Information on submitting Commencement Notices
Contents
1. Warning A Commencement Notice without documentation cannot be submitted for the following works 1 Construction of a new dwelling 2 Extension to a dwelling involving a total floor area greater than 40m 3 Works which would require a Fire Safety Certificate The responsibility is on you to submit the correct type of notice Please make sure you comply with the following 1 All commencement notices should be submitted online via BCMS 2 Within BCSM select BCMS Home New Commencement Notice application BCMS Home My Account List Notices New Notice then select notice type Select notice type Commencement Notice Commencement Notice Local authority Commencement Notice Without Documentation Commencement notice without documentation Commencement date E g 07 08 2014 da 3 The online BCMS procedure for submitting a Commencement Notice without documentation is similar to that for notices which do require certificates of compliance except that a There is no requirement to appoint an Assigned Certifier b Under Statutory Documents only the Commencement Notice form itself must be submitted c Generally there is no requirement to provide supporting documentation A site location map may be required if the location of the building is not readily identifyable E g No planning permission 4 in the case of an extension to a dwelling you should include the floor area of the extensi2. 1 This tab only becomes available once the Project Details have been entered 2 Select the Nominate Roles tab and then use the blue Edit Roles button to Edit Roles nominate the Owner Builder Designer and Assigned Certifier 3 BCMS will then email the nominated persons and provide them with a link to access the notice 4 BCMS now requires that the nominated parties must log into the notice and accept the roles Warning If you are having any problems with BCMS it is probably because one or more of the parties have not completed their customer accounts Advice problems related to nominated parties If one of the nominated parties cannot access the notice from their user account it is frequently because that a different person with a similar name was nominated in error Another frequent error is where the nominated person has more than one BCMS customer account and they are trying to access the notice via the wrong account Always check that the email address of the nominated person is correct Advice To avoid problems and to reduce the risk of invalidation we would strongly advise that you should ensure that all 4 parties Owner Builder Designer amp Assigned Certifier have registered and completed their own customer account on BCMS before you proceed to the Nominate Roles tab How to access your customer account If a person who does not already have a customer account is nominated to a role
3. BCMS automatically creates an incomplete localgov ie saat sowce i customer account for them a i a They must log on to this account to properly enter their details User account Create new account Log in Request new password To access an account without a user name or password Username or e mail address 1 select Login from the BCMS home page then 2 select the Request New Password option and enter E mail new password the customer s email address 3 Select the E mail new password button BCMS then sends an email with a link to the customer account Information on submitting Commencement Notices Revision3a check for updates Page 5 4 Project Assessment This tab is used to enter details amp descriptions of all the separate buildings covered by the notice Use the blue Add Building button to add buildings to the notice Add building e Each building must be identified and described separately e A detached Domestic Garage must be identified separately from the dwelling house e Groups of identical buildings e g a terrace of houses may be entered together as a batch Where this is done the description used must clearly identify which buildings are in the group Edit building BCMS Home My Account List Notices New Notice BETA localgov ie E 3005s Ana Economy Sorc Y Y Y iJ Home BCMS Home List Notices i Project Details Hiu Ge scsossucnes Nominate Roles Statutory Documents Suppo
4. Where the submitted file is incomplete or contains errors you should expect that it will be invalidated and you will have to begin the submission process again including signing new forms It is strongly advised that adequate due care and attention should be paid when using BCMS and that the file should be checked before submission If you are having difficulties regarding credit card payments or any other specific difficulties with BCMS you should contact the BCMS team via the contact details on the BCMS pages of the website www localgov ie Information on submitting Commencement Notices Revision3a check for updates Page 1 Basic Overview In order to lodge a commencement notice via the BCMS program the following are the main steps required Step 1 Registration All 4 parties Owner Builder Designer Assigned Certifier should create and complete a customer account on the BCMS website Step 2 Select type of Notice required Commencement Notice or 7 day notice The procedure for submitting a commencement notice without documentation or a 7 day notice is slightly different from that for standard commencement notices Further guidance is provided at the back of this document Step 3 Completion of the initial project assessment Enter details of the proposed development Step 4 Nominate Roles Assign the 4 parties to the notice All parties must log in and accept their roles Step 5 Project assessment Inpu
