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CROWM FAQ

What is the CROWM application?

The Calgary Rights of Way Management (CROWM) application is The City of Calgary's portal for shallow utility companies to manage their utility line assignment applications, and coming soon…borehole and shoring applications.

Why do I need a myID account?

The Calgary Rights of Way Management (CROWM) application leverages The City of Calgary's myID functionality. myID is an online service that provides citizens and business owners with access to multiple City services using a single account. CROWM is one of those services available to business users.

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New ULA Application – Step 1: Details

What is the ‘Utility Provider’ field?

The ‘Utility Provider’ field displays a list of utility providers on whose behalf you are authorized to submit applications.

What happens if a utility provider that I am authorized for is not listed?

Contact the CROWM team by sending an email to ULAsupport@calgary.ca to verify the utility provider's registration status.

What if I don't know the start or end date of construction for my ULA?

If you’re unsure about the exact date when you construction with either start or end, please provide your best estimate for a proposed date of construction.

What happens when I press the ‘Cancel’ button?

If you press the ‘Cancel’ button, all information will be lost and you will be redirected back to the home screen.

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New ULA Application – Step 2: Location

What address do I enter into the ‘Address’ field?

In the ‘Address’ field, please enter the address of the proposed work location.

How do I input the address into the ‘Work Location’ field?

You have the option to (a) type in the address and click the search button (magnifying glass) or (b) select a location on the map.

What if my location does not have an address (e.g. it is an intersection)?

If your proposed location does not have an address, select the location on the map and then select the address provided in the dialog box that pops up.

What if my location covers multiple addresses?

If your proposed location covers multiple addresses use the markup tools on the map (lines and dots) to describe the proposed work location.

How do I save the marked-up map that I created in CROWM, to include as part of my application?

Once you’ve created the markup, click the ‘Attach Map to Application’ button to attach your markup as a .PNG file.

What do I put in the ‘Scope of Work’ field?

A brief description of the work to be done. This field is limited to 1000 characters.

What do I check for ‘Installation Types’?

You must check at least one installation type from the list provided, but depending on your application, you may select several. Your selections should cover all types that apply to your application.

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New ULA Application – Step 3: Files 

What will happen if my design (DGN) file has not been checked by the Drawing Checker?

As part of the ULA application process, once you submit an application, the CROWM system automatically runs your DGN file through the Drawing Checker. It is strongly recommended, however, that you check your drawing prior to submitting your application as any resulting errors will delay processing your application.

Do I need to submit my Drawing Checker report from previously checked drawings?

No. A new report will be generated when your application is submitted and this report will be attached automatically.

What type of supporting documents should be submitted?

Any document that you feel is relevant to the work being carried out. You may attach as many documents as you like, up to the noted total limit.

How do I remove a file that was added by mistake?

If you’ve attached a document in error, click the ‘Remove’ button beside the associated file in the list.

If I have already uploaded a DGN file, am I able to replace it?

You are able to swap out a DGN file if the application is still in a ‘pending’ state. If the application is in a ‘pending’ state, there are two ways that you can remove the uploaded DGN file. You can click the ‘Remove’ button beside the associated file and this will remove the file, or if you click the ‘Browse’ button, you can select a different design file and that new file will automatically replace your original DGN file.

Are there submission guidelines for ULA drawings?

Yes, prior to submitting a ULA application, please refer to the Digital Drawing Submission Guidelines for Utility Line Assignments document.

How do I include elevation information (Z-coordinates) in my DGN file?

Elevation information must be provided in a separate layer. Please refer to the Digital Drawing Submission Guidelines for Utility Line Assignments document for information about how best to provide this information.

What if I am having trouble uploading one or more of my files?

This issue may be related to the browser that you’re using to navigate CROWM. Try manually refreshing your web browser by holding down the Control (Ctrl) key and simultaneously pressing F5. This action tells your browser to reload the same page and re-download all necessary resource files your browser needs to properly use the web page.

If refreshing your browser doesn’t work, try clearing your browser history/cache. Each browser does this differently, so best to consult the help that comes with your browser for instructions on how to clear browser history/cache.

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New ULA Application – Step 4: Review & Submit

How do I submit an application?

In order to submit your application, you need to first check the boxes to agree to the Terms and Conditions of applying for a ULA permit. Once you’ve checked the boxes, you will be able to click on the ‘Submit’ button.

