Department of Natural Resources. Coastal Use Permit Online Application. User Guide

Transcription

1 Department of Natural Resources Coastal Use Permit Online Application User Guide Revised: 11/18/2005

2 Table of Contents Access the Sonris Database... 3 Before You Start... 4 Access the Online Application Website... 6 Register for a Username... 7 New User Registration... 8 Login to CUPS Online Applications Manage Your User Account Change Your Password Complete an Application Create a New Application Update An Application Upload a Document to an Existing Application Access Unsubmitted Applications Track An Application Troubleshooting Revised: 06/21/2010 Page 2 of 48

3 Access the Sonris Database Access the Department of Natural Resources (DNR) SONRIS database by clicking on the SONRIS image from the DNR home page. The SONRIS image is circled in red above. Revised: 06/21/2010 Page 3 of 48

4 Before You Start 1. There are several required free add-on programs that must be installed on your PC for the application to operate correctly. If you are sure that you already have these programs loaded on your PC, you may skip this step and proceed to Access The Online Application Website. The required programs are: Oracle JInitiator , Java Virtual Machine, Adobe Acrobat Reader, and Microsoft Internet Explorer 6.0 SP1. 2. If you know that you need any of the required programs installed or you are not sure if you have the required programs installed, click on Downloads from the menu bar as indicated by the red arrow. Revised: 06/21/2010 Page 4 of 48

5 3. Click on the icons for the program(s) that you need to install one at a time. Follow the instructions on the screen. 4. If you are prompted to download a program during your use of the CUPS Online Application, verify that the prompt is for one of the listed programs and proceed with the download. If the prompt is not for one of the listed programs, do NOT download it, unless you are sure it won t harm your PC. 5. If you need assistance with downloads or have any questions regarding them, contact the SONRIS Helpdesk by phone at (225) in the Baton Rouge area or toll-free at (888) The SONRIS Helpdesk may also be contacted by at helpdeskdnr@dnr.state.la.us. Revised: 06/21/2010 Page 5 of 48

6 Access the Online Application Website Next, click on the Online Application link, which is located in the left column, under Database Access, Coastal Use Permits. The red arrow above, points to the correct location. Revised: 06/21/2010 Page 6 of 48

7 Register for a Username 1. If you have previously registered, skip this step and proceed to the next page. 2. If you do not have a username for the CUPS Online Application system, then click the link in the Have you registered yet? box as indicated by the red arrow above. Revised: 06/21/2010 Page 7 of 48

8 New User Registration 1. Complete the information requested on the screen. Items marked with an asterisk (*) are required; your registration will not be successful without filling in those items. 2. Complete the information as follows: a. Applicant Type (Required) i. Individual Use this option if you are registering for yourself as a company, company owner, company employee, or private citizen who is applying for your own permit. Do not use this option if you are an agent or the employee of an agent working on behalf someone else. Revised: 06/21/2010 Page 8 of 48

9 ii. Agent Use this option if you are registering as an agent or the employee of an agent for the proposed project. iii. Internal Use this option if you are a DNR employee carrying out your assigned duties. b. Organization Enter the name of the company that you work for in connection with permit applications. c. First Name (Required) Enter your first name. d. Last Name (Required) Enter your last name. e. Address 1 Enter the first line of address where mail is received in connection with CUP Applications. f. Address 2 Enter the second line of address where mail is received in connection with CUP applications. g. City Enter the city that where mail is received in connection with CUP applications. h. State / Province Enter the state or province where mail is received in connection with CUP applications. i. Country Enter the country where mail is received in connection with CUP applications. j. (Required) Enter the address which will be used in connection with CUPS applications. This is the address that CMD will send all correspondence for CUP applications. k. Re-Type (Required) Enter the same address that you entered in the previous field. You are required to enter the address twice to verify the accuracy of the address. l. Phone Type Select a phone type and enter the corresponding area code and phone number. This should be the number that you will receive phone calls regarding any online applications that you enter. m. Fax Type Skip the selection part of this field because there is currently only one choice (Fax-Office). Enter the area code and fax number that you will receive faxes regarding any online applications that you enter. n. Enter a Username (Required) Make up a username that is easy to remember. Usernames may consist of a z, 0 9, and underscores (_). Revised: 06/21/2010 Page 9 of 48

