com.au/myQLS with your organisation username and password, check your practitioners’ details (see paragraph 3 below) – for law practices, these are the same credentials as used to log in and complete the PII renewal questionnaire in February. If you require assistance to log in, contact our Records & Member Services team by email at records@qls.com.au or telephone on 1300 367 757

Make sure practitioners have all the information they need to complete their online renewal application forms (see paragraph 4 below).

Practitioners:

Log in to qls.com.au/myQLS using your individual username and password and check your own details (see paragraph 4b below).

N/A
1 May 2018

PII calculation sheet and top-up insurance information sent to Lexon-insured law firms.

N/A

1 May 2018

PII invoice available for Lexon-insured law firms on myQLS renewals tab.

As per invoice

1 May 2018 Renewals opens.

N/A

1 May 2018

Online Top-up insurance application open for Lexon-insured law firms. Top-up insurance invoice available on myQLS renewals tab on completion of application.

As per invoice

1-31 May 2018

Organisations paying practitioners’ fees:

If the organisation has an agreement with its employed practitioners that it will pay the fees, practitioners log in, submit their online renewal application forms for PC/membership and their process is complete.

Fees will be included on the organisation’s payment summary sheet available via qls.com.au/myQLS under the organisation log in.

Payments are due by 31 May.

1-31 May 2018

Practitioners paying their own fees:

If the organisation is not paying fees, practitioners log in to qls.com.au/myQLS and submit their online renewal application forms for PC/membership.

Practitioners can choose to pay by credit card on completion of their forms, or elect to pay later by BPay, bank transfer or cheque.

Application and payment are due by 31 May.

1-30 June 2018

Online renewal applications may only be made if accompanied by a late fee of $250.

N/A

1 July 2018

Online renewal process closed – no further renewal applications can be made.

N/A

3. Before renewals, check your practitioners’ details

All organisations have a username and password to log in to qls.com.au/myQLS. For law practices, these are the same credentials as used to log in and complete the PII renewal questionnaire in February.

Log in using your organisation’s details and click the practitioner listing from the myQLS menu ribbon. The practitioner listing shows all the practising and non-practising practitioners associated with the organisation.

You can download this information as a report by clicking the buttons at the right hand side.

Please ensure all practitioners associated with the organisation are listed and if any details are incorrect please contact our Records & Member Services team by email at records@qls.com.au or telephone on 1300 367 757.

Please check these reports by the end of April and make sure the list of employed practitioners linked to your organisation is correct. Incorrect entries will affect the practitioners’ fees and may delay issuing of practising certificates.

4. All organisations must review and action their payment summary sheet (replaces the worksheet summary emailed in previous years)

Once the renewal process has commenced, you will need to review your online payment summary sheet which replaces the worksheet summary emailed in previous years via your organisation’s myQLS login. This online summary allows you to select and pay for all your organisation’s charges, including practising certificates, membership fees, and fees pertaining to the Limitation of Liability Scheme and fidelity fund. The payment summary sheet, used in conjunction with the renewal status report, allows you to stay up to date on how your staff are progressing with completing their practising certificate and membership renewal forms.

5. Information your practitioners will need before they commence their online renewal applications

To make the online renewal process as quick and easy as possible, please ensure that your practitioners know the following information before they start the process:

