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Filing Representative Registration & Renewal FAQs

Questions on:
Registration Requirements
Qualification Requirements
Job Filing Requirement
Training
Application Deadline
Fee

Registration Requirements

What registration is required for Filing Representatives?

The Department requires Filing Representatives conducting business with the Department to register and obtain a Department-issued identification card. Beginning July 1, 2013, there will be two classes of registered filing representatives.

Class 1 Registered Filing Representatives can:

  • Present, submit, furnish, or seek approval of applications or construction documents; and
  • Remove documents from the Department.

Class 2 Registered Code and Zoning Representatives can:

  • Perform all activities of a Class 1; and
  • Appear before and attend appointments with plan examiners or Department technical staff seeking construction document approvals; and
  • Appear before and attend appointments at the NYC Development Hub if (1) employed and supervised by the registered design professional of record or (2) accompanied by the registered design professional of record or an individual employed and supervised by the registered design professional of record.

Section 28-416.2 of the New York City Administrative Code exempts the following persons from registration:

  • Owners
  • Registered Architects
  • Professional Engineers
  • NYS Licensed Attorneys
  • Master Plumbers
  • Master Fire Suppression Piping Contractors
  • Master Electricians

For more information email the Licensing Unit at FilingRepInfo@buildings.nyc.gov.

Who are the Department’s Technical Staff?

The following persons are Department Technical staff:

  • Borough Commissioners
  • Deputy Borough Commissioners
  • Code and Zoning Specialists
  • Plan Examiners
  • Chief Plan Examiners
  • NYC Development Hub staff

Beginning July 1, 2013, only Class 2 Code and Zoning Representatives can meet with Department Technical staff. Class 2 Code and Zoning Representatives may appear before and attend appointments at the NYC Development Hub if (1) employed and supervised by the registered design professional of record or (2) accompanied by the registered design professional of record or an individual employed and supervised by the registered design professional of record.

If I am exempt from Filing Representative Registration, how can I obtain a Department-issued identification card?

To obtain a Department-issued identification card, you must be:

  • At least 18 years old; and
  • A registered architect or licensed, professional engineer in New York State.

To obtain a Department-issued identification card, you must submit:

  • Professional NYS License/Registration; and
  • Resident Driver License, Resident Lerner Permit ID card, passport or alien registration card with photo (green card).

To apply, professionals must submit required documentation to the Licensing Unit in person at 280 Broadway, 6th Floor, Monday through Friday 9:00am – 3:30pm.  NYS Licensed Attorneys can also receive a professional ID. For more information call the Licensing Unit at 212-393-2258.

Qualification Requirements

What are the requirements to qualify as a registered Filing Representative>?

Applicants seeking to qualify as a Class 1 or 2 must be:

  • 18 years or older

Applicants can qualify as a Class 2 in one of the following ways:

  • Four-year college degree in architecture or engineering; or
  • Four-year college degree in another field and two years as a registered Filing Representative with the Department on no less than 50 jobs within four years of registration; or
  • Four years as a registered Filing Representative with the Department on no less than 125 jobs within eight years of registration

Applicants who do not have a four-year college degree will not be eligible to register as a Class 2 Code and Zoning Representative after June 30, 2013.

How can I find out if my school is accredited in the U.S.? 

To determine if your school is accredited, you may access the U.S. Department of Education’s Office of Post-secondary Education database of accredited postsecondary institutions  at http://ope.ed.gov/accreditation/.

What if my four year degree was earned outside of the U.S.?

The Department will accept  a four-year degree earned outside of the U.S. To demonstrate proof that you meet the Class 2 Code and Zoning Representative education requirement , you must submit a notarized, certified, English translation transcript.

Job Filing Requirement

How do I demonstrate proof of my job filings?

A job is defined as an application with an individual job number filed by the registered design professional of record. Proof of a job filing may be demonstrated if your name and/or Filing Representative registration number appears on the Plan / Work Application (PW1). If you include jobs as part of your job filing requirement where your information does not appear on the PW1, you will need to submit a typed and completed Experience Verification Form(s) from each registered design professional who is attesting to working with you on those job filings.

