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Overview

Public notices, hearings, and meetings may be defined within nVIRO to provide the public with information about an application or proposed permit, and to provide access to related documents. These are implemented as a type of event ('Public Notice/Hearing/Meeting') that may be added from a submission record.

When a public notice is created, related information is made available to the public. This information is accessible via a link on the /wiki/spaces/WindsorSupport/pages/566461181, which provides the ability to search and view all public notices, hearings, and meetings. Furthermore, the public is able to submit comments online.

In these sections, functionality referenced as public notice is also applicable to public hearings and public meetings, unless specifically called out as being different.

Adding a Public Notice

Public notices are added from a submission record. To add a new public notice:

  • Navigate to the desired submission.
  • Navigate to the Events tab for the submission.
  • Click the Add Event button.
  • Click Add Public Notice.  The New Event Screen will display.

Controls

The following fields are available on the New Event page.

Field

Description

Event TypeStandardized event type which further defines the type of public notice.
Start DateThe first day that the public notice will be available to view and comment by the public.  If the notice is a public hearing or meeting, it would represent the date of the hearing or meeting.
End DateThe last day that the public notice will be available to view and comment by the public.  
Coverage

Coverage is used to designate how the public notice appears in searches on the public site.  Coverage may be set to one of three values:

  • Facility Location - When the public user searches on the County in which the facility is located, this public notice will appear in the search results.
  • Multi-County - When the public user searches on any of the counties specified in the Coverage Counties list, this public notice will appear in the search results.
  • State-wide - When the public user searches on any county in the state, this public notice will appear in the search results.
Coverage CountiesThis field appears when the user selects Multi-County as the coverage.  The user may check one or more applicable county where the public notice should appear in the search results.
CommentFree form comment / description related to the public notice event.  This text will appear externally to the public as the "Public Notice Description".
Link Document(s) to EventWhen this button is clicked a list of documents will appear with checkboxes.  Documents that the user checks will be linked to the public notice, and will be available for download by external users.  Only documents with a Public security classification and a Final status are available for selection.
SaveClicking the Save button saves the event.


  • Select the desired Event Type.  Note: Event types may vary depending on configuration.

  • Enter a Start Date and End Date as applicable.
  • Select the Coverage.
  • If the coverage selected is Multi-County, select the applicable counties
  • Enter comments in the Comments field. Comments will appear on the public site as the Public Notice Description.
  • Documents may be added for inclusion in the public notice (see below).

Include Documents in a Public Notice

Documents may be linked in the public notice at time of creation. Linked documents are included in the public notice and made available for download by the public.

For a document to be available for linking to a public notice, it must Public security classification and have a status of Final.

Prior to creation of the public notice, users should verify the security classification and publishing status of any documents they wish to include.

To link a document:

  • Under the Linked Document section of the public notice event:
    • Click the checkbox next to each document in the list you wish to include in the public notice.

Save the Public Notice

To save the public notice, click the Save button.

Once created, the public notice appears on the public site beginning on the Start Date through the End Date specified in the public notice event.

Editing a Public Notice

Once a public notice is in effect, it may not be edited unless the user has been given the "Public Notice End Date Manager" role.

Reference Number

A reference number may be added to a public notice after it gets added.  It may not be edited once the public notice is in effect.

Note: The Reference Number field is not available to be added until the public notice record has been created but not in effect yet.   

The reference number is displayed on the Public Notice Search and Public Notice Details screens.

Viewing the 'Published' Public Notice  

Once a public notice has been saved, internal users may view the published details as the public sees it (or would see it, beginning at the start date) from the public notice site.  

To view the published public notice:

  • Navigate to the desired submission and corresponding Events tab for the related submission.
  • Find the public notice event in the list.
  • Click the Public URL button.
  • The Public Notice Detail screen is displayed, showing three tabs:
    • Details for the public notice
    • Documents available for download
    • Add Comment tab

Adding Comments to a Public Notice 

Both internal and external users may enter comments for a public notice. This capability is useful for internal users when a user has submitted comments via a letter or email.

To add comments to a public notice:

  • Navigate to the Public Notice Detail screen to view the public notice, as described above.
  • Click the Add Comment tab. The entry screen appears.

  • Enter name and contact information about the commenter in the relevant fields.
  • Select the commenter's desired notification method.  
    • Note: this is informational only. There is not currently an automated notification for public notice decisions. Capture of this information (if configured) is to provide the processor information on notifications.
  • If the Comments field is too limiting, users may attach one or more documents to supplement the comments. This should be done prior to clicking the Submit button. See Attaching Documents below.
  • Click the Submit button.

Attaching Documents

To attach a document to the public notice:

Drag and drop method:

  • Navigate to the folder containing the file(s) you wish to upload.
  • Drag the file with the mouse (holding down on the selection button) into the attachment area, and release the mouse button.

Select file method:

  • Click the Choose Files button. A file selection dialog box opens.
  • Navigate to the folder containing the file(s) you wish to upload.
  • Click the file you wish to upload (or click multiple files while holding down the CTRL key on the keyboard).
  • Click Open.

After selecting files, they appear listed below the upload controls under the "Files to Upload".

  • A Description field is available to provide an explanation of what each file contains.
  • If an incorrect file was selected, it may be deleted from the list by clicking on the corresponding delete icon on the right side of the list.
  • When the file list is complete, click the Submit button to complete the comment submission.

External User Experience

When a public notice event has been created, it is made available for searching and comment beginning at the Start Date of the event and ending after the End Date of the event.

Please see /wiki/spaces/WindsorSupport/pages/566461185 for information related to the public site.

Viewing Comments and Documents Submitted by the Public

As the public submits comments on public notices, the comments are available for authorized staff to review.

To view submitted public notice comments:

  • Navigate to the desired submission and corresponding Events tab for the related submission.
  • Find the public notice event in the list.
  • Click the Open button. The Public Notice Detail page is displayed.
  • Click the Responses button. A list of all responses submitted is displayed.
  • Click the Open button next to a response you wish to view.
  • A slide panel displays the details for the comments including any document attachments.

Downloading Comments and Attachments

Download an individual document attachment

To download an individual document attachment:

  • Click the Open button next to a response you wish to view.
  • Click the <Document File Name> button listed in the attachment label.
  • The document will be downloaded to your computer.

Download a list of all comments and attachments

To download all comments and attachments:

  • To download comments only
    • Click the Download Comments button
      • A .csv (Excel) file containing a list of all comments will be downloaded to your computer.
  • To download comments and attachments
    • Check the box next to Include Attachments
    • Click the Download Comments button
      • A .csv (Excel) file containing a list of all comments will be downloaded to your computer.
      • A .zip file containing all documents will be downloaded to your computer.


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