BID. Electronically Submitting a Building Permit Application Using COJ s Building Inspection Division s Electronic Permitting and Plan Review System

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1 COJ s Building Inspection Division Electronically Submitting a Building Permit Using COJ s Building Inspection Division s Electronic Permitting and Plan Review System Updated 1/5/2015

2 CONTENTS Status Definitions 2 Creating a Permit 3 Validating an Address 5 Plan Type: Electronic 6 Uploading Documents 7 Printing Your Permit 8 Initial Submission 9 Intake 10 Return for Corrections: Agencies 11 Agency Review 12 Paying Fees 15 In Review 17 Return for Corrections: Plan Review 18 Active 21 Printing Documents 22 1

3 STATUS DEFINITIONS FOR ELECTRONIC PLAN REVIEW TEMPORARY Applicant has generated a permit number and entered information into the system but not submitted for review/approval. INTAKE Applicant has electronically submitted a permit package to the City as an electronic plan review type. WAITING Internal status used by personnel to check for complete information. AGENCY REVIEW- Permit application is available for Zoning, Concurrency and Development Services review/approval. AGENCY NOT APPROVED One or more of the reviewing agencies did not approve the application to proceed to IN REVIEW. PENDING REVIEW PAYMENT The application has been found sufficient to accept for review, and the plan review fee must be paid in order to move into IN REVIEW. IN REVIEW Plans are being reviewed by personnel. RETURN FOR CORRECTIONS City found an issue during review and sent the permit back to the applicant for correction. APPROVED - PENDING PAYMENT Review has been approved, upon making this payment the permit will be ACTIVE. 2

4 CREATING A PERMIT Log into the Permitting at with your User Name and Password. Please note your User Name is your Company ID Number. Start a building permit by clicking Building under Permits > Add. 3

5 CREATING A PERMIT (CONTINUED) The permit will begin in Temporary status with no permit number assigned. The first time the permit is saved, a permit number will be generated. Complete the first five tabs of the permit as necessary (ID, Property, Overview, Spec1 and Spec2). Please note the you provide will receive notifications about the plan review and when the permit changes status. This will be the only means of communication for Electronicallysubmitted permitted applications. 4

6 VALIDATING AN ADDRESS To enter the address, it is helpful to use a wildcard search by entering part of the street name then selecting Validate. Select the desired address, confirming correct Street Direction and Unit Number. Then select Set as Address. 5

7 PLAN TYPE: ELECTRONIC To be able to upload plans on the appropriately named Upload tab, you must select Electronic as the plans type on the ID tab. 6

8 UPLOADING DOCUMENTS The Electronic Plan Review component will only accept PDF files. Please note the PDF files bearing a third-party certification CANNOT BE PASSWORD PROTECTED. Upload PDF files from your computer using the Browse button. All documents professionally prepared by an architect or engineer shall bear an electronically embedded Digital Signature using the Adobe Acrobat or other third-party certification. Each page of the PDF file shall have a title block that identifies the file as unique to the permit address and contain a likeness of the design professional s seal. All similar pages must be combined into a single document. For example, ten architectural pages are to be submitted as one ten-page pdf, not as ten single page pdf s. Place the files in the appropriate folders by using the drop-down menu in the Folder column (i.e., professionally designed signed and sealed manifest documents belong in the correspondence folder). Clicking Save will upload the documents and create a submission. Do not Submit for Approval until all required documents have been uploaded. 7

9 PRINTING YOUR PERMIT APPLICATION From the Printable Docs tab of the online permit, print out a copy of the completed permit application by selecting Permit from the list. On the printed copy of the permit application, obtain Contractor and Owner signatures and Notaries for both. After the application has been signed and notarized, scan and save it as a PDF file. From your computer, upload the application to the online permit, placing it in the Permit folder. (See on page 5) 8

10 INITIAL SUBMISSION When finished uploading documents, click the Submit for Approval button. If you are successful, the permit status will change to Intake. Once the permit is in the Intake status, you will not be able to make any changes or upload additional documents. The Permit Package will be reviewed by personnel for completeness before forwarding for agency review. If the status does not change from Temporary to Intake, then there are issues that must be addressed before submission. 9

11 INTAKE A Intake processor will check the submission for completeness. If complete, the permit will be forwarded to Zoning, Concurrency Management, and Development Services for review. The permit status will change to Agency Review. If the intake reviewer finds the submission incomplete or containing errors, it will not be forwarded for agency review and the status will be changed to Return for Corrections. The issues that need correction will appear on the Prereq tab. An notification will be sent to the Project Contact s address entered on the ID tab notifying them of the status change to either Agency Review or Return for Corrections. 10

