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First, go to section B.3: If you meet # 1, 2 or 3, of EPA's criteria of a signatory authority, you need to complete Section B.1, B.2. and B.4 (entering your full name on the top line as a "Signatory Authority" and signing the bottom of Page 2, Signature of RO).
If you fall into # 4 of EPA's criteria of signatory authority, you will complete Section B.1, B.2, B.3 and B.4. The person designating you will fill out and sign Section B.3-A of your form. You will complete section B.3-B and B.4 (entering your full name in the For Designated ROs section and signing the bottom of Page 2, Signature of RO).
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No, because you fall into #4, someone will need to designate you as a Responsible Official. That means the person designating you will fill out the first section (A.) in B.3 of your form and then you will complete the rest of section B.3 (B.) and sign as a "Designated RO" in Section B.4 at the bottom of Page 2, Signature of RO.
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Signatory Authority and designated Responsible Officials are outlined in Section B.3 and B.4 of the Electronic Signature Agreement (ESA). Broadly speaking, a Signatory Authority could be a President or VP of company, a Plant Manager or named partner. A designated Responsible Official is one who is designated by the Signatory Authority. For example, the Plant Manager designates the Environmental Coordinator as a Responsible Official.
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No, only the person named in Section B.1. and signing at the bottom of the ESA should complete Section B.4.
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HRSD recommends sending by mail or parcel with a tracking service. Original ESA should be sent to HRSD P3 Department - Environmental Reporting System, PO Box 5902, Virginia Beach, VA 23471-0902.
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No, all facilities indicated in section B.2 of your ESA will be associated to your user account. Multiple user accounts for one person is prohibited.
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No, unless you plan to submit and certify reporting requirements. Someone can designate a Responsible Official without registering in the HRSD Environmental Reporting System. This is done in Section B.3 – A of the ESA.
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No. The ESA form is for one person only. Although two persons are required to sign the form in the case of a Designated Responsible Official, the person listed in Section B.1 is the only person requesting RO privileges on that specific form. Whereas the Signature Authorization form was one form, many persons, the ESA form is one form, one person.
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No. His/her original authorization was on behalf of the company or other IU, and the company's designation remains valid.
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Submission types are being phased in. Currently, Monthly Meter Readings and Self-Monitoring Reports (SMRs) can be accepted through GovOnline. Permits are being amended to update reporting requirements. Check your permit to see how you should submit required reports.
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Chrome
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A corporate officer; or persons who manage HRSD permit(s) could be designated by a corporate officer. Responsible Official criteria is outlined in Section B.3 of the Electronic Signature Agreement (ESA).
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HRSD recommends more than one. Having more than one Responsible Official ensures a good back up plan.
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Yes, anyone can sign up for GovOnline by going to https://www.govonlinesaas.com/va/hrsd/public. However, to gain access to records, one must submit an Electronic Signature Agreement or be associated as a Consultant.
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HRSD does NOT control Consultant permissions. Responsible Officials control those permissions based on the email address you used to register in GovOnline. Contact your Responsible Official to gain access.
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You will need to complete an Account Deactivation Request Form, located on page 18 of the User Enrollment Guide, and submit the document through the mail to HRSD P3 Department - Environmental Reporting System PO Box 5902, Virginia Beach, VA 23471-0902 or by email to HERSHelpDesk@hrsd.com where an HRSD representative will remove the user’s permissions following the completed form.
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If you are a Responsible Official and your First Name, Last Name or Email address changes, please complete and submit an updated, original Electronic Signature Agreement (select the Change checkbox in Section B.2). All other changes can be made under My Account. If you are a Consultant and your First Name, Last Name or Email address changes, please email HERSHelpDesk@hrsd.com. All other changes can be made under My Account.
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Your report will be due on or before 11:59pm on the next available business day (e.g. If Friday is an observed holiday and the 10th of the month, the report will be due on Monday, the 13th). HRSD acknowledges that GovOnline will show your submission as overdue, however, no violation will be assessed as long as the report is submitted by the end of the next available business day. It is always good practice to submit reports early rather than last minute to avoid potential enforcement.
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The "Grab/End/Collection Time" indicates when a sample was taken and should be entered as the "Sample Time" for your submission. The "Analysis Time" indicates when the sample was processed in the field or by the lab. This time is not entered in the data entry grid but should be included on the attached analytical report. Please recognize that individual substances can have different "Sample Times", especially when both composite and grab samples are taken.
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A less than sign (<) and Report Limit (RL) or Quantitation Limit (QL) are used to indicate that a result is Non-Detect (ND). If the laboratory uses ND in the result column, look for the RL or QL. Use a less than sign and that RL or QL to enter a ND result (e.g. < 0.05 mg/L).
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HERS/GovOnline offers a Copy & Paste function where results can be entered into an Excel Template and posted directly into the system. To learn more about that function, watch the Copy & Paste SMR Entry training video.
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Check the box next to No Discharge to indicate that there was zero discharge flow to HRSD through the Monitoring Point during the entirety of the monitoring period. No sampling or analytical results are expected because there was no discharge flow to HRSD.
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Data qualifiers, or flags, are used to provide additional information about an analytical result. They are often associated with a QA/QC or method anomaly. An example of a data qualifier is the “J” flag code. This typically indicates that the result is an estimated value and quantitative uncertainty exists. A Data Qualifier Narrative is a short, detailed description of the flag code, including which method requirements were outside of the acceptable range. This narrative is typically provided by the laboratory and may include comments regarding the usability of the data.
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Responsible Officials and Consultants can access historical records submitted through HERS/GovOnline by clicking “View all Historical Submittals” on the dashboard. However, HERS/GovOnline cannot be the industrial users’ system of record. Records should be retained according to 40 CFR 403.12(o) and your own company practices. For historical reports and data submitted to HRSD outside of HERS/GovOnline, you must still retain original certification statements/signatures along with reports for a period of three (3) years.
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If your submission is in a Completed Submittal review status, open the submittal, enter the Reason for Revision and click Request for Revision button. HRSD will receive the request and open the submission for editing. You will receive an email when HRSD approves your request.
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Send an email to HERSHelpDesk@hrsd.com; indicate the Submission ID & what you would like to revise.
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Yes. They need to follow the enrollment instructions and create an account as a Consultant (Preparer). A Responsible Official (RO) at your facility can then grant permissions to the Laboratory representative based on that representative’s email address.
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No. While a contract laboratory can enter the data as a Consultant, a RO at your facility will still need to log in to review the data and certify it for submittal to HRSD.
FootnoteUpdated: 6/21/2024