Upload Applications and Supporting Documents

Key information

  • Completed applications are uploaded with the QLDC Sharefile system
  • Save with the required file names. This transfers files from your device to our systems in the right place
  • Save and upload in the required format. This is specified as PDF, Word, Excel or ZIP file. It may be different to a previous upload. Other formats are not supported
  • Ensure the correct fees are calculated
  • Ensure payment, with the correct reference number. If doing a transfer check the updated Building Services account number
  • Read the instructions below to avoid unnecessary delays

Easter period

Applicants are advised to get applications in early and factor this into project preparation.

Over this period there are three non-processing days, defined by legislation:

  • Friday 19 April 2019 - Good Friday
  • Monday 22 April 2019 - Easter Monday
  • Thursday 25 April 2019 - ANZAC Day

Here the processing clock is stopped, in addition to Saturdays and Sundays.

What is to be uploaded with Sharefile?

Use this system to upload the application and supporting documents for a:

  • Building Consent (BC)
  • Request for Information (RFI)
  • Code Compliance Certificate (CCC)
  • Certificate of Acceptance (COA)
  • Certificate for Public Use (CPU)
  • Amendment and Minor Variation
  • Exemption

Save files with the correct file names (below). This avoids unnecessary delays in initial screening and then processing.

Where are forms found?

Application forms, along with required check sheets, fee calculation, and information sheets are here.

File Name Requirements

After downloading, save files straight away with the files names below.

Ensure documents are saved or produced in the correct format. This could be PDF, Word, Excel or ZIP depending on the specific file.

For some applications, the required files have to be combined in a single PDF.

Building Consent application uploads

File name 

File contents

"BC App"

  • Form 2 Building Consent Application (PDF)

  • AF CALC Building Consent Initial Fee Calculator (MS Excel)

  • Proof of ownership e.g. Record/Certificate of Title (less than three months old), rates notice, sales and purchase agreement, lease agreement

  • Letter appointing agent, signed by owner(s) or email from owner(s)

These documents must be brought together in ONE PDF file and uploaded with the filename "BC App"

 

"Plans"

Full technical plans for the building project PDF or a zip fileIf file size exceeds 100Mb, split into separate files labelled "Plans-1", "Plans-2", etc.

Attempt to split files into similar sizes. If the total is 140Mb, two files between 60-80Mb would be preferable

 

"Project Specs"

 Full specification list for the building project collated in ONE PDF or a zip file

 

"Product Specs"

 Any product information supplied as supplemental information

 

"Supporting Docs"

Can include general supporting documents separate to plans, product specifications, or project specifications, for example:

  • H1 and bracing calculations

  • Truss documentation

  • Design report

  • AF OSW Onsite Wastewater Disposal System Application Form

 

"Engineering Docs"

Can include:

  • Engineering plans

  • Engineering calculations

  • Design features report

  • PS1 Producer Statements, etc.

Can be received as multiple files for different disciplines e.g. structural, hydraulic, and acoustic (label accordingly)

 

"CODW"

'Certificate of Design Work'/'Form 2A'

Full title: Memorandum from Licensed Building Practitioner: Certificate of Design Work

 

"Geotech Report"

Geotechnical or soil report

 

"Fire Report"

Memorandum from FENZ Fire Engineering Unit (FEU)

 

"Accessibility Report"

Disability accessibility report

 

"Compliance Schedule"

Contains, if the following order:

  1. Form 11 or Form 27/27R

  2. Specified System documents ordered numerically (e.g. SS1, SS2, etc.)

 

“CS [number]”

e.g. "CS 19.3" or "CS 4.1C"

Completed checksheet for your specific building project. This could be ONE of the following:

  • CS 19.3 Residential BC Application & Processing Checksheet (MS Word or PDF)

  • CS 4.1C Commercial BC Application Checklist (PDF)

  • CS 4.3 Insulation BC Application Checklist (PDF)

