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The following process should be used where an intake officer notices they have created an application in error and the error is noticed before any notification has been sent. The intake officer will delete all the deed(s) fields including the email addresses to prevent any notifications being sent and will pass the flysheet to the rejection officer to cancel the application. If the application is created in error but is not noticed until the plans or legal settle stage, the appropriate post intake rejection process should be followed. |
Process Steps
Additional Information
Initial checks
1.1 Check the flysheet has instructions to cancel on it.
Enter Cool-ICE details
2.1 Open Cool-ICE and select Cancellation Cases
and select the appropriate business unit.
2.2 Select Enter a Cancellation.
2.3 Enter FAS number 7778
. The agent details will automatically populate with Returns Log details.
2.4 Complete the title number, application number, application type and subjects address fields.
2.5 Select reason L19c - Application created in error.
2.5.1 Rejection code L19c should only be used in limited circumstances, e.g. in the types of scenario listed below:
- the application was created over the wrong title number/wrong county.
- the wrong application type was used, e.g. DW instead of TP, etc.
- the application was mistakenly created over the same title number twice.
- the application created was unnecessary/superfluous, e.g. TP/TA created where TA not necessary.
2.5.2 Where one or more of the other rejection reasons is identified, the appropriate rejection code should be selected from the PIC list.
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Common rejection reasonsL01 - Application form not signedL02 - Wrong application type/wrong LR form usedL03 - Witness hasn't signed/witness not named or designedL04 - Title number not narrated in deedL05 - Incorrect title number narrated in deedL06 - Signatory/attorney not named/capacity of signatory not statedL07 - Deeds identified for burdens/servitudes not submitted and no explanation givenL08 - Answer to burdens question on form is inconsistent with deeds submittedL09 - Answer to servitudes question on form is inconsistent with deeds submittedL10 - Extent deed not submittedL11 - Cadastral unit overlapL12 - Insufficient detail in plan/deed to identify plot/servitudes/burdensL13 - LBTT requirements not metL14 - Links in title question answered inappropriately - granter not registered proprietorApplication errorsL15a - Required Part B questions incompleteL15b - Deed inducing registration not submittedL15c - Application form not submittedL15d - SAF form required - subjects in sasines/dual registrationL15e - Application must be made by grantee - FRL15f - Dependent applicationL15g - Information in application form differs from information in deedDeed errorsL16a - Granter/grantee not sufficiently named/designedL16b - Non-constitutive deed - Title Conditions ActL16c - Granter no longer exists - deed in previous name of bank/building societyL16d - Deed not signedL16e - Plan/annexation not signed/incorporatedL16f - Plan/annexation not attachedL16g - Deed not in statutory style/otherwise invalid - no operative words, etc.L16h - Deed not capable of registration - deed already registered/non-registrable deed typePlans/mapping errorsL17a - Tenement steading extent not provided/insufficientL17b - Common areas not capable of being mappedL17c - Plan/deed description insufficient to delineate plot on cadastral map - VRL17d - Quantum of share not specifiedPayment errorsL18a - No fee/fee insufficientL18b - Invalid chequeOtherL19a - Application withdrawnL19b - Prescriptive claimant requirements not metL19c - Application created in errorL19d - Miscellaneous |
2.6 In the comments field enter details and name of intake officer.
2.7 Select submit
.
Update LRS
3.1 Open LRS and select Intake Cancel
for the appropriate county.
3.2 Take on application and open the application workdesk.
3.3 In the application workdesk, delete the property type and change the category to CI.
3.4 Delete the subjects address.
3.5 Check the deed(s) fields have been deleted including any email addresses.
3.5.1 If the deed(s) fields have not been deleted, refer to the intake officer before proceeding.
3.6 Delete the applicants/granters.
3.7 Add a note in the Additional Information
field to state that the application was created in error and add your initials.
3.8 Click on Apply
, then Confirm
(if not already done).
3.9 Open the title again, click on the title number in the Title
tab (on the right hand side, at the foot of the screen), then click Amend. This will open the Title Workdesk.
3.10 In the Title Workdesk, click the All
tab at the foot of the screen.
3.11 Check through each section of the title for any remaining data. In the property section, remove date of registration and cadastral map number. If any data remains in any of the sections, remove this using the DELETE
option. Do NOT use REMOVE
.
3.12 Click on Apply.
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Steps 3.13 to 3.16 are not required when DW (type) application is created in error in LRS only and needs to be cancelled. Please follow the steps in LRS Application Created in Error (Flysheet Cancellation), ignoring the references to CMS. |
3.13 Click Edit
tab at top of screen, then Close/Cancel.
3.14 Select Cancel,
enter current date and click OK
continuously until the title workdesk is closed.
3.15 Open the application again, click the Title
tab at foot of screen on right hand side and click Amend
to open Title Workdesk again.
3.16 Click on Confirm
. This will create a flysheet, which is not needed. Click Close
.
3.17 Open Application Workdesk again and select Cancel,
then Yes
. The application is now cancelled.