How to Respond to Street Use Corrections

Responding to Requested Street Use Corrections

During the application review process, Street Use may require revised or additional documents in order to complete your application. These documents are identified as Conditions of Approval (COAs). This article explains how to identify and respond to those COAs step by step.

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

• My initial record status is Awaiting Corrections. 
• 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: SDCI Site Plan.
  • You believe: ROW Impact Plan meets the need.
  • What to do:
    • Upload a document with Document Type = SDCI Site Plan.
    • Explain why the ROW Impact Plan satisfies the request.
    • Optionally, upload an updated ROW Impact Plan 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, Site Plan).
• 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.

Helpful Resources

• Video: How to Upload Documents for an Existing Street Use Application 
  Demonstrates the full upload process covered in this article.
• What Does the Orange Banner (Required Documents & Conditions) on My Record Mean
  Explains Conditions of Approval.

Step-by-Step Guides

Identify Requested Documents and Updates

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 Awaiting Corrections.
2. Click the blue linked Record Number of your application to open it.

Step 3: Check For Comments Explaining Requested Corrections

1. Click the Status tab.
2. Look for the hourglass icon. This indicates the current task. 
3. Look for the orange star icon. This indicates a task that has started but is not yet complete because a corrections cycle is required. 
   • Your application has moved from Review Evaluation back to Screening while it waits for corrections. 
   • Once corrections are submitted, your application will go through a primary and any necessary secondary reviews again. 
4. Click the arrow icon next to the orange star. The task expands to display status updates.
5. Click the plus (+) icon next to the Corrections Required entry. This expands the status update to show comments.
6. Review the Comment for details about the requested corrections. This same comment 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 Excel 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

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 Awaiting Corrections.
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 Your 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 corrections response, and click Open.
   3. Click Done in the File Upload popup.
4. Select your document type:
   1. Select the Document Type that matches the document you uploaded. For example, select Corrections Response as your document type when uploading the matching document.
      • 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).

You can log into the Seattle Services Portal at any time to view the status of your application.

Need Help?

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