  • CS 4.1G Garages Carports Sheds BC Application Checklist (PDF)

  • CS 4.1MA Minor Alterations BC Application Checklist (PDF)

  • CS 4.1RW Retaining Wall BC Application Checklist (PDF)

  • CS 4.1S Swimming Pools BC Application Checklist (PDF)

Submit the file in its original format (i.e. MS Word or PDF for CS 19.3)

 

"SBCG 19SF" or "SBCG 19LF"

  • SBCG 19SF Solid Fuel Burner Checklist (PDF)

  • SBCG 19LF Liquid Fuel Burner Checklist (PDF)

 

"SBCG 34.1"

SBCG 34.1 Alternative Solutions Details (PDF)

 

“CS 7.2”

CS 7.2 Agreement to Provide a Producer Statement (PDF since Apr 18)

 


Request for Information (RFI) uploads

File name

File contents

"RFI lodgement"

Requested information for the lodgement stage of your application 

 

"RFI processing"

Requested information for the processing stage of your application 

 


Other application uploads

File name

File contents

“Producer Statements”

Producer Statement documents e.g. truss design, PS1, PS2s. PDF as ONE file 

 

“MV [BC number]”

AF MV Application for Minor Variation to an Existing Building Request

Add the Building Consent (BC) number into the filename 

 

“CCC App”

Form 6 Application for Code Compliance Certificate (CCC) 

 

“COA App”

Form 8 Application for Certificate of Acceptance 

 

“BWOF”

Form 12 or 12a Building Warrant of Fitness (BWOF) application 

 

“CPU App” 

Form 15 Application for Certificate for Public Use (CPU)

CS 9.1 Certificate for Public Use Checklist 

 

“Ex App”

AF EX Application for Exemption from Building Consent

 

Acknowledgement of upload

Once uploaded successfully, Building Services aims to email within two working days. This is after an initial screening of documents.

These are initial checks. Once in processing, a different officer may contact you if further details or clarifications are needed to proceed the application.

This email contains the BC number, if a Building Consent application.

The BC number is required for payment, all enquiries, and requests for booking building inspections, if granted.

If there is no email from Building Services in two working days, contact the team by email or phone 03 450 0369 to ensure upload was successful.


Upload Files Using Sharefile

Key

  • Only submit one package of BC Application documents at a time
  • Individual file size preference is under 100Mb. Although the Sharefile upload size limit is 2GB per file, there are challenges in handling large files downstream

Sharefile has been updated. Follow these instructions to upload:

  1. Fill in all mandatory fields. This includes your Name, Email, Contact phone number and Reference.
  2. The 'Reference' is the BC number or application number. If not set yet, use the property address
  3. Drag files from an open folder into "Drag files here" or select Browse Files to navigate to your documents
  4. Once all relevant files are selected, select the "Upload" button
  5. Documents are successully on our system when "Uploaded" appears to the right of each file name:

  • Move through the "Uploaded" list with the scroll bar to the right

Required fees

Ensure:

  • The correct application number is referenced with every payment (e.g. BC180001)
  • The correct fee is calculated
  • Ensure floor areas and estimated building work value are exactly the same on Form 2 and AF CALC
  • The correct fee is paid online, or transferred to the correct account number

Refer to:

Use:

 

Application payments

Option 1 - Make payments online here

The correct application number is required.

Payments are reported by QLDC Finance to Building Services overnight, once a day.

Option 2 - Arrange payment through a bank

This can be done for all building, planning and development fees. This account changed as of 10 Jul 18.

Always enter the application number in the reference field (e.g. BC180001).

If the reference is incorrect or missing, payments are not linked to applications. Processing cannot start until the applicant rectifies this.

Payment must wait until an application number is generated, after initial application screening.

The BNZ account details are:

Account number:   02 - 0948 - 0002000 - 000

Enter these details when setting up bank payments:

  • Particulars: Name of payer

  • Code: Property address

  • Reference: Building Consent (BC) number, e.g. BC180001