Will I receive a Drawing Checker report after I submit my application?

Yes. When you receive your ULA submission confirmation email, a drawing checker report will be included as an attachment in that email.

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My Applications Portal

How do I edit a pending application?

Under the ‘My Applications’ section in CROWM, double click on the application you want to edit. The application summary screen will appear, then click the ‘Modify’ button near the bottom of the page.

What does the ‘Undo Changes’ button do?

This button restores your application to the last saved version of the submitted application.

Why is the screen different when I view ‘My Pending Applications’ versus ‘My Applications in Progress?

The screens are different because these two categories have different permissions. In the ‘My Pending Applications’ section, because your application has not yet been reviewed by a ULA specialist, you are able to modify any of the input fields. Whereas, applications that fall in the ‘My Applications in Progress’ category are being reviewed by a ULA specialist, so information can only be submitted at their request.

What if I am having trouble uploading one or more of my files?

This issue may be related to the browser that you’re using to navigate CROWM. Try manually refreshing your web browser by holding down the Control (Ctrl) key and simultaneously pressing F5. This action tells your browser to reload the same page and re-download all necessary resource files your browser needs to properly use the web page.

If refreshing your browser doesn’t work, try clearing your browser history/cache. Each browser does this differently, so best to consult the help that comes with your browser for instructions on how to clear browser history/cache.

How do I withdraw a pending application?

Under the ‘My Applications’ section in CROWM, double click on the application that you want to withdraw. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Withdraw’ button.

How do I place a pending application on hold?

Under the ‘My Applications’ section in CROWM, double click on the application you want to place on hold. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Put on Hold’ button.

How do I place an application on hold that is ‘In Progress-Under Review’?

Under the ‘My Applications’ section in CROWM, double click on the application you want to put on hold. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Put on Hold’ radio button. Fill in the required boxes and click the ‘Submit’ button.

How do I withdraw an application that is ‘In Progress - Under Review’?

Under the ‘My Applications’ section in CROWM, double click on the application you want to withdraw. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Withdraw’ radio button. Fill in the required boxes and click the ‘Submit’ button.

Please note, if you are withdrawing an application that is in the ‘In Progress – Under Review’ state, you will still be charged the application fee.

How do I modify an application that is ‘In Progress - Under Review’?

The functionality to modify any of the technical information related to your application when your application is in the ‘In Progress – Under Review’ state is only available to applicants when additional information is requested by a ULA specialist.

If additional information has been requested of you, go to the ‘My Applications’ section in CROWM and double click on the application you want to edit. The application summary screen will appear. Scroll to the bottom of the page and click the "Supply Additional Information" radio button. Fill in the required boxes and click the ‘Submit’ button.

How do I submit a request for a Line Deviation for my approved ULA application?

Under the ‘My Applications’ section in CROWM, double click on the application you want to submit a line deviation request for. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Line Deviation’ radio button. Fill in the required boxes and click the ‘Submit’ button.

What are the requirements that I must consider when submitting a request for a line deviation?

A line deviation is submitted as a request to move an already approved ULA from the approved location, or portion thereof, to another area. Any time that the construction work is more than 0.3 metres from the approved location, a line deviation request is required, and construction should not commence or continue until approval is received.

In order to submit a line deviation request, you will need to attach a new drawing that shows only the infrastructure that is deviating from the original, approved drawing (you do not need to include the entire, previously-approved drawing – only the portions of the drawing that you are proposing to change). This ensures that the ULA specialist is able to review your request and ensure that it does not pose any conflicts. The City’s ULA specialists commit to reviewing all line deviation requests within two business days.

If a line deviation request is submitted after the construction has taken place, this will result in the ULA being marked ‘non-compliant’ and the utility provider is at risk of having to relocate their infrastructure, at their cost, at the request of The City. This also impacts the utility providers tiering position.

How do I request an expiry extension for my approved ULA application?

Under the ‘My Application’ section in CROWM, double click on the application that you want to request an expiry extension for. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Extend Expiry’ radio button. Fill in the required boxes and click the ‘Submit’ button.

Once your request has been reviewed and approved or rejected, you will receive an email notification to log in to CROWM to view the results of your request. This process takes an average of two business days to be completed. It is the responsibility of the utility provider to monitor and manage their applications and related expiry dates.

