Rejections - Standard DW - CMS

If you have identified that a case may need to be rejected:

• Refer the case explaining the reason(s) you have identified for possible rejection.
  
  • The case will disappear from your My Assignments.
• The case will return to your My Assignments page once the referral officer has dealt with your query. 
  • If the referral officer states that the case is valid then continue to process as normal.
  • If the referral officer confirms that the case should be rejected then continue the rejection process.
• Release the LRS application to Legal Cancel.
  • Do not make any changes to the LRS application at this stage.
• In CMS, click Reject in the Actions menu.
  • ALWAYS begin the rejection process on CMS before making any edits to LRS.
• Click Yes when it asks "are you sure you want to start the rejection process?".
• Click Reject for all the applications.
• Start typing the rejection reason then select the appropriate one from the dropdown list that appears.
• Enter the rejection reason text to appear in the letter in the Rejection Notes.
  • You can copy this from the Common Rejection Reasons page on the Registration Manual.
• To include multiple rejection reasons, click on 'Add a new rejection reason'.
  • For example, if there is no witness on the deed you will need to have 3 rejection reasons - Witness is not named, Witness is not designed and Witness has not signed.
  • There are some rejection reasons that are not currently available on the dropdown list. If you can't find the relevant reason then select "other" as the reason and type your reason manually.
    • The referral officer will give you the appropriate code to use. Only select "other" if they advise you to.
• If there is nothing wrong with an application but it is being rejected as it is dependent on another application which is being rejected (e.g. a valid Standard Security dependent on a Disposition that is being rejected) then use the following rejection reason "Application dependent on the registration of another application that has been rejected (contains no other error)". There will be NO additional rejection fee for this application.
• Click Submit.
• This will take you to a screen requiring all the details of the case (e.g. FAS and agent details, Applicant and Granter details).
  • If the details have been automatically entered, check the details are correct (making sure to scroll to the bottom of the page).
  • If it is an INT type case that is being rejected or if the details have not been automatically entered then click Amend to enter the details manually.
  • If you are rejecting multiple applications, click 'Next Application Form' at the bottom of the page to view the other applications and check the details for these.
• Once all of the application form data is correctly captured, click Submit.
• If your case is an LR type and so there is an autocreated LRS Application then at this point you will need to perform the required steps to cancel the LRS application. CMS will show an "Update External Systems" screen as a reminder at this stage.
  • In LRS, take application on at Legal Cancel.
  • Change the category to CL
  • Ensure that the Property type is correct.
  • Leave the Move Notes with the CMS Case ID unchanged. 
  • Tidy the workdesk details as normal - Creditor Codes, Applicants/Granters, etc.
  • Add an N&I note, Right click and pick the 'cancel separate DW/FA/TA'.
  • In the box that opens complete the rejection reason and the relevant details of the case then delete any unnecessary boxes.
  • Acknowledge the note.
  • Release the LRS application to Despatch Cancel.
  • Take on the LRS application at Despatch Cancel.
  • Click Cancel.
    • At this point the application will show as status X.
• On CMS, click Submit.
• On the next screen review the rejection reasons and explanation text.
  • If the text does not need to be amended, click Submit.
  • If you need to amend the explanation text click Amend Explanation. 
    
    •  This makes the text editable.
    • If you picked Other as the rejection reason or one of the reasons where text needs to be "deleted as appropriate" then the text will already be editable and there will be no Amend Explanation button.
  • Amend the text as required and click Submit.
  • If you need to attach a plan or other document to further explain the rejection, click 'Attach New' below the rejection reasons.
    • Drag and drop your file or browse to where it's saved and add your document in the window that appears.
    • Click Attach.
    • The document will now appear on screen and in the Supporting Documents section
    • When you complete the rejection this document will be an attachment on the rejection email that is sent to the agent.
• On the next screen review the notification email addresses and postal addresses to ensure these are correct. If email details are populated the Rejection letter will be emailed.
  • To modify the notification details click Amend.
    • Update the existing email address or add new ones in. (E.g. if there are additional handwritten email addresses on the form then you should add these at this point).
  • You can also change how the agent will receive the notification i.e. email or post.
    • To change the postal address click 'Add new FAS address' and click Done when you have made the changes.
  • If there is another agent that requires to be notified of the rejection in addition to the presenting agent then also add their email address at this point.
• Once all correspondence information has been updated, click Submit.
• The Finalise Rejection Correspondence page is the final opportunity in the process to review and make any amendments to the rejection correspondence.
• To make changes click 'Amend Correspondence'.
  • Make any relevant changes.
    • E.g. entering the UID for the cheque overpayment type letters.
    • Or add additional text if the referral officer has advised to do so.
  • Click Save.
  • Click on 'Correspondence' link to toggle back and forth between the correspondence generated and the edit screen if necessary.
• When the correspondence is accurate, click Submit.
• On the next screen to finalise the rejection, click Submit.
  • There is an opportunity at this stage to Save or Cancel the rejection.
• The status of the case will be updated to 'Resolved-Rejected'.
• The application(s) that have been rejected will now be titled Rejected in the APF Documents side bar.
• The rejection letter that has been produced will now appear in the supporting documents section.
• If there are supporting documents then you will need to categorise these for archiving then click Submit to resolve the case.
• If it is a Dual Registration case that you have rejected then also email Centralised Support with the details of the case. 

