How to Respond to Additional Information Requests from Street Use

Responding to Street Use Additional Information Requests

During application intake or review, Street Use may require additional information to complete your application. These requests are identified as Conditions of Approval (COAs). This article explains, step by step, how to respond to COAs.

The article is organized into three sections:

• Tips for a Successful Response
  How to avoid common mistakes that delay your review cycle.
• Identify Requested Additional Information
  How to find the Conditions of Approval and reviewer's comments.
• Upload Additional Information Requested
  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 Additional Info Requested. 
• I uploaded every requested document.
• Each document is the correct type.
• My record status is now Additional Info 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: Site Plan.
  • You believe: ROW Impact Plan meets the need.
  • What to do:
    • Upload a document with Document Type = Site Plan.
    • Explain why the ROW Impact Plan satisfies the request.
    • Optionally, upload an updated ROW Impact Plan as well.

Tip #3: 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 Additional Information

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 Additional Info Requested.
2. Click the blue linked Record Number of your application to open it.

Step 3: Check For Comments Explaining Requested Information

1. Click the Status tab.
2. Look for the hourglass icon. This indicates the current task. 
3. Click the arrow icon next to the hourglass. The task expands to display status updates.
4. Click the plus (+) icon next to the Additional Info Requested entry. This expands the status update to show comments.
5. Review the Comment for details about the requested information. 

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 requested. 
2. Alternatively, click the Required Documents & Conditions tab. This tab provides a list of requested documents (Conditions of Approval) for your application.
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.

Upload Additional Information Requested

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 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 Site Plan 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.
   2. Optionally, 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 Additional Info 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 Additional Info Submitted, congratulations! Your application is back in the reviewer's queue.
   • If your record Status still shows Additional Info Requested, 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].