10 o. Enter a New Password (Required) Make up a password that is easy to remember. Passwords are required to be at least 5 characters and must contain at least 1 number. p. Re-Type Password (Required) Re-enter the password that was entered in the previous step. This is done for password verification. 3. Read the Terms of Service. 4. If you agree to the Terms of Service, click on the I Agree button to submit your registration. You will be automatically logged on and taken to the main menu. 5. If you do not agree to the Terms of Service click the Cancel button to exit the registration process. If you click Cancel you will not be allowed to use the CUPS Online Application system. Revised: 06/21/2010 Page 10 of 48

11 Login to CUPS Online Applications 1. If you have previously registered, enter your user name and password as indicated above. 2. Click the Login button. 3. If you have forgotten your password, please the DNR Help Desk to request that it be reset. Revised: 06/21/2010 Page 11 of 48

12 Manage Your User Account 1. Click on the Manage Your User Account link as indicated by the red arrow above. 2. To change any information, click in the field that needs to be changed and make the necessary corrections. Refer to the New User Registration section of this manual for guidance on how to fill out specified fields. 3. When you are done updating your account, click the Submit button to save your changes. Revised: 06/21/2010 Page 12 of 48

13 Change Your Password 1. If you want to change your password, go to the Manage Your User Account screen and enter your new password as indicated above. 2. Click the submit button. The new password is in effect immediately. Revised: 06/21/2010 Page 13 of 48

14 Complete an Application To create or update an application, click on the Complete an Application link as indicated by the red arrow. Instructions for specific functions involved with completing an application begin on the next page. Note: If a particular section does not apply, leave blank. DO NOT enter N/A. Revised: 06/21/2010 Page 14 of 48

15 Create a New Application 1. Click on the Joint Permit Application link to start the new application process. 2. Complete each step in the process where applicable. Revised: 06/21/2010 Page 15 of 48

16 a. Step 1 - Complete step 1 of the application based upon the permit applicant. The applicant is the landowner, person, or company that is responsible for the proposed project. Required fields are marked with an asterisk (*). If you registered as an individual, some of the fields will be populated for you. If anything is incorrect, enter the correct information. i. Applicant Type Select the option that best describes the type of entity of the applicant. For example, if the applicant is a company not involved in the Oil and Gas industry and not commercial, you would select the Industry/Other option. ii. Contact Information Complete this section with the requested information for the applicant s primary point of contact for this project. b. Click the Next button to save step 1 and the form will advance to the next step. Revised: 06/21/2010 Page 16 of 48

17 c. Step 2 Complete step 2 of the application based upon the agent. If no agent is being used, skip this step by clicking the Next button. If you registered as an agent, some of the fields will be populated for you. If anything is incorrect, enter the correct information. d. Contact Information Complete this section with the requested information for the person who is applying for a permit on behalf of the applicant. e. Click the Next button to save step 2 and the form will advance to the next step. Revised: 06/21/2010 Page 17 of 48

18 f. Step 3 Select the type of permit action you are requesting. A detailed explanation of each option is printed on the screen under the option. g. Click the Next button to save the page and advance to the next step. Revised: 06/21/2010 Page 18 of 48

19 h. Step 4 Complete the appropriate sections if you or your client has participated in a Pre-Application or a Geological Review meeting, or if you have obtained a wetland determination. Any supporting documentation can be uploaded in Step 13. Step 4a i. Yes / No - Click Yes if you or your client have participated in a preapplication or geological review meeting in relation to the proposed project. Otherwise, click No. ii. Date meeting was held Enter the date that the pre-application or geological review meeting was held. The date should be entered in MM/DD/YYYY format. (Example: 10/12/2005) Revised: 06/21/2010 Page 19 of 48