If you have identified that a case may need to be rejected:

• Refer the case explaining reason(s) you have identified for possible rejection.
  
  • The case will disappear from your My Assignments.
• The case will return to your My Assignments page once the referral officer has dealt with your query. 
• If the referral officer states that the case is valid then continue to process as normal.
• If the referral officer confirms that the case should be rejected then continue the rejection process.
• Release the LRS application to Legal Cancel.
  • Do not make any changes to the LRS application at this stage.
• In CMS, click Reject in the Actions menu.
  • ALWAYS begin the rejection process on CMS before making any edits to LRS.
• Click Yes when it asks "are you sure you want to start the rejection process?".
• Click Pass on the valid application(s).
• Click Reject on the application(s) to be rejected.
• Start typing the rejection reason then select the appropriate one from the dropdown list that appears.
• Enter the rejection reason text to appear in the letter in the Rejection Notes.
  • You can copy this from the Common Rejection Reasons page on the Registration Manual.
• To include multiple rejection reasons, click on 'Add a new rejection reason'.
  • For example, if there is no witness on the deed you will need to have 3 rejection reasons - Witness is not named, Witness is not designed and Witness has not signed.
  • There are some rejection reasons that are not currently available on the dropdown list. If you can't find the relevant reason then select "other" as the reason and type your reason manually.
    • The referral officer will give you the appropriate code to use. Only select "other" if they advise you to.
• Click Submit.
• This will take you to a screen requiring all the details of the case (e.g. FAS and agent details, Applicant and Granter details).
  • If the details have been automatically entered, check the details are correct (making sure to scroll to the bottom of the page).
  • If it is an INT type case that is being rejected or if the details have not been automatically entered then click Amend to enter the details manually.
  • If you are rejecting multiple applications, click 'Next Application Form' at the bottom of the page to view the other applications and check the details for these.
• Once all of the application form data is correctly captured, click Submit.
• If your case is an LR type and so there is an autocreated LRS Application then at this point you will need to perform the required steps to cancel the LRS application. CMS will show an "Update External Systems" screen as a reminder at this stage.
  • In LRS, take application on at Legal Cancel.
  • Take a note of the UID that is being cancelled and send an email to finance (refund@ros.gov.uk) with these details stating that the UID should be made available for re-presentment.
  • Add an N&I note and right click and pick the 'partial cancellation' option.
    • In the box that opens complete the rejection reason and the relevant details of the case then delete any unnecessary boxes.
    • Acknowledge the note.
  • Delete the relevant deed field/line in the application workdesk relating to the deed being rejected.
  • Leave the Move Notes with the CMS Case ID unchanged. 
  • Release the LRS application back to Legal Settle. 
• On CMS, click Submit.
• On the next screen review the rejection reasons and explanation text.
  • If the text does not need to be amended, click Submit.
  • If you need to amend the explanation text click Amend Explanation.
    
    •  This makes the text editable.
    • If you picked Other as the rejection reason or one of the reasons where text needs to be "deleted as appropriate" then the text will already be editable and there will be no Amend Explanation button.
  • Amend the text as required and click Submit.
  • If you need to attach a plan or other document to further explain the rejection, click 'Attach New' below the rejection reasons.
    • Drag and drop your file or browse to where it's saved and add your document in the window that appears.
    • Click Attach.
    • The document will now appear on screen and in the Supporting Documents section
    • When you complete the rejection this document will be an attachment on the rejection email that is sent to the agent.
• On the next screen review the notification email addresses and postal addresses to ensure these are correct. If email details are populated the Rejection letter will be emailed.
  • To modify the notification details click Amend.
    • Update the existing email address or add new ones in. (E.g. if there are additional handwritten email addresses on the form then you should add these at this point).
  • You can also change how the agent will receive the notification i.e. email or post.
    • To change the postal address click 'Add new FAS address' and click Done when you have made the changes.
  • If there is another agent that requires to be notified of the rejection in addition to the presenting agent then also add their email address at this point.
• Once all correspondence information has been updated, click Submit.
• The Finalise Rejection Correspondence page is the final opportunity in the process to review and make any amendments to the rejection correspondence.
• To make changes click 'Amend Correspondence'.
  • Make any relevant changes.
    • E.g. entering the UID for the cheque overpayment type letters.
    • Or add additional text if the referral officer has advised to do so.
  • Click Save.
  • Click on 'Correspondence' link to toggle back and forth between the correspondence generated and the edit screen if necessary.
• When the correspondence is accurate, click Submit.
• On the next screen to finalise the rejection, click Submit.
  • There is an opportunity at this stage to Save or Cancel the rejection.
• The application(s) that have been rejected will now be titled Rejected in the APF Documents side bar.
• The rejection letter that has been produced will now appear in the supporting documents section.
• If it is a Dual Registration case that you have rejected then also email Centralised Support with the details of the case. 
• The other/valid part of the case will now need to be processed as usual.
  • Take on the LRS case at Legal Settle and process application.
  • Complete the case on CMS as usual.