Filing Representatives must provide this information in Section 8 of the Filing Representative Application (LIC8) form.

What jobs qualify as within four and eight years of registration?

Within four and eight years of application is in reference to when the job was filed and whether that filing can be included in the filing requirement. For example, if an applicant applied on May 1, 2013, any jobs filed on or after:

  • 2005 may be included in the filing requirement as within eight years of application. A job filed January 1, 2004 cannot be credited towards the 125+ job filing requirement.
  • 2009 may be included in the filing requirement as within four years of application. A job filed January 1, 2008 cannot be credited towards the 50+ job filing requirement.

Limited Alteration Applications, Post-Approval Amendments, electrical applications, and demolition applications cannot be credited toward the filing experience requirement.

How can I find out if my registration number appears on a PW1?

To determine the number of jobs associated with your Filing Representative registration number on a Plan / Work Application (PW1), use the Filing Representative search feature in the Buildings Information System. In the “Application Searches” section, lookup BIS Jobs by Filing Representative Registration Number. The search results will only return exact matches as it appears on the PW1. To view a PW1, use the hyperlinks listed in Search Results, which is displayed by Job Number. If a number was not provided or miskeyed, it will not show up when entering your ID. This service applies to new and prior PW1 applications that are available online.

The Department’s Buildings Scan and Capture Network (BSCAN) was initially implemented in the Fall 2007 to enable the online retrieval of documents associated with New Building and Alteration job filing applications. To view jobs prior to then, you may search applications by job number or address.

Limited Alteration Applications, Post-Approval Amendments, electrical applications, and demolition applications cannot be credited toward the job filing requirement.

What if my name but not my registration number appears on a PW1?

If your name is listed in the Filing Representative section of PW1, that job may be credited toward your job filing requirement. If multiple names are provided, each Filing Representative will receive a credit for the job filing. Limited Alteration Applications, Post-Approval Amendments, electrical applications, and demolition applications cannot be credited toward the job filing requirement.

What if my neither my name nor registration number appear on a PW1 that I worked on?

If you include jobs as part of your job filing requirement where your information does not appear on the PW1, you will need to submit a typed and completed Experience Verification Form(s) from each registered design professional who is attesting to working with you on those job filings.

The total job filings listed on the Filing Representative Application LIC8 form must meet or exceed the Class 2 qualification you are applying or renewing under. (Limited Alteration Applications, Post-Approval Amendments, electrical applications, and demolition applications cannot be credited toward the filing experience requirement.)

Training

Where can I take the Department-approved Filing Representative training courses?

The Department will provide training to applicants at no cost over the next year. Training for Class 1 applicants is 16 hours, and training for Class 2 is 36 hours. Additional information regarding this program will be available later this year.

Application Deadline

When is my renewal application due?

All renewing Filing Representatives must submit their renewal application by June 30, 2013. Applicants who renew after June 30, 2013 may be subject to a late-renewal fee.

However, Filing Representatives renewing as a Class 2 (with four years as a registered filing representative with the Department on no less than 125 jobs within eight years of registration) can only renew under this qualification prior to June 30, 2013.

How often do I have to renew my registration?

Filing Representatives must renew their registration by June 30th every year. Beginning July 1, 2014, Filing Representatives will transition to a three-year cycle from the applicant’s birthday following the date of registration. For example, if a Filing Representative registers on July 1, 2014 and their birthday is September 1st, his or her registration will expire September 1, 2017.

Fees

How much will it cost to register as a filing representative?

New Filing Representative applicants are required to pay a $330 background investigation fee. After you have passed your background investigation, the Filing Representative registration fee is a $50 for a one-year term.

Beginning July 1, 2014, Filing Representatives will transition to a three-year cycle with a registration fee of $150. Applicants can pay registration fees by check or money order.

How much will it cost to renewal as a filing representative?

Filing Representative Renewal fee is $50 for a one-year term. Beginning July 1, 2014, Filing Representatives will transition to a three-year cycle with a renewal fee of $150. Applicants can pay renewal fees by check or money order.

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