How do I notify The City that construction is complete for my approved ULA application?

Under the ‘My Application’ section in CROWM, double click on the application you want to update. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Construction Complete’ radio button. Fill in the required boxes and click the ‘Submit’ button.

Once you’ve updated the status of your application to ‘Complete’, you are required to submit your ‘As-Built’ drawing within 60 days.

How do I cancel an approved ULA application?

Under the ‘My Application’ section in CROWM, double click on the application you want to cancel. The application summary screen will appear. Scroll to the bottom of the page and click the ‘Other Application Requests’ radio button. Next, click the ‘Cancel Application’ button. Fill in the required boxes and click the ‘Submit’ button.

Please note that any time you cancel an approved ULA application, you are still required to pay the fees associated with that application.

How do I submit an As-Built drawing for an approved ULA application?

In order to submit an As-Built drawing, the associated application must have an In-Progress status of ‘Construction Complete’. Once the status of the application is ‘Construction Complete’, double click on the application to open the application summary screen. Scroll to the bottom of the page to find the ‘As-Built Drawing Submission’ section. Fill in the required boxes, upload your ‘As-built’ drawing file, and click the ‘Submit’ button.

You may want to refer to the CROWM As-Built template which is compatible for MicroStation V8i, 2D.

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My Contractors Portal

How do I add a contractor to my list of contractors?

Under the ‘My Contractors’ section in CROWM, click the checkbox beside one or more contractor(s) in the list of available contractors. Then click the ‘Authorize’ button. Those contractors will now appear in your ‘My Authorized Contractors’ list.

How do I remove a contractor from my list of authorized contractors?

Under the ‘My Contractors’ section in CROWM, in the list of ‘My Authorized Contractors’, click the checkbox beside any contractor(s) that you want to revoke access permissions for. Click the ‘Revoke Privileges’ button.

How will revoking a contractor's privileges affect applications that are pending or in progress for that contractor?

Revoking a contractor’s privileges impacts their ability to submit a new application, but does not remove them from any ‘pending’ or ‘in progress’ applications. Any pending applications should be withdrawn and re-submitted by a new contractor.

Utility providers also have the ability to add additional email addresses to an application, so this is another option for ensuring that applications that are ‘in progress’ can be tracked and moved forward by other team members.

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My Queue Portal

How do the arrow buttons work on the ‘My Queue Portal’ screen?

Under the ‘My Queue’ section in CROWM, click on an application, then use the up or down arrows to move through your list of applications.

Will setting top priority to an application bring it to the top of the list of all applications?

Not necessarily. Your highest priority application will be brought to the smallest position number you occupy in the overall queue. Other applicants who submitted applications before you will still have higher priority based on their queue position numbers.

What will happen if I forget to click the ‘Save’ button on this page?

Without clicking ‘Save’, any queue changes you’ve made to your list of applications will be lost. Your applications will continue to be selected based on the last-saved queue priority list.

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Multi-party Applications

What is a multi-party ULA application?

A multi-party application refers to a joint build where two or more utility providers collaborate and install their infrastructure as part of the same ULA installation.

In a multi-party application, who is the primary utility provider?

The primary utility provider refers to the utility provider who will act as the lead/primary contact for the multi-party ULA application. The primary utility provider is responsible for all processing and maintenance of the ULA from the initial submission through to the completion of the application, and upload of As-Built documentation.

In a multi-party application, who are the additional utility providers?

In a multi-party application, additional utility providers represent the joint applicants on the ULA application. These additional utility provides must coordinate all submission activities through the primary utility provider. Additional utility providers agree to let the primary utility provider act on behalf of all additional utility providers participating in the joint build.

What is the difference between Greenfield and Brownfield multi-party application types?

A Greenfield multi-party application refers to a ULA installation that will take place in a brand new community. A Brownfield multi-party application refers to a ULA installation that is proposed in an existing community where there is already established infrastructure.

How will multi-party ULA applications be affected by tiering?

In a multi-party scenario, the tier level of the primary utility provider will be applied to the multi-party ULA application, regardless of the tiering level of each additional utility provider. Moreover, the performance outcome of a particular multi-party ULA application will be applied to all utility providers and will count toward the tier score for each individual utility provider listed on the ULA application.