  1. How to log in to qls.com.au/myQLS
    Practitioners will go to qls.com.au/myQLS and log in using their individual username and password. There are prompts at the bottom of the page for forgotten usernames and passwords. For additional help logging in, please contact our Records & Member Services team by email at records@qls.com.au or telephone on 1300 367 757.
  2. Practitioners have checked the details on their myQLS profile
    During April, encourage practitioners to log in to their myQLS profile and check that their name, contact details and employment details are correct. They will click on the myQLS link at the top right of the page, log in, then click the personal profile and practitioner profile tabs from the myQLS ribbon menu. If their details are not correct, please ask them to contact our Records & Member Services team by email at records@qls.com.au or telephone on 1300 367 757.
  3. They know who will be paying their fees (the practitioner or the organisation)
    Will the practitioners pay their own fees? Has your organisation agreed to pay employed practitioners’ practising certificate and/or membership fees? If the organisation is paying some, but not all of the fees, please let the practitioners know exactly which fees the organisation will be paying. Practitioners are responsible for ensuring their fees are paid by 31 May 2018.
  4. If practitioners are paying their own fees, they can pay by credit card when submitting their forms
    Practitioners can pay their fees by credit card at the time of submitting their online renewal application forms. They can also pay by BPay, bank deposit or cheque.
  5. They know whether to opt out of the QLS Limitation of Liability Scheme
    If your organisation is a law practice that participates in the QLS Limitation of Liability Scheme, please inform practitioners so they do not elect to be exempt from the Scheme. To gain the full benefit of the liability cap, all practitioners within a law practice need to be QLS members and members of the Limitation of Liability Scheme. For enquiries email capscheme@qls.com.au or telephone 1300 367 757.
  6. They are CPD compliant
    Practitioners must have achieved a minimum CPD requirement of 10 units by 31 March 2018. This includes at least one CPD unit in each of the compulsory core areas of professional skills, practical legal ethics, and practice management and business skills. For information on CPD, read the CPD Guide, email cpd@qls.com.au or telephone 1300 367 757. If practitioners store their CPD history on their myQLS profile, they can check their CPD units in the CPD history tab of their myQLS profile. Alternatively, if the organisation keeps CPD records on behalf of practitioners, it will need to pass this information on to enable them to make the necessary declarations.

6. Finance ready

If the organisation is applying for finance for the payment of practitioners’ fees and insurance levies, please make sure the application for finance is sent to the financial provider with enough time to be processed and fees paid and received by QLS before 31 May 2018.

7. Where are online renewal application forms located?

An email will be sent to practitioners on 1 May 2018, directing them to the renewal walkthrough which will appear on each practitioner’s myQLS profile. Practitioners will go to qls.com.au/myQLS and log in using their individual QLS username and password. There are prompts at the bottom of that page for forgotten usernames and passwords. If additional assistance is needed, please contact our Records & Member Services team by email at records@qls.com.au or telephone on 1300 367 757.

8. What is the deadline for renewal applications?

All renewal application forms must be submitted online and prescribed fees received by QLS on or before 31 May 2018 (rule 17(1) of the Queensland Law Society Administration Rule 2005).

Applications made and payments received between 1 and 30 June 2018 will incur a $250 late fee (rule 17(2) of the Queensland Law Society Administration Rule 2005).

No online renewal applications or payments will be accepted after midnight on 30 June 2018.

9. When is the due date for payments?

The due date is 31 May 2018. Practising certificates will not issue until all fees and insurance levies are paid.

10. Late fees

A late fee of $250 applies to any renewal application made between 1 and 30 June (rule 17(2) and rule 19(4) of the Queensland Law Society Administration Rule 2005).

11. Payment options for organisations

Payments may be made by organisations paying some or all of their practitioners’ fees as soon as all practitioners have submitted their online renewal application forms.

  1. Payment by BPay
    BPay payment references will be sent out when the organisation prints their payment summary sheet via the organisation’s myQLS renewals tab.
  2. Payment by bank deposit
    For bank deposit details, please contact our Records & Member services team on 1300 367 757 or email records@qls.com.au.
  3. Payment by cheque
    If paying by cheque, please make the cheque payable to ‘Queensland Law Society Inc’. Please post the cheque, along with a copy of your payment summary sheet to:

        Records & Member Services
        Queensland Law Society
        GPO Box 1785
        Brisbane QLD 4001

Organisations paying a total less than $3000 can pay by credit card via the payment summary sheet on their organisation’s myQLS renewals tab.

12. Will practising certificates be posted?

In an effort to provide our members with a more efficient process, and to align with our commitment to a more sustainable future, practising certificates will be issued electronically as a PDF and a link emailed to the practitioner’s nominated email address once their renewal is successfully submitted, all prescribed fees are received, and all requirements are met.

13. Do you need further information?

If you have any questions or require assistance during the renewal period, please contact our Records & Member services team on 1300 367 757 or email records@qls.com.au.

Questions about Professional Indemnity Insurance, the calculation sheet or Top-up insurance options offered by Lexon Insurance should be directed to Lexon Insurance Pte Ltd by telephone on 07 3007 1266 or email at enquiries@lexoninsurance.com.au.

 

Download PDF guide for organisations   Log in to myQLS