20 iii. Attendees Enter the first and last name of the corresponding representative. There is a field for the representative of the permit applicant/agent (Company Rep), the representative of the Coastal Management Division of the Department of Natural Resources (CMD Rep), and the representative of the Corps of Engineers (COE). Step 4b iv. Yes / No Click Yes if you have obtained an official wetland determination from the Corps of Engineers for the project site. Otherwise, click No. Step 4c v. Yes / No Click Yes if this application is a mitigation plan for another Coastal Use Permit. Otherwise, click No. vi. Permit Number Enter the CUP number of the previous permit that the mitigation plan is for. Revised: 06/21/2010 Page 20 of 48

21 i. Step 5 This step focuses on the project description and information about any related permits. Step 5a Give a detailed description of the proposed project. You are allotted 2000 characters for the project description. Step 5b i. Yes / No - Click Yes if this current application is a change to an existing permit. Otherwise, click No. ii. Permit Number Enter the permit number of the existing permit; the one that this application is making changes to. If you clicked No, skip this item. Revised: 06/21/2010 Page 21 of 48

22 Step 5c iii. Yes / No Click Yes if there is a previous permit or emergency authorization in relation to the proposed project, for which you are currently applying for. Otherwise, click No and proceed to step 6. iv. Agency Name Enter the name(s) of the agency or agencies that were involved in the previous permit or emergency authorization. v. Permit Number Enter the corresponding permit number(s) of the previous permit or emergency authorization. vi. Decision Status Click the circle under the current status of the previous permit or emergency authorization. vii. Decision Date If the Decision Status is Approved or Denied, enter the date that the decision regarding the previous permit or emergency authorization was made. Enter the date(s) in format MM/DD/YYYY (ex. 10/15/2005). Revised: 06/21/2010 Page 22 of 48

23 j. Step 6 Step 6 requests information regarding the exact location of the proposed project. If a field is not applicable, leave blank. Do NOT enter N/A. Step 6a i. Parish (Required) - Select the parish where the proposed project will be located. Additional options available in the dropdown box are: Coastwide, Offshore, and Out of State. ii. City Enter the name of the city where the proposed project will be located. If city does not apply, leave blank. iii. Zipcode Enter the zipcode of the proposed project s location. Revised: 06/21/2010 Page 23 of 48

24 iv. Street Address Enter the complete street address of the project s location. Step 6b v. Latitude (Required) Enter the exact latitude coordinates. The exact coordinates consist of degree, minutes, and seconds. The coordinate ranges are listed under the corresponding fields and should be reported to the second decimal point. vi. Longitude (Required) Enter the exact longitude coordinates. The exact coordinates consist of degree, minutes, and seconds. The coordinate ranges are listed under the corresponding fields and should be reported to the second decimal point. Step 6c vii. Section Enter the project location section number, if available. Multiple sections can be entered for a Township and Range. viii. Township Enter the project location township number accompanied with (N)orth or (S)outh. ix. Range Enter the project location range number accompanied with (E)ast or (W)est. Revised: 06/21/2010 Page 24 of 48

25 Step 6d x. Lot - Enter the lot number of the project s location. xi. xii. xiii. Tract Enter the tract number of the land where the project is located. Parcel Enter the parcel number of the project s location. Subdivision Name If the proposed project is located in a subdivision enter the name of the subdivision in this field. Step 6e xiv. Site Directions Give specific driving directions to the project site. Use the example above this step on the browser as a guide. You may also provide directions as a certain distance and direction from a town. Revised: 06/21/2010 Page 25 of 48

