Overview

The corrections request process allows for agency staff and an external user to collaborate on correcting information on a submitted form.

Overview: Reviewing a Submission and Requesting Corrections (Agency Reviewer)

The corrections request process consists of the following steps:

1. An external user submits a form and is assigned to an agency reviewer for processing.

2. The agency reviewer reviews the submission for errors and omissions.

3. The agency reviewer marks specific sections or questions within a section as needing a correction.

4. The agency reviewer finishes reviewing the submission. If one or more correction requests have been added, the system changes the submission status to On Hold, and a notification is sent to the submitter that corrections are needed.

Overview: General Process for Performing Corrections (External User)

The external user is made aware that corrections are needed though a correction request notification email. The external user follows the steps below to complete the requested corrections:

1. Upon logging into nVIRO, the external user sees a message on the Dashboard indicating that corrections are needed to their submission. The external user begins the corrections request process by revising the form.

2. The external user navigates to the section(s) where corrections are needed and corrects the data, as needed.

3. The external user marks the correction request as Completed to close the correction request.

4. Once all corrections requests are completed, the form is resubmitted.

The agency user can then proceed with processing the corrected submission.

Overview: Reviewing a Corrected Submission

1. The agency reviewer reviews corrections

2. The agency reviewer either closes each issue or adds additional comments, describing why the corrections were insufficient.

3. The agency reviewer finishes reviewing the submission.

If no more corrections remain, the corrections process is complete. If one or more issues remain, the corrections process begins again. The process can be repeated as many times as necessary.

Step 1: Reviewing a Submission and Requesting Corrections (Agency Reviewer)

This section describes the detailed process for conducting a submission review and requesting corrections.

1. On the Submission Details page, click Manage Submission on the right sidebar.

2. Click the Begin Review button: 
   

Image Removed

1. 
   

   Image Added

   
   
   The submission status changes to Locked for Review at this time.
   When a submission is locked, the submitter is prevented from revising the submission until the review is complete and the submission is unlocked.
   The submission displays as Locked for Review on the external user's Dashboard. The specific text displayed is configurable for each client. The default text associated with a locked submission is "The submission has been locked for review by the Agency Processor. You will be notified when the review is complete and of any next steps."

2. Click the View Form button to begin reviewing the submission data (see previous image for the View Form button).

3. Upon discovery of an answer that requires correction or revision, click the Create Issue/Note button that appears at the right side of the section or question that requires correction:
   

Image Removed

1. Image Added

2. Click Create Correction Request and fill out the details. (The other choice, Create Note, allows the agency user to add a note but does not trigger the correction request process. Notes can be added for external users or can be visible only to internal users. Unlike correction requests, notes do not require external users to take action/make corrections.) 

Image Removed

1. Image Added

2. After the note or correction request is added, the correction request summary is displayed. The correction request can then be edited or deleted, if desired:
   

Image Removed

1. Image Added

2. After all correction requests have been added, click the Complete Review button at the top of the page.
   

   Image Modified

Unlocking a Submission when No Corrections are Required

If no correction requests are added the status of the submission will change back to whatever status was in effect prior to the Lock. Typically, this will result in the submission going back to In Process status, however if one or more other active holds had been manually added prior to locking for review, the submission will change back to On Hold.

A notification is sent to the external submitter alerting them that the submission has been unlocked and no corrections requests are needed.

Unlocking a Submission when One or More Corrections Requests have been Added to the Submission

If one or more correction requests are added, the following message appears:

The correction request has now been created. At this point, the submission status automatically changes from Locked for Review to On Hold. The system will add a hold to the submission of type "Correction Request for Electronic Submission" with a blank hold end date.

If the corrections request relates to a schedule submission that requires approval by the agency, the decision on the submission version will automatically be set to Not Approved at this time. The decision comment is automatically set to "Your submission review has been completed and it was determined that your submission is not approved."

The form submitter also receives a notification email stating that corrections are needed. This notification is triggered by the same action as when an agency user manually sets a decision on a schedule submission.

Step 2: Performing Corrections (External User)

Upon logging into nVIRO, the external user sees a notification on their Dashboard stating that a submission is on hold and that action is needed. An example notification is shown below:

1. From the Dashboard, click Open next to the item that requires corrections.

2. Click Revise Form to begin the revision. The following message displays, asking the user to confirm they want to revise:

Image Removed

1. Image Added

2. Scroll to the section where corrections are needed. Alternatively, click the corrections request caption on the sidebar to scroll to the section or question needing correction.

3. Correct the data, as requested.

4. After the correction has been made, click Mark Complete.
   

Image Removed

1. Image Added

2. Once the last correction request has been completed, a message is displayed stating that the form is ready to be resubmitted:
   

   Image Modified

3. Review and submit the form.

When the revised form is submitted, the status of the hold changes from Correction Request for Electronic Submission to Correction Request - Response Received.

The submission is also no longer displayed on the external user dashboard Priority tab. The submission now shows on the In Process tab with a status of ON HOLD - CORRECTION REQUEST - RESPONSE RECEIVED.

Step 3: Reviewing a Corrected Submission (Agency Reviewer)

The agency reviewer receives a notification that the revised form has been submitted. 

The automated behavior varies, depending on the type of submission:

• For Application, Service Request, and Permit Change Form submissions, the submission remains on hold even after the corrections request has been submitted. The agency reviewer needs to enter a Hold End Date to put the application back to a status of In Process and to resume the processing deadline clock, if configured.

• For Schedule submissions that require approval, the hold is automatically ended and the schedule submission status is set back to In Process.

1. Complete steps 1-3 in the "Reviewing a Submission and Requesting Corrections" process outlined above to begin review of the revised submission.

2. Either close each issue using the Close button or add a comment further describing why the correction was insufficient using the Add Comment button:
   

   Image Modified

3. After processing all corrections, click the Complete Review button at the top of the page.

If additional corrections are needed, the process can repeat as many times as necessary to achieve a complete submission.