Application Created in Error - Intake Rejection Officer

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.

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.

Cool Ice Rejection Reason Code List

Common rejection reasons

L01 - Application form not signed

L02 - Wrong application type/wrong LR form used

L03 - Witness hasn't signed/witness not named or designed

L04 - Title number not narrated in deed

L05 - Incorrect title number narrated in deed

L06 - Signatory/attorney not named/capacity of signatory not stated

L07 - Deeds identified for burdens/servitudes not submitted and no explanation given

L08 - Answer to burdens question on form is inconsistent with deeds submitted

L09 - Answer to servitudes question on form is inconsistent with deeds submitted

L10 - Extent deed not submitted

L11 - Cadastral unit overlap

L12 - Insufficient detail in plan/deed to identify plot/servitudes/burdens

L13 - LBTT requirements not met

L14 - Links in title question answered inappropriately - granter not registered proprietor

Application errors

L15a - Required Part B questions incomplete

L15b - Deed inducing registration not submitted

L15c - Application form not submitted

L15d - SAF form required - subjects in sasines/dual registration

L15e - Application must be made by grantee - FR

L15f - Dependent application

L15g - Information in application form differs from information in deed

Deed errors

L16a - Granter/grantee not sufficiently named/designed

L16b - Non-constitutive deed - Title Conditions Act

L16c - Granter no longer exists - deed in previous name of bank/building society

L16d - Deed not signed

L16e - Plan/annexation not signed/incorporated

L16f - Plan/annexation not attached

L16g - Deed not in statutory style/otherwise invalid - no operative words, etc.

L16h - Deed not capable of registration - deed already registered/non-registrable deed type

Plans/mapping errors

L17a - Tenement steading extent not provided/insufficient

L17b - Common areas not capable of being mapped

L17c - Plan/deed description insufficient to delineate plot on cadastral map - VR

L17d - Quantum of share not specified

Payment errors

L18a - No fee/fee insufficient

L18b - Invalid cheque

Other

L19a - Application withdrawn

L19b - Prescriptive claimant requirements not met

L19c - Application created in error

L19d - Miscellaneous

2.6 In the comments field enter details and name of intake officer.

2.7 Select submit.

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.

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.

Process Steps

Additional Information

Initial checks

Enter Cool-ICE details