5. obtain e The valid FSC application date e The FSC application number e g F12345 Both of these details must be included on the 7 Day Notice form when it is submitted 4 BCMS provides a copy of the Statutory Declaration when downloading the 7 Day Notice form e This declaration must be signed by the same person as the person named as the building owner e This declaration declares that an application has already been made for a Fire Safety Certificate FSC As such the Declaration cannot be signed before the FSC application has actually been made 5 Oncompletion of the assessment the notice is not submitted online To finalise your submission you must submit the Fee and the Statutory Declaration as directed by BCMS 5 Once you consider that your 7 Day Notice submission is complete you should contact the Building Control Department and notify them that validation of the Notice should begin Warning Given that the different elements of the 7 Day Notice may all be submitted separately and on different dates the responsibility is on you to make sure that you clearly notify the Building Control Authority that you are finalising your submission Failure to do so may result in your Notice being considered as incomplete or invalid Information on submitting Commencement Notices Revision3a check for updates Page 9 Commencement Notices without documentation Also refered to as a Short Commencement Notice
6. one of the 3 Statutory Registers Qualifications Complete where applicable Designer e The Statutory Register on which the individual is Registration Type Select named should be selected from the drop down list Registration No harap Registered Architect RIAI Register Registered Building Surveyor SCSI Register Chartered Engineer Engineer Ireland Register e They must enter their own personal registration ees ee a ee Other number and not their company s practice registration Registration Type oon Registration No e Practice Registration numbers may be entered at a later screen if desired Assigned Certifier Registration Type Registered Architect RIAI Register Registration No 01234 e lf you wish to assume the role of Assigned Certifier and Design Certifier you must enter your Register details in both sections WARNING The Owner is strongly advised to check that BOTH the Designer and the Assigned Certifier are legally qualified to sign the Certificates of Compliance Their registration details can be checked on the website of the 3 professional bodies www RIAL ie www engineersireland ie WWW SCSI ie Information on submitting Commencement Notices Revision3a check for updates Page 3 2 Creating a new Notice amp Entry of Project Details localgov ie Home BCMS Home Please ensure that all required project details are correctly Add new application entered before proceeding to Nominate R
7. take the time to complete it properly Login The following are the most critical information which must be entered e Persons first name amp surname do NOT enter a company name here e Persons address 6 lines available this may be a company address e A contact telephone number e Anemail address all communication from BCMS is via email e Company Name Leave blank if not signing on behalf of a company e Professional Qualifications Relevant for Designers and Assigned Certifiers only WARNING If you are having any difficulties with BCMS the most common reason by far is because at least one of the 4 parties usually the owner has not logged in to BCMS to complete their customer account Additional information for Owners and Builders ee ee BCMS Home BOMS Home My Account List Notices New Notice e The owner and the builder MUST complete a customer account Mr e Where the actual Owner or Builder is a company Harau the person authorised to sign the notice on behalf O at of the company must still enter their own name ress une rR into BCMS Main Steet Bandon Co Cork e They may identify their role in the company after their surname Eg Principal Director etc Additional information for both Assigned Certifiers and Designers pit Internet Explorer provided by Cork County Council Practice registration number The Assigned Certifier and the Designer must be an individual named on
8. B No other information should be hand written as per above warning a Some correctly entered phone numbers are incorectly printing as 01 2345678 b The bottom 5 lines of the 1 page of the Notice form from Fire Cert No to Use of buildings Information on submitting Commencement Notices Revision3a check for updates Page 7 6 Upload Supporting Documents localgov ie This tab should be used to upload all other Home BCMS Home List Notices required supporting documentation Project Construction of dwelling house for John Murphy Mallow v v o o Project Details Nominate Roles Project Assessment Statutory Documents swepring Onc Payment As well as the 6 required Statutory Uploaded Supporting Documentation List documents 3 supporting documents are also required for submission The additional support documents are as follows Select one from the following General Arrangement Drawings Warning Existing document Plans ground floor plan_rev a_ 100 23 0 pal v Remove fiie The wording on this screen could give the impression that only 1 of each of the document types is required Such an interpretation would be INCORRECT The Notice will be rejected as INVALID unless ALL documents as set out in Article 9 1 b of the Regulations are provided Plans Sectons Existing document Plans first_fioor_plan_rev a 100 23 pdf Elevations Remove file And one of the following Schedule of Plans Calcul
9. Cork County Fire amp Building Control Department Information on Submitting Commencement Notices Revision 3 Date 8 August 2014 updates marked with a green star From the 1 March 2014 all Commencement Notices should be lodged with the Building Control Authority BCA via the Building Control Management System BCMS which may be accessed via www localgov ie This document is intended as a basic guide and is not intended to act as a user manual for the BCMS system Its aim is to provide a basic walk through of the main screens in the BCMS and aims to identify the main errors amp omissions which are resulting in notices being rejected as invalid Further guidance for 7 Day Notices and short Commencement Notices are provided at the end of this document BCMS requires that all 4 parties to the notice must complete a customer account This includes the Owner the Builder the Designer and the Assigned Certifier As a new feature BCMS now requires that all nominated parties must login and accept their role before submission can proceed Nominating a person to a role and giving their name amp email address does NOT complete their customer account See page 3 of this guide If you are having any problems using BCMS it is probably because one or more of the 4 parties has failed to complete their customer account WARNING Once submitted the Building Control Authority has very limited opportunity to alter the file