26 Step 7 Note: To add more adjacent landowners, click the Click here to add more adjacent landowners link as indicated by the red arrow above. If there are more than 8 adjacent landowners, create an electronic document of the additional entries and upload it in step 13. a. Adjacent Landowner Enter the full name of any adjacent landowners. b. Address Enter the mailing address of any adjacent landowners. c. Unit / Apartment # - Enter the apartment number or post office box number of any adjacent landowners. d. City Enter the city of any adjacent landowners. e. State Select the adjacent landowner s state. f. Zip Enter the zip code of any adjacent landowners. Revised: 06/21/2010 Page 26 of 48

27 k. Step 8 This step requests information regarding the purpose of the proposed project. Step 8a i. Project Name and/or Title Give your project a title. ii. Project Type Click the circle to indicate if your project is Non- Residential or Residential. Application fees will be assessed accordingly. Step 8c iii. What will be done for the proposed project? Click all boxes that correspond to the project function(s). Step 8d iv. Why is the project needed? (Required) Fully explain the purpose of the proposed project in detail. Revised: 06/21/2010 Page 27 of 48

28 l. Step 9 Answer the following questions pertaining to the current status of the project. Step 9a i. Proposed start date Enter the anticipated date on which the project will begin, in format MM/DD/YYYY. ii. Proposed end date Enter the anticipated completion date of the project, in format MM/DD/YYYY. Step 9b iii. Yes / No Click Yes if any work has been done on the project. Otherwise click No. Step 9c iv. Yes / No Click Yes if all work for the project is finished. Otherwise, click No. Revised: 06/21/2010 Page 28 of 48

29 m. Step 10 This step requests information about the structures, materials, and methods used in the project. The formulas and examples for calculating cubic yards and acres are provided on the web browser. Consider these definitions when completing step 10. Non-Vegetated Waterbottoms Waterbottoms that lack the presence of rooted vegetation. Non-Wet Areas Any area that has sufficiently dry conditions that indicate hydrophytic vegetation, hydric soils, and/or wetland hydrology are lacking. Vegetated Waterbottoms Waterbottoms that exhibit the presence of rooted vegetation. Revised: 06/21/2010 Page 29 of 48

30 Wetlands An open water area or an area that is inundated or saturated by surface or ground water at a frequency and duration to support, and under normal circumstances does support, a prevalence of vegetation typically adapted for life in saturated soil conditions. Wetlands generally include swamps, marshes, bogs, and similar areas. Step 10a i. Excavations Check the boxes to indicate in which type of habitat excavation will be done, and the volume of excavated material. Step 10b ii. Fill Areas Check the boxes to indicate which type of habitat will be filled with materials listed in step 10c and the volume of fill used. A fill area in one in which materials are used to replace any portion of a waterbottom or wetland with dry land or changes the elevation of wetlands or waterbottoms. Revised: 06/21/2010 Page 30 of 48

31 Step 10c iii. Fill Materials Check the boxes to indicate which types of materials will be used in step 10b and enter the volume of each type of fill to be used. Step 10d iv. Equipment Check the boxes to indicate which equipment will be used to carry out this project. Revised: 06/21/2010 Page 31 of 48

32 n. Step 11 What efforts have been made to minimize the impact of this project on our wetlands and waterbottoms. Answer the question in this step as thoroughly as possible. Revised: 06/21/2010 Page 32 of 48

33 o. Step 12 Complete this step only if you are applying for a Coastal Use Permit (CUP). Step 12a i. Are you applying for a Coastal Use Permit? Click Yes if this application is for a Coastal Use Permit and read the Requirements for Notification of Landowners note on the web browser. Otherwise, click No and proceed to step 13. Step 12b ii. Are you the sole land owner of the property of the project? Click Yes if you own all of the project land and proceed to step 13. Click No if there are other land owners and check the appropriate boxes concerning the landowners. Revised: 06/21/2010 Page 33 of 48

