Paper Advance Notice over Part

Owned by Admin2 (Unlicensed)
Last updated: Dec 14, 2023 by RPT Admin (Unlicensed)

ANs over part will generally be entered on the AN handler system by the agent and then the application form is printed from the AN handler system and submitted with the plan to allow the process to be completed. If the agent has not entered the application details on the AN handler system and the AN is completed on a paper PDF form, the process below should be followed.

Process Steps

Additional Information

Examine advance notice to ensure it is acceptable for registration


1.1 Check advance notice (AN) application form to ensure it is an AN over part.


.2 To ensure the advance notice meets the statutory requirements of registration, check that:

  • The advance notice application states that a person intends to grant a deed.
  • The parties are named and designed.
  • The type of deed to be protected is stated.
  • The plot is described so as to enable the boundaries of the plot to be delineated on the cadastral map.

/wiki/spaces/ATTIC/pages/59965469


1.3 Open DMS


1.4 Check if there is OS detail on the DMS for the area being registered.

1.4.1 If there is no OS detail on the DMS for the area currently being registered, check the Plan Viewer (PV) to see if it contains the OS detail for the area.

1.4.2 If the Plan Viewer does not contain OS detail, the assumption is that RoS do not hold the detail and the application should be rejected if it cannot be mapped.

1.4.3 If the Plan Viewer does contain the OS detail contact mapbase maintenance to request the map tile is prioritised and released into live. Ensure mapbase maintenance are aware that advance notices must be completed on the day of receipt.

1.5 To ensure the plan meets the statutory requirements of registration, check that:

  • The advance notice includes a plan of the part the intended deed relates to that enables the Keeper to delineate the extent on the Cadastral Map or that the application identifies the plot and DPA number.
  • The advance notice extent falls within the parent title.
  • The extent can be mapped.

If the plot falls wholly outwith the PT the application should be rejected. If the plot falls partly within the PT and partly outwith, the registration officer must discuss the terms of the description of the plot with their referral officer before deciding whether to accept or to reject the application. If the AN can be accepted, the plot should be mapped but the extent should be restricted to within the PT. 

1.6 Check the index layer to see if the plot is affected by DPA.

1.7 If the plot is not affected by DPA and there are no details on the OS or Plan Viewer pass to referral officer to consider if plot can be mapped using the digitiser or if the application should be rejected.


1.8 If payment is by cheque ensure that:

  • It is made out to Registers of Scotland/RoS/the Keeper/Land Register of Scotland/Scottish Land Registry
  • It is signed, dated and covers the exact fee.
  • The amount in words must also match the amount in numbers.
  • The fee for an AN is £10. A separate cheque is required for each AN and it must be for the correct amount. No refunds will be issued and the AN should be rejected if the cheque is not for the correct amount.
  • It is presented by the agent submitting the AN application. If it is not the same agent on the AN form, it should be rejected.
  • It is not post-dated or is dated more than 6 months ago.

This is the stop point if any of the statutory requirements of registration or the payment requirements have not been met then the application must be rejected.

Fees




AN handling system


1.9 Log into AN handling system through the eServices portal using the permissions for paper ANs.

1.10 Check the box to “Apply for an Advance Notice on behalf of Somebody Else”.

1.11 Complete the deed, property, granter, grantee and applicant’s details screens from the information on the AN form.

1.11.1 If the title number is for a shared plot a warning message will appear. Refer to a senior officer to consider if it is appropriate to proceed.

1.12 On the applicant’s screen, enter your own email address to obtain confirmation that the AN has been submitted.


1.13 Select submit.

1.14 Return to landing page of AN handler and search the AN number to bring up the AN details.

This is the stop point if any of the statutory requirements of registration or the payment requirements have not been met then the application must be rejected and the reject advance notice over part process should be followed.




Create AN on DMS


1.15 Create AN index type on the DMS index layer.

1.16 Enter AN Number.

1.17 Note in free text the date of registration and the intended deed type.

1.18 Establish the location of the subjects on OS mapbase using address details and/or parent title.

1.19 Map AN.

1.20 Close and authorise AN on the DMS.

1.21 Select print – this will generate a PDF version of the plan.

1.22 Save PDF plan to desktop.

1.23 Release from DMS picklist.



Next: Complete Registration on AN System


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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