What is the format of drawing allowed for multi-party applications?

Please refer to the Multi-Party CROWM template for multi-party design submissions. This template is compatible for MicroStation V8i, 2D.

Why are utility providers split over multiple layers instead of just one layer for each layer type?

The reason why multiple layers are required for multi-party applications is to support the evaluation and review of the application. Multiple layers make application review for each individual segment easier and cleaner to evaluate. Please refer to the Digital Drawing Submission Guidelines for Utility Line Assignments document for how to reference additional layers for multi-party ULA applications.

How will the fees for multi-party ULA applications be determined?

The fees for multi-party applications will follow the same cost structure associated with single line assignments. It is up to each participating utility provider to divide up the total fee for the ULA application.

Are ‘Additional Utility Providers’ on a multi-party ULA application able to see the application in CROWM?

Yes, all utility providers collaborating on the application are able to view the application, but ‘Additional Utility Providers’ are only able to view the application in a read-only format. All updates to the application must be coordinated the ‘Primary Utility Provider’ on the application.

What are the consequences of not joining a multi-party ULA application?

If you choose to not participate in a multi-party ULA application, you may have to take a more costly approach to getting your infrastructure installed at that location at a later date.

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Temporary Service Drops

What is a temporary service drop?

A temporary service drop refers to the installation of temporary above ground service lines from supply pedestals to a specific address location. This is often the result of service failure of underground lines where the site conditions will not permit immediate excavation to bury a new service line. A temporary service drop may later be cancelled or converted to a single ULA application.

Do I require a design file for submitting a temporary service drop notification?

No, a design file is not required. The temporary service drop functionality in the CROWM system is a way to provide notification to The City’s Right of Way Management team of the specifics around the install and expiry dates.

Is there a fee charged for temporary service drops?

No, there are no fees associated with temporary service drops. This is simply a notification mechanism to alert The City’s Right of Way Management team of the specifics around the install and expiry dates.

How long can I have a temporary service drop in effect?

A temporary service drop has an expiry date of one (1) year from the date of installation. You must either remove your infrastructure and cancel the temporary service drop or convert it to a single ULA application before your temporary service drop expires. Failure to comply may result in fines or penalties.

What must I do when I'm ready to replace my temporary service drop with permanent infrastructure?

To replace temporary service drop infrastructure with permanent infrastructure, you need to convert your ‘Temporary Service Drop’ notification in CROWM to a ‘Single Line Assignment’ application. You can do this by logging into CROWM and navigating to the ‘My Applications’ section. On this page, you’ll see a section for ‘Temporary Service Drops’. Select the one that you’re looking to convert, click the Edit button to open the application. Scroll to the bottom of the page, select the Create Line Assignment button and begin the process of converting your ‘Temporary Service Drop’ to a ‘Single Line Assignment’ Application.

Complete and submit the application with all of the appropriate information required to submit a ‘Single Line Assignment’ request.

How do I cancel my temporary service drop?

Once your infrastructure has been removed, you can now log in to CROWM to cancel to temporary service drop. Once you’re logged in, navigate to the ‘My Applications’ section. On this page, you’ll see a section for ‘Temporary Service Drops’. Select the one that you’re looking to cancel, click the Edit button to open the application. Scroll to the bottom of the page, select the Cancel Service Drop button. You are required to provide a Reason for Cancellation before submitting the cancellation by clicking on the Submit button.

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The Drawing Checker

What is the Drawing Checker?

The drawing checker is a tool that provides users with the ability to check their utility line assignment (ULA) for errors prior to actually submitting their drawings for review, as part of the application process. Coming soon, users will also be able to check their borehole and shoring drawings.

What is the purpose of the Drawing Checker and why should I use it?

The drawing checker scans for any errors in your submission and provides users with a report detailing if any modifications are required or if the submission is ready to be submitted as an official application. By applying these recommendations, you can potentially avoid a delay in the processing of your application.

Is there a DGN template for As-Builts available for me to download?

Yes, you may use the CROWM As-Built template which is compatible for MicroStation V8i, 2D.

Is there a DGN template available for me to download?

Yes, you may use the CROWM template, which is compatible for MicroStation V8i, 2D.

How many times can I use the Drawing Checker?

You can use the drawing checker as many times as you'd like.

