Recreate at Intake - FR TP
Process Steps
Additional Information
1.1 Check sections A and B of the Post Intake Rejection Instructions form (and the LR34B(1), if necessary) have been completed, signed and, if applicable, has been authorised.
1.1.1 If a DW is being rejected and is attached to an FR, TP or other DW that is not being rejected the LR34B(1) is completed.
1.2 Check Intake Re-create Instruction form has been completed and authorised if necessary.
1.3 Return the application to the settler for correct procedures to be followed, if necessary.
Rejections should be processed expeditiously. Failure to do so could lead to misleading entries on systems and title sheet record.
1.4 Take on case on LRS under legal_cancel and open the application workdesk.
1.5 Ensure that no further applications have been received subsequent to the instigation of rejection procedures. If any new applications are identified, refer back to settler adding a reason into the application workdesk notes and instructions.
1.6 Check mail log if necessary.
1.7 Add UID numbers to the Post Intake Rejection Instructions form.
2.1 Create an entry in the returns log (use only first UID number).
2.2 Open returns log using unique logon, department and password.
2.3 Click on create entry.
2.4 Click on cancellations.
2.5 Click on enter.
2.6 Complete all fields.
2.6.1 Select reason L19c - Application created in error
All entries (in the returns log) are stored on a database and searches can be run under several headings to trace the entry; in most cases the title number would be the main search criteria.
3.1 Access CSS and amend closing note to state that application is rejected.
3.2 Tab down to CSS maintenance routines and F5.
3.3 Tab down to create/amend CSS notes and F5.
3.4 Fill in required details.
3.5 F1 to amend and then arrow down to the end of the closing note and enter application rejected, the rejection date and the initials of the rejection officer then enter.
Where the search sheet was closed (short black note), the rejection officer must also re-open the search sheet. Where the case only affected part of the S of S (long black note), the search sheet status remains unaffected.
3.6 F10 to exit CSR.
4.1 Open LRS application workdesk.
4.2 Clear all fields in application workdesk except the deeds field which should be left complete including the UID numbers and change category to CI.
4.3A if application created, cancelled and recreated on same day remove email addresses from deeds fields (no LR24 Amendment to Application Details letter required).
4.3A.1 This prevents an acknowledgment notification being sent out for the original application. An acknowledgement notification will only be sent by the notification handling system for the new application.
4.3B If application is being cancelled after day one of being created then do not remove email addresses (LR24 Amendment to Application Details letter required).
4.3B.1 An acknowledgement notification will have been sent for the original application and will also be sent for the new application created so LR24 Amendment to Application Details letter will be uploaded to rejection notification.
4.3 Add rejection details to prefix field of property description (right click for picklist and select for FR/TP applications (title sheet being cancelled) and complete reason from Post Intake Rejection Instructions form and date.
4.4 Add N&I to application workdesk with rejection and recreate details.
5.1 Enter note for plans rejection officer in application workdesk (right click for picklist and select cancellation instructions to plans).
5.2 Print name, sign and date Rejection Officer section of Post Intake Rejection Instructions form.
5.3 Refer to plans rejections officer under plans_cancel.
5.4 On return from plans, take on LRS under Legal_Cancel and check Plans Rejection Officer section of Post Intake Rejection Instructions form completed.
6.1 Retain a copy of the Intake Re-create Instruction form (for reference) and send case together with completed Post Intake Rejection Instructions form and original Intake Re-create Instruction form to intake or, if appropriate, follow the process to recreate the application.
6.2 On completion of application recreate/return from intake:
i) if application created, cancelled and recreated on same day check Intake Create Officer section of the Post Intake Rejection Instructions form completed
ii) if application is being cancelled after day 1 of being created check Intake Create Officer section of the Post Intake Rejection Instructions form completed and LR24 Amendment to Application Details letter has been completed for uploading to the notification system.
6.3 Print L202C Add to Scan Request form from the application workdesk.
6.4 Open title workdesk.
6.5 Delete entries in A to D sections.
6.6 Click edit.
6.7 Select cancel and yes to validation prompt.
Application must be cancelled and recreated on same day to ensure the correct information is sent by the notification handling system.
6.8 Delete title number on backing of all deeds.
6.9 Retain a copy of the Intake Re-create Instruction form (for reference) and send case together with completed Post Intake Rejection Instructions form and original Intake Re-create Instruction form to intake.
This process step should only be followed where the application has been cancelled after day one of being created. Where the application has been created, cancelled and recreated on the same day proceed to Step 8D.
7.1 Open notification handler system and log in.
7.2 Select Create Notification.
7.3 Select notification type Post Intake Rejection.
7.4 Enter the application number of the application that has been cancelled on LRS.
7.5 Upload the LR24 Amendment to Application Details letter from the appropriate location and select submit.
8.1 Print name, sign and date Rejection Officer section of the Post Intake Rejection Instructions form.
8.2 Number up folios.
8.3 Complete L202C Add to Scan Request form for cancelled application to include the Post Intake Rejection Instructions Form and Intake Re-create Instruction form and send to scan.
8.4 Send new application(s) to scan or PI as appropriate with instructions to return to settler.
Next Step: Plans Rejection Officer
Registers of Scotland (RoS) seeks to ensure that the information published in the 2012 Act Registration Manual is up to date and accurate but it may be amended from time to time.
The Manual is an internal document intended for RoS staff only. The information in the Manual does not constitute legal or professional advice and RoS cannot accept any liability for actions arising from its use.
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