How to Make Corrections to Your Shuttle Route Application

How to Make Corrections to Your Shuttle Route Application

After you submit a Shuttle Route Application, SDOT may request revised or additional documents before your application can be reviewed further. These documents are identified as Conditions of Approval (COAs). 

When corrections are required, the application status in the Seattle Services Portal changes to Corrections Required, and you will receive an email notification with details.

This guide explains how to find the requested corrections and upload the required documents so your application review can continue.

The article is organized into three sections:

• Tips for a Successful Response
  How to avoid common mistakes that delay your review cycle.
• Identify Requested Documents
  How to find the Conditions of Approval, Corrections document, and reviewer's comments.
• Upload Requested Documents
  How to upload documents correctly so your next review cycle is triggered.

Tips for a Successful Response

Checklist for Success

• I uploaded to the correct record.
• My initial record status was Corrections Required. 
• I uploaded every requested document.
• Each document is the correct type.
• My record status is now Corrections Submitted.

Tips for Triggering Your Next Review Cycle

Tip #1: Document type must exactly match the Condition of Approval.

• When uploading documents, you must select the Document Type that exactly matches the Condition of Approval.

• There must be a one-to-one match between:

  • Condition of Approval name and
  • Document Type you select when uploading 

  Example:
  If the Condition of Approval is Other Documents, your upload must use the Document Type Other Documents.

Tip #2: If you think a different document satisfies the request, still match the request.

• Even if you believe another document already meets the requirement, you must still upload a document using the requested Document Type.

• Use that document to explain why the alternate document is sufficient.

  Example:

  • Reviewer requests: Completed Route Schedule.
  • You believe: Shuttle Route Map meets the need.
  • What to do:
    • Upload a document with Document Type = Completed Route Schedule.
    • Explain why the Shuttle Route Map satisfies the request.
    • Optionally, upload an updated Shuttle Route Map as well.

Tip #3: Corrections Response documents are required when requested.

• If there is a Corrections Response Condition of Approval:
  • You must upload a document with Document Type = Corrections Response.
  • This is required in addition to other documents (for example, Shuttle Route).
• For steps to complete a Corrections Response see Step 5: Respond to a Corrections Response Condition of Approval (COA).

Tip #4: Skipping or mismatching a document will stop your review cycle.

• If any required Condition of Approval does not have a matching Document Type uploaded:
  • Your next review cycle is NOT triggered.
• If you believe a document is unnecessary:
  • Do not skip it.
  • Upload a document using the requested Document Type and explain why it’s not required.

You may upload additional documents, but they do not replace the required matching documents.

Step-by-Step Guides

Identify Requested Documents

Step 1: Log in or Register

1. Go to the Seattle Services Portal.
2. Log in:
   • If you already have an account, log in with your credentials.
   • If you don’t have an account, register your existing contact for a new account before proceeding.

Step 2: Open Your Record

1. On the My Records page, locate your Record Number with Status of Corrections Required.
2. Click the blue linked Record Number of your application to open it.

Step 3: Review the Requested Corrections

1. Click the Status tab.
2. Look for the hourglass icon, which indicates your current task. 
3. Click the arrow icon next to the hourglass to view status updates.
4. Click the plus (+) icon next to the Corrections Required entry. This expands the status update to show comments.
5. Review the comments from the SDOT reviewer carefully.
   • These comments explain what corrections or documents are required.
   • The same information was also sent to you by email.

Step 4: Check for Requested Documents

1. If an orange banner is visible, click the View All link on the banner to see any additional documents (Conditions of Approval) requested. 
2. Alternatively, click the Required Documents & Conditions tab to see the same information.

3. Review each requested document.

   1. Determine whether a new document is requested (status: Pending) or a revision to an existing document is needed (status: Update Required). 
   2. Look for specific comments from your reviewer for guidance.

   Tip: Use the Hide Completed / Show All toggle to either hide or display documents that have already been received.

Step 5: Respond to a Corrections Response Condition of Approval (COA)

1. Check for a Corrections document:
   If there is a Corrections Response COA, look for a Corrections document provided by your reviewer.
2. Access your attachments:
   1. Under Record Info, click the Attachments tab.
   2. Scroll through the attachments to locate your most recent Corrections document. 
3. Download the Corrections document:
   1. Click the blue linked file name.
   2. Depending on your browser, the document may download automatically or open as a a form in your browser.
   3. If a form opens, follow your browser-specific steps to save the Corrections document to your computer. 
4. Review and respond:
   1. The Corrections document contains comments from your reviewer. 
   2. Add your correction responses directly to it.
   3. If no Corrections document exists but there is a Corrections Response COA, create a new document with your responses. 

Upload Requested Documents

When you are ready to upload your requested documents, follow these steps.

Step 1: Log in or Register

1. Go to the Seattle Services Portal.
2. Log in:
   • If you already have an account, log in with your credentials.
   • If you don’t have an account, register your existing contact for a new account before proceeding.

Step 2: Open Your Record

1. On the My Records page, locate your Record Number with Status of Corrections Required.
2. Click the blue linked Record Number of your application to open it.

Step 3: Review the Conditions of Approval

1. When you are ready to provide your requested document(s), review Step 4: Check for Requested Documents above one more time. 
   • You need to upload a minimum of one document for EACH Condition of Approval.
   • If you believe a requested document is not required or is met by a different document:
     • Document your explanation.
     • Upload this document with the originally requested Document Type.
     • Do not skip the document or your next review cycle is NOT triggered. 

Step 4: Upload Requested Documents

1. Under Record Info, click the Attachments tab.
2. To upload a document, click Select at the bottom left of the page.
3. Select your document:
   1. Click Select in the File Upload popup.
   2. Select your document, for example your Shuttle Route Map, and click Open.
      • File names must be short and should not include special characters.
      • You may upload multiple files at once.
   3. Click Done in the File Upload popup.
4. Select your document type:
   1. Select the Document Type that exactly matches what was requested.
      Examples include: Bus Stop Photo, Corrections Response, Proof of Notification, Route Schedule, Seattle Business License, and Shuttle Route Map.
      • It is important to select the document type that matches the condition identified in Step 4: Check for Requested Documents above. This is how the system knows you have uploaded the requested document.
      • If you do not pick a document type that is an exact match for each and every required Condition of Approval that is due, your next review cycle is NOT triggered.
      • You may upload additional documents if needed.
        • If there is no matching document type, use Other Documents.
   2. Enter the Description of the document.
5. Click Save and wait for the upload to complete. Note: It may take a few minutes for your document to fully upload.
6. Repeat steps for each additional document requested. When prompted, select the document type that matches the document you are uploading.

Step 5: Check Your Record Status

Once you have submitted all requested documents, your record status changes to Corrections Submitted. (You may need to refresh your browser to see the status change.)

1. To check your status, click on My Records tab.
2. Find your record in the list that displays. 
3. Check your record status.
   • If your record Status is Corrections Submitted, congratulations! Your application is back in the reviewer's queue.
   • If your record Status still shows Corrections Required, your next review cycle has not been triggered:
     1. Look for any requested documents showing Pending or Update Required (see Step 4: Check for Requested Documents).
     2. Upload the additional requested documents (see Step 4: Upload Your Documents).
     3. Recheck your status (see Step 5: Check Your Record Status).

What Happens Next

• You can log into the Seattle Services Portal at any time to view the status of your application.
• Once corrections are submitted, SDOT staff will review your updated application.
• The portal status will reflect progress as your application moves forward.

Need Help?

Visit the Seattle Services Portal help center, email [e-mail]. or call [phone].