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eBuildingstandards.scot launch: 24th August 2016

We are making changes to the way building standards applications are made from August 2016, with the launch of Scotland’s eBuildingstandards.scot online applications service. This will enable the electronic submission of applications for building warrants and other related forms, such as completion certificates. We are working to ensure we can deliver this service to those who wish to make electronic submissions. All customers that intend to submit electronic applications should do so through the new eBuilding Standards Portal. For further details please visit www.edevelopment.scot

Please note we will continue to accept and assess all Building Warrant Paper Applications (including follow up documentation) as normal.

As with any new process we will be looking to introduce temporary measures to ensure that your Building Warrant application is dealt with efficiently therefore during the transition period we may on occasions request that you submit a paper application instead of or as well as the electronic online application depending on the nature of the application. Please read the requirements below to assist you to determine the most efficient way to submit your building warrant application.

Plans and supporting information

South Ayrshire Council have produced a comprehensive list of the possible requirements we may have in order to process an Electronic Building Warrant application. Some of the requirements are national ones and some of them are the requirements of South Ayrshire Council in order to deem your application valid and determine your application, therefore you must comply with the following requirements.

Attaching plans and drawings

If you chose to submit your application via the portal ALL plans and drawings must have a scale bar, key dimensions, the direction of north, original print (paper) size and relevant scale (e.g. 1:200 at A3, 1:100 at A4) at that print size clearly marked on them.

At this time we request that you submit plans and drawings only on A3 or smaller, this will help South Ayrshire Council process your application more efficiently. For example, consider placing fewer elevations on smaller page sizes, even if this means submitting more documents. We would also recommend only using colour where necessary as this can greatly increase file sizes. At this time we are unable to accept documents that cannot be printed to scale at A3 or A4.

Please ensure that the files are supplied and uploaded in the correct orientation. The file should be saved with the orientation it should be viewed in, landscape or portrait. e.g. drawings to be viewed as landscape are supplied as landscape etc.

Please note: If you cannot reduce your documents to be printed at A3 or A4, you may be asked to submit hard copies of these to us therefore we will continue to accept and assess all other Building Warrant Paper Applications (including follow up documentation) as normal.

Select the paper size of the document and select what kind of document type it is. It is important that these details are correct.

Attach a block/location plan – if you are applying for a building warrant, or submitting a completion certificate where no warrant was obtained, a block/location plan should accompany your application. If you do not already have access to location plans, the eBuildingStandards.scot portal provides links to three accredited block/location plan providers. It should preferably be based on Ordnance Survey information on a scale of 1:1250 (4 Ha), and include a North Point. It should contain enough information of the surrounding area to allow the site to be clearly identified, for example, landmarks, road junctions and so on.

The land your proposal relates to must be outlined in RED and any other adjoining land you own in BLUE.

We may also request a paper copy of the application depending on the complexity of the project and whether it is deemed suitable to vet electronically . If you would like to discuss whether your application should be submitted electronically or on paper please email - Building.Standards@south-ayrshire.gov.uk

Please note that we will review our Temporary transition measures and update our website and the news pages accordingly.

Supporting documentation

Applications: You must include supporting documents for most applications, for example architect drawings.

Additional Documentation: You must include all the extra documents the local authority have asked for or provide all the documents you want to be considered.

We would prefer if all drawings and documentation are attached as .pdf (Adobe Acrobat) files rather than .tif files.

Other file types that will be accepted are the following formats: DOC, DOCX, GIF, JPG, PDF, PLT, TIF, TXT, XLS, and XLW – we are unable to accept CAD files at this time.

You can attach the documents online. You should only send documents by post where you have prior agreement with the local authority to do so.

If attaching electronic files, each file must be no larger than 5 Mb (5120Kb) and you may supply up to 100 Mb in total for all supporting files. If you need to exceed either of these limits you will need to contact South Ayrshire Council Building Standards for further instructions.

Where it is necessary to post a paper document to the Local Authority, it must be on paper no larger than A0 (approximately 1.2 x 0.84m). However, you should only supply an electronic copy on CD or DVD by post to avoid large e-mails or the need to scan documents.

Your document may be printed by the local authority. Ensure that this document can be printed from the submitted file and , if it is a drawing or plan, that it has also been clearly annotated with a scale bar and the key measurements.

The new portal will allow you to submit:

  • Application for building warrant
  • Application for amendment of building warrant
  • Application to extend period of validity of building warrant
  • Application to extend period of use of limited life building
  • Application for temporary occupation or use of a building
  • Application for discharge or variation of a continuing requirement
  • Notice regarding start of work
  • Notice of work stage completion
  • Notice of intention to use an Approved Certifier of Construction
  • Completion Certificate – submission
  • Completion Certificate – where no building warrant was obtained
  • Submission of additional information

Online applications will be simple, save applicants time and money and will be delivered to us swiftly, enabling us to start considering applications sooner.

eBuildingstandards.scot will be accessed through eDevelopment.scot – a new single landing page leading both to the new eBuilding Standards service and to the ePlanning service launched in January 2016. Just one registration is needed, so if you are already registered on ePlanning.scot, you will be able to use the same login details for eBuildingstandards.scot.

For further details please visit www.edevelopment.scot

How applications will be processed

All customers should submit electronic applications using the new eBuilding Standards Portal. This will also allow you to submit additional or follow up information in relation to existing building standards applications. From 24 August, this is the only way you will be able to submit this type of documentation electronically. We will not be accepting any electronic applications or follow up information by email.

eBuilding Standards plan sharing solution – Issuing Approvals

The Scottish Government are in the process of developing a national solution for sharing plans and other documentation with applicants using the eBuilding Standards service. The Scottish Government remains committed to delivering a solution for all 32 local authorities (LAs) in Scotland as soon as practical. This is however a substantial piece of work and will need to be resourced and project managed appropriately.

