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Project Changes Documentation Guidelines

This document provides guidelines for documenting project changes, inspections, and fish salvage reports. It outlines the necessary forms and processes for notifying stakeholders about changes and ensuring compliance with regulatory standards.

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Project Changes Documentation Guidelines

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  1. Documentation (Changes, Inspections)

  2. Project Changes (pg 16) Page numbers refer to May 2013 User’s Guide • “Change happens” • After Project Notification • Change Form is needed when: • In-water work variance (AKA IWWE) • Project changes that substantively impact species differently than per Notification • cannot meet SW management on-site, fluvial performance standards, fish passage, etc. • Alternative mitigation • Project Change form versus Project Completion Report • Submittal process like Notification

  3. Why is the change necessary? • If IWWE, also describe measures already conducted to try to avoid a variance. • Habitat features/resources impacted specific to each activity to be changed. • Is change with in scope of FAHP or other pertinent regulatory standards (if not, would it trigger ESA re-initiation)?

  4. Most relevant to IWWE. ODFW comments

  5. Signature blocks to be like Notification • Section to be revised…Attachments for Regulatory Approvals • NMFS, DSL will want to see ODFW approval (attach email communication) • USACE may want to see NMFS, USFWS, or ODFW approval • Processing/transmittal: • If FAHP Project change, process/transmit as per Notification, after obtaining ODFW approval • Other regulatory project changes, check with regulators • Maintain final/signed in FAHP Project’s FTP folder

  6. Environmental Inspections(pgs 7, 13) • Who, When? (see Roles module) • As relevant to document “may affect” work • Clearing in rip. zone – avoidance areas, native materials salvage • Herbicide treatment – OK chemicals, buffers maintained? • In-water work or work near species/habitat, bubble curtains • Habitat improvements, site restoration • Transmittal is different than Notification • No need for signatures • Upload to Project’s FTP folder • E-mail notice to FAHP Project Stakeholders

  7. Fish Salvage Report (pg 14) • ODFW form • see ODOT biology website, “forms” • Due 30 days after salvage • FAHP transmittal like Inspection • also e-mail to ODFW, NRU-Trans Must call NMFS for sick, injured or dead ESA fish

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