34 iii. The applicant is an owner of the property on which the proposed described activity is to occur. Check the box if this statement is true. If you do not own any of the land, click No. iv. The applicant has made every reasonable effort to determine the identity and current address of the owner(s) of the land on which the proposed described activity is to occur, which included, if necessary, a search of the public records of the parish in which the proposed activity is to occur. Check the box if this statement is true. If this statement is not true, leave the box blank. v. The applicant hereby attests that a copy of the application has been distributed to the following landowners. (Required) Check this box if you have sent a copy of the application to the listed landowners. vi. Landowner Enter the full name of the landowner of the project property, if applicable. vii. Mailing Address Enter the complete mailing address for the landowner. viii. City Parish State Zip Enter the landowner s city, parish (if applicable), state, and zipcode. Note: If there are more than two landowners, enter their name and address information into an electronic document (Word, WordPerfect, Notepad, etc.) and upload the document in step 13. Step 12c ix. Does the proposed activity present potential impacts to vegetated wetlands? Click No if there are not any wetlands involved in the project and proceed to step 13. Click Yes if vegetated wetlands are involved in the project and read the information titled Landowner Rights and Applicant Responsibilities below 12c. A Yes answer also suggests that the applicant submit a Landowner Compensatory Mitigation Request/Waiver. Click Not Sure, if you are not certain that the project involves vegetated wetlands and read the information titled Landowner Rights and Applicant Responsibilities below 12c. The Landowner Mitigation Waiver is a tool used to expedite contact with, and coordination with, the landowner when mitigation is involved. Revised: 06/21/2010 Page 34 of 48

35 p. Step 13 The purpose of this step is to upload attachments associated with your application. A vicinity map is created for you and it can be saved and uploaded with the rest of your documents. Read all of the instructions on the screen before proceeding. i. Vicinity Map The red circle above shows the automatically generated vicinity map based upon the coordinates input in Step 6. If the map is not correct, try modifying the coordinates in Step To save the vicinity map to your hard drive, click on the the map. 2. A large picture will pop up with a save icon ( ) in the upper left hand corner. Click on the save icon and select a place on your hard drive to place the map. Revised: 06/21/2010 Page 35 of 48

36 ii. Upload Documents To upload the vicinity map and any other documents that need to be submitted with the application, click on the Browse button and select the document. Up to four documents can be uploaded at a time. 1. Click the Upload button to save the documents to the database. 2. If there are more than four documents, repeat the Browse process and click the Upload button. Follow this procedure until all documents have been uploaded. Note: This is where supporting documents such as wetland determinations and any pre-application documentation can be uploaded and submitted with the permit application. Revised: 06/21/2010 Page 36 of 48

37 iii. View Uploaded Files Click the View button to display a list of all files and documents that have been uploaded for the application. A pop-up screen like the one above will be displayed. 1. If you would like to delete any of the previously uploaded documents, click the Remove button. 2. When you are done viewing and / or deleting, click the Close button to return to the previous screen. Revised: 06/21/2010 Page 37 of 48

38 q. Step 14 This step sets the application fee and requests credit card information to process the payment. Step 14a The amount of the application fee will be displayed on this page as indicated by the red circle in the photo above. The amount of the fee is dependant on the selection made in Step 8a. Step 14b i. A major credit card is required for payment online. Enter the credit card number and expiration date where indicated on the screen and click the Submit button to send the application packet to the CMD. The credit card will be charged the application fee. ii. Read the certification message that pops up and click OK if you wish to complete the application process. Revised: 06/21/2010 Page 38 of 48

39 r. Step 15 - Congratulations! You have completed the online permit application process! A receipt is displayed which contains the applicant s name, address, permit number, and fee. If you would like to review or get a copy of the application, click the View Application button. A copy of the permit application will be displayed. At that point, you may print the application (Print Application link at the top of the page) for your records. You also have the options of reviewing all uploaded files that were electronically attached to the application, and to view any comments submitted by the public or government agencies (View Comments related to this application button). Click the Home button to return to the main menu. Revised: 06/21/2010 Page 39 of 48

40 Update An Existing Application 1. If modifications are necessary after an application has been completed, starting from the main menu, click Complete An Application. The above screen will display. 2. Enter the appropriate Cup Number in the space indicated above. 3. Click the Go button. Revised: 06/21/2010 Page 40 of 48

41 4. You will be asked to explain the reason for the application revision. Enter a detailed explanation and explain how the revision differs from the current version. 5. Click the Next button. 6. Step 1 of the application screen will display. From there you can click on the step(s) to be modified and make the changes. Revised: 06/21/2010 Page 41 of 48

42 7. When you have made all of the modifications, including uploading new plats if necessary, go to Step 13 and click Submit. The revised application will be submitted to CMD. Revised: 06/21/2010 Page 42 of 48

43 Upload a Document to an Existing Application 1. If additional documents need to be attached to an existing application, enter the appropriate CUP number in the space indicated above. 2. Click the Upload button to display the upload screen. Revised: 06/21/2010 Page 43 of 48

44 3. Select the file to be uploaded by clicking the Browse button to locate the file on your hard drive or server. 4. Select which type of file you are uploading from the dropdown box to the right of the Browse button. 5. You may input up to four files at a time. If you have more than four files to upload, see step Click the Submit button to upload your files. 7. To upload more than four files, Submit the first four, then enter the next four and Submit, and so on, until all files have been uploaded. 8. Click the Close button to end the upload. Revised: 06/21/2010 Page 44 of 48

45 Access Unsubmitted Applications 1. If an application was partially completed, it will be displayed in the Unsubmitted Applications/Revisions box as indicated by the red arrow above. Unsubmitted applications are stored under the username that they were created under, and are identified by the applicant name and date last updated. 2. Click the link of the application that you wish to complete or add more information to. 3. Step 1 of the online application screen will display. Select the step where you left off and input the requested information. 4. Follow the instructions listed in the Complete An Application section of this manual. Revised: 06/21/2010 Page 45 of 48

46 Track An Application 1. To track the status of your application, click on the Track an Application link as indicated by the red arrow above. Revised: 06/21/2010 Page 46 of 48

47 2. A list of permit numbers entered under your username will be displayed. a. Image Click on the image link to display a graphical depiction of where your application is in the permitting process. Certain events can be clicked on to review sub-procedures. b. Text Click on the text link to display a written tracking report of all completed steps and any in progress steps. Troubleshooting: Some helpful hints: Revised: 06/21/2010 Page 47 of 48

48 1. The viewer is designed to work with Internet Explorer. It may not function properly in any other internet browser (firefox, netscape, etc). 2. Older versions of the viewer do not work with the new Internet Explorer 7.0 update. As of January 29, 2007 the viewer had been updated to function with IE If you have recently updated to IE 7.0 and you downloaded the viewer prior to January 29, 2007, you will need to update the viewer. Uninstall the current version of the viewer and reboot your PC. Follow the installation directions above to reinstall the updated viewer, then reboot your PC again. (NOTE: Be sure to reboot after each step in order to successfully complete the uninstall/reinstall process.) 4. The viewer works in conjunction with Adobe for PDF documents, however, the viewer may not work if more that one version of Adobe is available on your PC. 5. If using the new Adobe 8.0 upgrade, links embedded in documents (Live map in GIS report, Final Plats in Authorization document, links in the application checklist, etc) may not work. If the links do not work, in order to view the documents you must either go back to Adobe or earlier, OR right click on the link, select copy link location, click on the internet browser address bar, right click and select paste. Click go and the document will open in the window. 6. The viewer will not work if the Google toolbar is active in your internet browser. Turn it off before viewing documents. 7. Be sure to turn off all popup blockers. Revised: 06/21/2010 Page 48 of 48