While this will not be available in time for the launch of eBuilding Standards on 24 August, South Ayrshire Council Building Standard intend to issue all approvals electronically in due course and we are currently in the process of developing our own interim solution for use until a national solution becomes available.

In light of this we wanted to make sure that the functional requirements are reviewed by our ICT staff to ensure that our in-house Plan Sharing Solution is secure and is fit for purpose and therefore we will update applicants/agents as soon as our in-house solution is available.

Please note: If you submit a paper application, you will still receive a paper approval.

We will issue further guidance in due course.

Outstanding issues / workarounds

Work continues in resolving a number of outstanding localised matters. We have seen significant progress in the resolution of outstanding matters and these matters will either be resolved or workarounds will be in place ahead of the portal launch on the 24th. We are working to ensure we can deliver this service to those who wish to make electronic submissions.

Contacting us

To make sure that any questions or requests to the Building Standards team reach their target over these crucial next few weeks, could we ask that you please address (or copy) any emails to the generic Building Standards mailbox Building.Standards@south-ayrshire.gov.uk; or call the in the first instance (01292 616253). This will allow us to track all requests coming in to the team, and to ensure they reach the person best placed to handle them and that the necessary action can be taken as quickly as possible.

Thank you

Thank you for your efforts in assisting us with our transition to eBuilding Standards so far, and for following our requests as we take these new tasks forward to the launch of eBuildingStandards.scot and beyond. Your efforts are much appreciated.

We will issue further guidance in due course.

For any questions, please contact:

Gary Roche
eBuilding Standards Project Coordinator
01292 616670
Gary.Roche@south-ayrshire.gov.uk

For further information, please contact:

Andy Kinnaird
0131 244 7076 / 07717 422358
Andy.Kinnaird@gov.scot
eDevelopment Support
0131 244 1450
edevelopment@gov.scot

Partners in compliance seminar – one day certification awareness seminar

County Hall, Wellington Square, Ayr on Thursday, 11th December 2014.

Stakeholders

The purpose of the Seminar is to raise awareness of certification and promote the compliance of building standards in Scotland through joint working between Local Authority Verifiers and the Certifiers. This seminar aims to provide a better insight into the actual schemes and the benefits to the compliance agenda. It will also give speakers and delegates the opportunity of sharing past and present experiences of the schemes.

All presentations will be delivered by key speakers from Local Authority Building Standards Scotland (LABSS), Building Standards Division (BSD) and our “Partners in Compliance” Scotland’s Certification Scheme Providers from, SER, SELECT, NICEIC, RIAS, SNIPEF and BRE.

Attendance at the Seminar is open to all those involved in Building Standards system in Scotland, be they designers, certifiers, verifiers, builders and Building Warrant service users.

To reserve a place at Ayr on 11th December 2014, please download and complete the booking form attached to the flyer & programme and return via email to: wightonj@stirling.gov.uk

Booking forms are also available from:

James Whiteford,
LABSS Administration Convener
Tel: 01835 826736
Email: jwhiteford@scotborders.gov.uk

National customer survey launched

We are pleased to confirm that the National Customer Survey has now been launched.

The Building Standards Division at the Scottish Government have commissioned a company called Pye Tait to undertake a customer satisfaction survey of all those who have used local authority building standards since 1 April 2013.

All service users, both as applicants and their agents, will contacted initially to determine if they wish to participate or would prefer to opt out.

The introductory guidance notes at the start of the survey will identify Pye Tait as the main point of contact in the event customers have any queries.

LABSS / LABC framework agreement

National building standards organisations announce formal link

LABSS (Local Authority Building Standards Scotland) and LABC (Local Authority Building Control in England and Wales) have made a formal agreement to join together on key activities.

Both LABSS and LABC pledge to work together to promote and provide:

  1. independent, public sector regulatory standards and practices that are used to ensure safe, efficient, sustainable, healthy and accessible buildings;
  2. research on best practice, technical development and support for innovation within the building industry and positive support of regulatory policy;
  3. practical help to customers - building professionals, manufacturers, developers, contractors, trades, communities and property owners.

By working together across these areas both organisations aim to influence policy at government level in Scotland, England and Wales and strengthen the case for public service ethos in building standards.

LABSS and LABC will also align and jointly deliver some services, to develop customer support, improve efficiency and consistency. To achieve this both organisations will create working groups to develop research, policies, technical guidance and improve customer relationship management. This cooperation will start with specific schemes and actions and be allowed to develop as additional activities or value added services are found to be relevant. Future developments will seek to include collaboration and sharing of resources between local authorities and improve technical functions by supporting “smarter working” to drive up local authority efficiency.

Welcoming the new agreement, LABC’s Chief Executive Paul Everall said: “We have an enormous amount in common, not just technical matters, but also through providing excellent services to our communities and to the construction industry. By working together we will have a larger research base and be able to share the development of new approaches to our work and to improving performance.”

Muir Somerville, Chair of LABSS, added: “It is a fact that we share customers and that major developers and house builders work across our national borders. This agreement to share information and to work together will give customers and industry a more efficient and streamlined service. Whilst the legislative and administrative mechanisms of our systems are different, the underlying technical standards and design requirements are similar. By pooling our resources and working together we can deliver better value. In the final analysis we are all committed to building safe, environmentally sound and high performing buildings.”

A number of specific initiatives are being worked on. The alignment of LABSS’s Scottish Type Approval Scheme and LABC’s Registered Details schemes is a top priority so that building designers, specifiers and manufacturers can acquire more pre-approval of solutions and designs. Other areas include: adding further customer services; extending product assessment; sharing accessible, centrally held, cross-border registrations and partnerships; joint research on technical policy, service outcomes and customer opinion will also be shared.

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