12 RETURN FOR CORRECTIONS: AGENCIES If the permit is returned for corrections, it will show up on the Welcome dashboard in the Company Action Required section. Click on the permit number to find the issues shown in the previous screen shot. 11

13 AGENCY REVIEW Agency review status can be viewed on the Agency tab. In the example below, Concurrency has not yet reviewed the submission. Please note, the Agency tab only indicates the review status of the following agencies: o Zoning o Concurrency o Development Services There may be other State and Local agency approvals (i.e., Historical, Health Department, Office of Economic Development, etc.) that must be obtained prior to electronically submitting a building permit application. Proof of other agency approvals can be signatures on the permit application, where applicable, or copies of correspondence, which can be uploaded to the Correspondence folder. 12

14 AGENCY REVIEW (CONTINUED) From the Prereq you are able to determine if any additional agencies approvals may be required based off your address. Such agencies can include Historical and JEDC. If identified, these agency approvals must be obtained on the paper application prior to scanning and uploading it as part of your submission. Please note, the scope of work, as well as other factors, may generate the need for additional agency approvals that may be identified during the course of the plan review. 13

15 AGENCY REVIEW (CONTINUED) When all agencies have either approved or conditionally approved for plan review only the permit application, the permit status will change to Pending Review Payment and an notification will be sent to the contact address entered on the ID tab. 14

16 PAYING FEES The permit will show in the Company Action Required section of the Welcome screen. 15

17 PAYING FEES (CONTINUED) To pay your plan review fee, from My Profile select the tab titled Fees. Check the box to the left of the items you wish to pay, select a payment method, and then click Proceed. When the review fee is paid, the permit status will change to In Review. The plan review will not begin until the review fee is paid. 16

18 IN REVIEW Once the review fee is paid, you can follow the progress of the review on the Plan Review tab. By selecting Print Submission Comments, you can view a partial list of plan review comments. The list will remain incomplete until the permit status changes out of In Review. You will not be able to change information in the permit or upload additional documents while the permit is in any status other than Temporary and Return for Corrections. 17

19 RETURN FOR CORRECTIONS: PLAN REVIEW If corrections are required, the permit will be moved into the Return for Corrections status, and an notification will be sent to the contact address entered on the ID tab. Using the same file name as the original PDF document, upload only the files with corrections and submit for approval. Uploading a document with the same file name as a document in a previous submission will displace the older document in the current submission. See page 5 for instructions on uploading documents. (Example: If you had previously upload five architectural drawings from a file named Home, and you are changing one of the sheets, you will need to upload a complete new Home file with the new sheet included, do not include the old sheet. If you had uploaded files with single sheets in each file, you will only need to upload the single sheets that are changed. Either way is acceptable.) The Current submission will contain the most recent version of all uploaded documents. 18

20 RETURN FOR CORRECTIONS: PLAN REVIEW (CONTINUED) After uploading the corrected documents, click the Save button to create an additional submission. Note: Written comments back to the plan reviewer should be put in the Correspondence folder. 19

21 RETURN FOR CORRECTIONS: PLAN REVIEW (CONTINUED) Once all revisions have been saved, clicking the Submit for Approval button will move the permit back into Intake status. The intake processor will move the permit to In Review and an notification will be sent to the contact address entered on the ID tab. 20

22 ACTIVE When the plan review is approved, the status will change to Approved Pending Payment. The permit will show up on the Welcome Dashboard under Company Action Required as described previously. It will also appear in the fees tab of My Profile. Pay for the permit in the same manner as you paid the plan review fee as shown on Page 14. The permit status will then change to Active. You will not be able to request any inspections until the Building Inspection Division receives a copy of the recorded Notice of Commencement. A copy of the recorded NOC can be submitted several ways: o Scanned and uploaded with your permit package, o At the front counter, o By fax to

23 PRINTING DOCUMENTS After the permit is in Active status, print out the stamped plans from the Current submission on the Upload tab by clicking on the document name. The document will open in your local PDF reader, such as Adobe Reader. Print the document from your PDF reader, or save the document to be printed elsewhere. A complete printed set of the stamped permit documents must be onsite for all inspections. Printed permit documents must meet the minimum standard sizes as outlines in Bulletin G

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