10. Documents List from your own files Warning All printed forms should be proof read to ensure that none of the required data fields are blank Where information is missing from the forms you should go back to the relevant screen tab and enter the omitted data Then re download the form with the information now printed The Notice may be invalidated if you just hand write the missing information onto the form Warning Under no circumstances should you submit forms from a previous notice The new Notice will be invalidated if the barcode at the top of the form does not match the new submission number Advice Uploading Errors 1 A significant number of notices are invalidated every week due to simple errors uploading the wrong files We would strongly advise that after scanning and uploading you should open and check the uploaded documents to ensure that you have uploaded the correct document and that it includes all required pages 2 To avoid this common error we would strongly advise that the scanned signed forms should be given a file name which identifies them at a glance amp includes what the document type is Example Design Certificate_rev1_project100 23 pdf Current System Issues Some datafields are not currently prepopulating when printing the forms Until this is resolved you must ensure that the information has actually been entered into BCMS and then write the information into the forms using exactly the same wording N
11. ations Specificatons and Particulars Existing document Elevations elevatons and sections_ _rev a_ 100 23 pdf And one of the following Remove file Inspection Plan Inspection Notification Framework To upload supporting docs click here On this screen you are required to do the following Select the BLUE Add Supporting Documents button to add supporting Documents For each file you should do the following C Users mrryan Documents Working Folder BCAR planning Gro Browse The maximum file size for this document is 10 MB 1 Use the browse button to find the file on your computer ae ae 2 Carefully select the document type from the drop down list 3 Click on the Create button Warning Due care and attention should be taken when selecting document types If you do not assign the correct supporting document type you may have difficulty advancing to submitting the Notice as the BCMS may think that you are missing some required documents Warning All files uploaded must be in PDF format Advice Uploading Errors To help ensure that you upload all required documents correctly we would strongly advise that each file should be given a name which helps to identify it at a glance The File name should include a the document type and b your project reference number Example Ground Floor Plan_rev1_ref100 23 pdf Information on submitting Commencement Notices Revi
12. oles Warning BCMS Home My Account List Notices New Notice Failure to do so may cause blanks errors when printing the forms and result in the Notice being invalidated New Seven day Notice Application New Commencement Notice Application Project Name Choose a short name which will adequately allow you to identify the project Preferably the name should include the townland or the nearest town This will help you to identify the project at a later date Example Construction of dwelling house for John Murphy Mallow 5 Questions relating to phases These 5 questions relate to residential dwelling units only x If the Notice does not relate to houses or apartments enter 0 in all 5 fields Description of proposed development As this description goes on the Register of Commencement notices it must adequately describe the proposed works a what works are being carried out b what type of building s is being affected c If the notice relates to more than 1 building all buildings must be clearly identified or numbered d In the case of an extension to a dwelling house you should clearly state the area of the extension ADVICE The description should preferably be in one of the following formats Construction of Extension of by Material alterations to Change of use of to Examples of suitable amp unsuitable development descriptions Y Construction of dwelling house and detached single
13. on in the description of the proposed works Example Extension to dwelling house by 17m Current System Issues As noted in section 5 of this guide some datafields are not currently prepopulating when printing the forms Please ensure that the signed form is complete and that the Development Location is not left blank 5 Ifyou submit a Commencement Notice in hard copy please also note the following a An additional administation fee of 10 may be charged b The time taken to process the notice is increased from 7 to 12 days c The Commencement Date must be provided in the line above the Name of Building Owner s As the space provided is small this critical information is very frequently overlooked Warning amp Even if you submit your notice in hard copy all 3 parties should still create a BCMS user account and log in to accept their role BEFORE submission An Email address MUST be provided for all 3 parties Owner Builder amp Designer Make sure that your email address is clearly legible so that notifications are not sent to the wrong email address in error Information on submitting Commencement Notices Revision3a check for updates Page 10
14. rti Project Construction of dwelling house for John Murphy Mallow BCMS Home MyAccount List Notices New Notice Logout Purpose group Residential Dwellings x Sub group Dwelling House v v v o s Project Details Project Assessment Nominate Roles Statutory Documents Supporting Documents Payment Construction type Timber Frame l ID 75 Form type Commencement Notice Project Type Form status Incomplete Phase For This Notice Form description Construction of new Dwelling house Number of Storeys Purpose group Sub group Quantity Construction Storeys Height View Edit Delete Height Residential 1g Dwellings View Edit Delete FSC Add building DAC Quantity LGMA bems about contact Material Alteration Works Material Change of Use Use of Building Dwelling houses 4 to 9 River Drive Current System Issues When adding buildings to a notice the box to enter the building name number is not currently available If your notice involves more than one group type of buildings it will facilitate your Certificate of Compliance on Completion if you provide adequate details to ensure that all buildings covered by the notice are readily identifiable Warning Failure to adequately identify each building in the Project Assessment may result in delays to or invalidation of the Certificate of Compliance on Completion Information on submitting Commencement Notices Revision3a check for updates Page 6 5 Statutory Doc
