Legal Intake Tool
The College uses a Legal Intake Tool called Xakia to manage in-house legal work. Here are some frequently asked questions about it.
What is Xakia?
Xakia (pronounced Za-kia) is a legal software designed for in-house legal work. It includes a Legal Intake process and Client Portal, among other benefits for the Legal team. The Legal Intake Tool is powered by Xakia.
Where can I find the Legal Intake Tool?
Our process is designed to be simple for you. You will be able to find the tool by clicking a button in HUB that looks like this:
This will take you directly to the Form.
Who should use The Legal Intake Tool?
Anyone at the College who needs to consult with the Legal and Compliance team for any reason should use the form unless the matter is an emergency and you need to speak to the General Counsel. Associate Counsel or the Recourse and Resolution Advisor on an immediate basis.
What counts as a “Request”?
Any time you need to consult with Legal Services for a contract review, insurance issue, FIPPA or privacy issue, or any of the many different issues where a member of the College Community needs to consult with Legal. If you need our input on a matter, the correct first step will usually be to start a “Request” through the Legal Intake Tool. If you have an urgent emergency and need to consult with Legal, of course we are always available by phone or email.
How do I enter information into the Intake Form?
When you click the button in HUB you will be automatically taken to an online form that looks like this:
This form is designed to have you entering information as quickly as possible. You will be asked a set of questions relevant to the kind of request you are making. You will be able to select the kind of request you are making by clicking on the drop down menu and picking the appropriate request type. Simply answer the questions loaded into the form and attach your documents.
You will enter information under three tabs:
Any question marked with a red asterisk is a required question. That means that your request cannot be submitted without that required information.
Just do your best and don’t stress about completing your form perfectly. We know that this is a new process and we expect that there may be a need for tweaks or improvements to the form as we go forward.
How do I submit my Request?
Once you are satisfied that you have completed the Intake form you will click on the “Submit” button at the bottom of the form that looks like this:
You will receive an email notification letting you know that we received your request. It looks like this:
How do I track my Request?
After you submit a request to the Legal Team you will receive a notification that we received your request that looks like this:
If you want to track your request, please click “Sign Up” the first time you submit a request. Don’t worry if you forgot to click Sign Up, and you later decide to track the matter. We can add any College staff to a matter at any point in time.
What happens with my request once I hit “Submit”?
When you submit a request, the Legal Assistant will receive it and will triage that request by ensuring that the right person on our team is assigned take the next steps. You will be notified as soon as we triage your matter. For example, if you are looking for an insurance certificate, that request will be assigned to the Legal Assistant to contact our insurer for the certificate; if you have a question about a human rights consultation, that will be assigned to the RRA or if you have a contract for review, then your request will go to the lawyer that supports your team.
What if I have made multiple requests?
Once you sign up, you will have access to all your matters. You will not have access to matters that do not involve you and no other members of the College Community will be able to access your matters either unless you ask for them to have access. For example, if you believe that your manager should be able to track a particular request, you can ask us to add them to that matter and they will then be able to be view that matter on their Client Portal account.
You can sign in to the Client portal to track your matters at any time.
When you sign in, you will see a list of your matters that looks like this:
How will I know which team member is handling my request?
You will be able to tell who is working on your requests by signing in and viewing your matter list. The person listed under “Manager” is the person within the legal team currently assigned to “manage” that particular matter.
What if I want to know what’s happening on my matter right now?
You can track the steps that have been taken on a particular matter by clicking the Actions link beside the matter you want to view. It looks like this:
You will then see a drop down menu. Click the “View Matter” link:
A screen with matter details will open up that looks like this:
You can view the most recent notes about the matter and the status.
Do I need to use this form for Low Risk contracts?
Yes. We expect to roll out a new signing process soon. Because the Legal team will be taking care of contract signature for ALL signatories, you need to route all contracts, including Low Risk contracts through legal.
Why are we changing our process and what is in this for me?
Most people find the legal routing slip confusing and hard to complete. Our new process is a lot more intuitive and easier for our internal clients.
It is also helpful for everyone to know the status of a request and who is working on it. Your questions and comments will always be with the file instead of lost within a tsunami of email correspondence. Everyone will have a clear understanding of what’s going on with the matter at any given time.
What is staying the same?
You will still use the College’s templates to create the first draft of your contract, if you are asking the Legal team to review and approve your contract.
What if I don’t fill out the forms perfectly? Where can I get help?
We know that new processes can be hard or confusing at first. We are here to support you through this process change. Just do your best to complete the information we have requested as accurately you can knowing we can correct anything at this stage. Don’t stress!
Contact any of the Legal and Compliance Team with questions at: