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How to Respond to Street Use Corrections

Updated

During application review, revised or additional documents may be required by Street Use to complete the application process. This article provides step-by-step instructions for how to identify and respond to requested corrections. It is divided into three sections:

Check out our Video: How to Upload Documents for an Existing Street Use Application for a demonstration of the steps below.

 

Tips for a Successful Response

The most important things to understand to successfully respond to corrections and trigger your new review cycle are:

  • You must upload the requested document(s) and pick a Document Type that exactly matches any required Condition of Approval. This is how the system knows you have uploaded the requested document. All requested documents must be uploaded for the next review cycle to be triggered. See steps 9 through 19.
  • Your record status must be Awaiting Corrections when you begin. Uploading documents when your reviewer is not expecting documents does NOT trigger your next review cycle. See step 21.
  • Your record status must be Corrections Submitted when you are finished. If your record status is still in Awaiting Corrections, your next review cycle is NOT triggered. See step 21.

Here are the most frequent reasons why the start of your next review cycle may be delayed:

  • When uploading documents, be sure to select the document type that matches the Condition of Approval. For example, if your reviewer adds a Condition of Approval for Other Documents, requesting clarification on use start date, pick a document type of Other Documents when uploading your response. There must be a one-to-one match between Document Type and Condition of Approval name. 
  • If your reviewer asks for a document and you believe a different document meets the requirement, you must still upload a document that matches the Condition of Approval. For example, if your reviewer requests an SDCI Site Plan and you believe that your ROW Impact Plan provides the requested information, you must upload a document with a document type of SDCI Site Plan that explains why the ROW Impact Plan is sufficient. You may also upload an updated ROW Impact Plan, if needed.
  • If there is a Corrections Response Condition of Approval, you must upload a document with a Document Type of Corrections Response. This is in addition to other documents you may upload, such as a Site Plan. If your reviewer requests a Corrections Response document, the reviewer has also likely provided a Corrections document with details on the revisions that are required. Please download this document, add your responses, and upload the updated document as your Corrections Response. If there is no Corrections document to download, then document your responses in a new document. Remember that Corrections documents created prior to our November 7, 2020 launch were sent by email and are not available online.

IMPORTANT: 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. If you believe a requested document is not required or is met by a different document, document your explanation and upload this document with the originally requested Document Type. Do not skip the document or your next review cycle is NOT triggered. You may also upload additional documents if needed.

If you are not sure about Conditions of Approval, how to find the reviewer’s Corrections document or comments, or how to confirm that you have successfully uploaded all the requested documents, these details are explained step-by-step in this article.

 

Identify Requested Documents

Below are the steps for how to identify requested updates.

  1. Log in to Seattle Services Portal to access your application. 

    IMPORTANT: If you do not yet have a Seattle Services Portal Account, you must register before proceeding. The contact information you provide during registration must match the contact information we have on record for your application.

  2. On the My Records page, locate your Record Number with Status of Awaiting Corrections and click on the blue Record Number link. Note that you do NOT need to click Make Changes.
    The My Records section is shown, a record is listed and the Record Number and Status are highlighted in orange.
  3. To check for comments that explain what corrections are required, click the Status tab (blue link).
    Record is selected and the Status tab for the record is highlighted in orange.
  4. Look for the hourglass symbol. This is the current task. Look for the orange star. This task is started but not yet complete because a corrections cycle is required. Your application has returned from Review Evaluation to Screening to wait for corrections. Once corrections are submitted, your application will go through a primary and any necessary secondary reviews again. Click the arrow icon next to the orange star. The task expands to display status updates.
    A snap of the Status is shown, listing steps. A green checkmark is nest to Application, next an hourglass highlighted in orange is in front of the Screening step. An orange highlight shows Review Evaluation as the last step.
  5. Click the + icon next to the Corrections Required entry. This expands the status update to display any comments.
    The Corrections Required section under Review Evaluation is shown. A small plus sign is highlighted to show where to click to expand.
  6. Review the Comment for information about the corrections required. This same comment was sent via email.
    Review Evaluation step in Status page is expanded and shows a Correction Required. An orange highlight surrounds the text Comment: Please resubmit your site plan with measurements. Please also download your corrections documen, add your response, and upload your Corrections Response.
  7. Next, look for an orange banner. If a banner is visible, click the View All link on the banner to see what additional documents are required. Alternatively, click the Required Documents and Conditions tab. Review each required document to determine whether a new document (Pending status) or a revision to an existing document (Update Required status) is requested. Look for specific comments from your reviewer.