15. sion3a check for updates Page 8 ke Submitting a 7 Day Notice The procedure for submitting a 7 localgov ie Day Notice is similar to that for a standard Commencement Notice except that when you have completed your online assessment BCMS Home MyAccount List Notices and attempt to submit the notice BCMS currently does not allow you to submit the notice and informs you that you must forward the fee and the Statutory Declaration to the Local Authority Home BCMS Home List Notices Project Construct new shop w Thank you for preading the Online Assessment details to complete the submission of this 7 Day Notice you should print and sign the statutory declaration and forward it with payment to the appropriate local authonty When submitting a 7 Day notice you should note the following 1 When submitting the Fire Safety Certificate FSC application it must be attached to a cover letter to clearly highlight that it is part of a 7 Day notice submission e The fee may also be submitted at this stage provided that it is clearly highlighted that the fee is for the 7 Day Notice and not a standard FSC fee e The Statutory Declaration cannot be signed before the FSC application has been made 2 When creating the notice in BCMS select 7 Day Notice rather than Commencement Notice 3 Before you print the 7 Day Notice Form if your FSC has not already been granted you should contact the Fire amp Building Control Department to
16. storey domestic garage Construction of 5 dwelling houses Numbers 10 to 14 Cork Street Mews Extension to dwelling house by 20m Material alteration of Dwelling house to convert attic Material alterations and change of use of industrial building to office Alterations Extension to house X KX KX N NN Landscaping gardens new driveway entrance planting 20 trees boring a well and works to house Advice Different regulations apply to domestic garages depending on their size and if they are attached or detached You should clarify the size and type of domestic garage in the Description of Development otherwise it will be assumed to be over 25m and detached This may require the payment of an additional 30 fee Do not refer to things to which the Building Regulations do not apply e g Landscaping Driveways Demolition Information on submitting Commencement Notices Revision3a check for updates Page 4 3 Nominate Roles 1605 3334d pro O M X project Constructio x BETA localgov ie Be fuses And coron Seach Home BCMS Home List Notices English Gaeilge Project Construction of dwelling house for John Murphy Mallow BCMS Home My Account List Notices New Notice Logout v v o o o Project Details Nominate Roles Project Assessment Statutory Documents Supporting Documents Payment Application ID 75 Local Authority Cork County Council Commencement Date 01 04 2014
17. t details for the individual building s covered by the notice BCMS can then automatically pre populate the statutory forms for you Step 6 Upload Statutory Documents Print sign scan and upload the pre populated forms Step 7 Upload Supporting Documents upload the other required supporting documents Step 8 Payment amp Submission The notice can only be submitted once each tab is complete and marked with a green V symbol The fee is generally 30 per building You will be notified by email if your Notice has been validated amp placed on the statutory Register Works may then commence on the nominated commencement date specified in the Notice form WARNING If you commence works or a change of use of a building in the absence of a Valid Commencement Notice there is no provision to retrospectively submit a Commencement Notice This may affect your ability to ever occupy lease or sell your building WARNING The barcode number at the top of the statutory forms MUST match the submission number for the notice Do not use forms printed from a previous notice as this will result in invalidation Information on submitting Commencement Notices Revision3a check for updates Page 2 1 Registration Creating a customer account BCMS requires that all parties Owner Builder Designer and Assigned Certifier must create a customer account As this account will be used for all your future Notices you should
18. uments From this tab you can download the 6 required statutory forms which are pre populated with the details which localgov ie Home BCMS Home List Notices Project Construction of dwelling house for John Murphy Mallow should have been entered in the previous tabs ecars emo MyAccount EIEN nonis jin Once signed they can be uploaded along with the list of o initrd wii S u p po rti ng d OC u m e nts Project Details Nominate Roles Project Assessmen To Upload signed statutory documents please click here The 7 Statutory documents are mmencement Notice 1 The Design Certificate 75 Cor Form status incomplete Co 2 Notice of assignment builder napone ai a 3 Notice of assignment certifier na a n aa ae 4 The Commencement Notice form Design Certificate 5 Undertaking by builder _ 6 Undertaking by Assigned certifier Checksum WA 7 The Supporting Documents List On this screen you should 1 Before downloading carefully check the previous tabs to ensure that all required data has been entered and that all 4 parties have properly completed their customer accounts 2 Download the 6 pre populated forms using the BLACK download button 3 Have the relevant persons sign the forms as required 4 Scan the signed forms and save in PDF format Check that files are under 8MB 5 Upload the signed forms back into the system using the BLUE Add or edit documents button 6 Upload the Supporting
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