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Using the Drawing Checker

Can I save a partially completed submission?

No, you must either submit or cancel your submission.

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Drawing Files

What type of drawing file can I submit though the Drawing Checker and what is the size limit?

You are able to submit DGN files (MicroStation V8i, 2D) through the drawing checker. The size limit of the file is 5 Megabytes.

Why has the version of MicroStation changed?

To align with national industry standards, all drawing are now required to be submitted using MicroStation V8i, 2D.

Why do drawings have to be constructed with information on multiple layers?

Having drawings constructed with standard, separate layers ensures a faster and easier review process, while also enabling The City to provide utility providers with more accurate fee estimates.

How many layers can I include in my drawing?

Please refer to the Digital Drawing Submission Guidelines for Utility Line Assignments document to see the standard layers and layer naming conventions for drawing files. These are the only layers that will be reviewed as part of your submission.

Can I attach multiple drawing files to one submission?

No, you can only attach one drawing per submission. Each unique application requires its own submission to the drawing checker.

What if I am having trouble uploading my file?

This may be a browser issue. Try manually refreshing your web browser by holding down the Control (Ctrl) key and simultaneously pressing F5. This action tells your browser to reload the same page and re-download all necessary resource files your browser needs to properly use the web page.

If the problem persists, try clearing your browser history/cache. Each browser does this differently, so best to consult the help that comes with your browser for instructions on how to clear browser history/cache.

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Project IDs

What information should I put in the "project ID" field?

The "project ID" field is something that users told us they wanted to help track their submissions. This space allows you to input your organization's project IDs, so feel free to use this space to indicate any unique project codes or numbers that may help you manage your submissions.

How many project IDs can I include in my application?

You can include up to 5 project IDs per application.

What do I put in that field if I don't have a project ID?

If you don't have any specific project IDs or codes that you wish to input, simply type "N/A" in this field.

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Drawing Checker Report

How long will I have to wait before I receive my drawing checker report?

After submitting a drawing to the drawing checker, typically, you should receive an email with your report within 30 minutes. Circumstances like an abnormally high volume of submissions or a lag in network speed could delay the processing of your drawing checker report.

If you do not receive your report within 24 hours, please contact the ULA team at ULAsupport@calgary.ca.

Does CROWM save my drawing checker reports so I can retrieve them at a later time?

When you run a stand-alone file through the drawing checker, all drawing checker reports are deleted after being processed. Please save the email and attached drawing checker report for your files.

When you submit an application through CROWM, your application is automatically run through the drawing checker, with the results being emailed to you, with a copy of the results also being saved to your application.

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Results

I got all "pass" results in my drawing checker report, what should I do now?

If your drawing checker report revealed that your submission received a "pass", your application is now ready to be submitted. To start a new application, click on the "Submit Application" button from the CROWM home page.

Does getting "pass" results mean that my ULA application is approved?

The drawing checker is not linked with the portal to submit an application, so even if your submission receives a "pass" from the drawing checker, it still requires a formal application before any work is considered "approved". There is no guarantee that your application will be approved even if your drawing checker report gets all "pass" results. Your application may be rejected based on other conditions such as conflicts with trees, planned developments, or other utilities.

I received "fail" results in my drawing checker report, what should I do now?

If your drawing checker report revealed any "fail" areas, you'll need to fix your drawing according to the recommendations in the report. If you choose to ignore the recommendations and submit your drawing with known issues, you risk forfeiting your application fee.

I received "warning" results in my drawing checker report, what should I do now?

If your drawing checker report revealed "warning" results, it does not necessarily mean that your ULA application will be rejected, if submitted as is. However, it is strongly recommended that you fix your drawing according to the recommendations in the report (if there are any) to avoid any possible delays in approving your application.

How is the fee estimate determined?

The fee estimate is determined based on the DGN drawing file you submit as part of your application. The calculations are based on the line lengths and structures that are present in the various layers of the drawing file.

The City’s ULA specialists verify the line length and number of structures included in your drawing to determine the applicable fees. This information is included in your approved ULA permit.

Will my fee estimate change?

Possibly. The estimates displayed are just that, estimates. If your drawing is fairly reflective of the work to be done, it should be close, but ultimately, the final fee will be determined by a ULA specialist once the application has been formally submitted and is undergoing review.

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