    In our example, we are being asked to upload three documents (remember, this is just an example and varies from application to application):

      • a revised Site Plan,
      • a Corrections Response (where you first must download the Corrections Excel sheet provided by your reviewer as described in the next step), and
      • an Other Documents (used for miscellaneous requests from your reviewer that will be described in the comment below the Other Documents label and/or in a Corrections Excel sheet).

    TIP: You may toggle Hide Completed / Show All to either hide or display documents that have already been received. Refer to this article for further explanation of Conditions of Approval: What Does the Orange Banner (Required Documents and Conditions) on My Record Mean.

    Record information shows the Required Documents section. Required Documents and Conditions tab is highlighted. Below, View All is highlighted. Under Required Documents (Conditions of Approval) the Hide Completed hyperlink is highlighted, and below and towards the bottom of the image the information under Site Plan is highlighted, with a text arrow pointing to it that says Reviewer Comments.
  8. If there is a Corrections Response Condition of Approval (CoA), look for a Corrections document from your reviewer.
    1. Under Record Info, click on the Attachments tab.
    2. Scroll through the attachments to find your most recent Corrections. This document contains correction comments from your reviewer. You may download and add your correction responses directly to this document. If there is no Corrections document but there is an active Corrections Response CoA, create a new document with your responses.
      Attachments section of submission. Attachments tab is highlighted, below a list of Attachments includes a Corrections document.
    3. To download your Corrections document, click on the blue link. Depending on your browser, a form then opens or the document is automatically downloaded. If a form opens in your browser, the steps to download the Corrections Excel document vary depending on the browser you use. The example below is for Internet Explorer.
      A popup asking if user wants to Save the Corrections attachment.

Upload Requested Documents

  1. When you are ready to provide your requested document(s), review the Conditions of Approval (see step 7) one more time. Remember you need to upload a minimum of one document for EACH Condition of Approval. If you need to log in again and find your record, follow steps 1 and 2.

    IMPORTANT: 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. If you believe a requested document is not required or is met by a different document, document your explanation and upload this document with the originally requested Document Type. Do not skip the document or your next review cycle is NOT triggered. You may also upload additional documents if needed.

  2. Under Record Info, click on the Attachments tab (blue link).
  3. Click Select (the button in the lower left-hand corner).
    Record attachments tab shows uploaded attachments. The blue Select button is highlighted below and to the left.
  4. Click Select a second time on the File Upload form that opens.
    File upload popup with instructions on document size.
  5. Browse to your document, click on the file name to select the file, and click Open. The system has a character limit for file names, so if the name is too long, you may get an error message. Do not include any special characters in the file name. Your screen may look different depending on the browser you use. You may select more than one document at a time.
    A list of files on a computer, Site Plan.pdf is highlighted and loaded into the File Name section. The button for Open is highlighted.
  6. Click Done.
    File upload popup indicating successful upload of attachment. Blue Done button below is highlighted.
  7. Select a Document Type that matches the corresponding condition identified in step 7, such as Site Plan, Corrections Response, or Other Documents. It is important to select a Document Type that matches the condition. This is how the system knows you have uploaded the requested document.

    IMPORTANT: 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. If you believe a requested document is not required or is met by a different document, document your explanation and upload this document with the originally requested Document Type. Do not skip the document or your next review cycle is NOT triggered. You may also upload additional documents if needed.

  8. Enter a Description (optional).
  9. Click Save.
    Select Document section. A dropdown menu that says Document Type has selected Site Plan. Below that a text box for Description is highlighted.
  10. Your document is now listed under Attachments with a Document Status of Review.
    Attachments tab on Record is shown with the uploaded Site Plan.pdf highlighted. An arrow with text points to it and says Two of the three required documents have been uploaded.
  11. Repeat steps 11 through 18 until all requested documents have been uploaded.
  12. Once you have submitted all required documents, your record status changes to Corrections Submitted. To check your status, click on My Records tab.

    TIP: You may need to refresh your browser to see the status change

    IMPORTANT: If your status has not changed to Corrections Submitted, then your next review cycle has not been triggered. Check for any Conditions of Approval that are still showing Pending or Update Required.

    A picture of a construction permit page, above that the My Records tab is highlighted in orange.
  13. Find your record in the list that displays. Your record Status is now Corrections Submitted. If it still shows Corrections Required, look for any outstanding conditions (step 7) and upload the additional documents required.
    A My Records list is shown, on the record portion the Status column is highlighted and says Corrections Submitted.
  14. You can log into the Seattle Services Portal  at any time to view the status of your application.

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