EPIMS Help

Step-by-step instructions for notifying for a Routine Maintenance Agreement

1. From the left navigation panel, select .
2. Select “Notify for Routine Maintenance Agreement (Cannabis and non-Cannabis)” under the “Project Name” column for the region that serves the county where the project is located.
   • If the wrong region is selected, the applicant will have to start a new notification for the correct region. The notification cannot be transferred to a different region.
     

     

3. Click .
4. “Notification Title” - Enter a name for the project. This is the name of the overall project. Do not use special characters.
   • If the project does not have a formal name or title, use a name that best describes the project. For example, if the project is the installation of a culvert on private property, name the project, “Culvert on Smith Property.” If the project has already been assigned a name for other permitting or environmental review purposes, use the same name.
5. “Applicant” - Select the applicant’s name from the drop-down list.
   • The applicant drop-down will list all users associated with the user’s organization. If associated with more than one organization, all users associated with each organization will show in the drop-down list.
   • If not associated with an organization, only the user’s name will appear in the drop-down list.
   • IMPORTANT: The legally responsible party (e.g., the landowner, lessee) should always be listed as the “Applicant,” with any consultants, employees, engineers, lawyers, etc. being listed under “Additional Contacts” (see step 9).
6. Click .
   • To access the notification forms after logging out, go to Notifications and select the notification from the list of “Current Notifications”, then click the button in the upper right-hand corner.
7. “Organization” - Select the organization associated with the project.
   • If associated with more than one organization, select the applicable organization for the project.
   • If notifying as an individual, select the applicant’s name.
8. Click .
9. “Additional Contacts” - If applicable, select additional contacts associated with the same EPIMS organization to receive alerts related to the notification and permit from the EPIMS system.
   • Multiple Additional Contacts can be added. Select as many people as needed from the list.
   • If not associated with an organization, only the user’s name will be available.
   • If a name is missing from the list, please make sure the person has an EPIMS account; then send an email request to EPIMSHelp@wildlife.ca.gov to request the user be added to the organization.
10. “Designated Representative” - If applicable, select the person that is authorized to represent and sign the notification and any agreement on behalf of the applicant.
    • Only one Designated Representative can be selected.
    • If not associated with an organization, only the user’s name will be available.
    • To add a user to an organization, please make sure the person has an EPIMS account, then send an email request to add the user to the organization to EPIMSHelp@wildlife.ca.gov.
    • To have access and receive alerts related to the notification or permit, the Designated Representative must also be listed in the “Additional Contacts” field.
11. Click .
    • Upon clicking , the “Notification Details” page will open with all necessary forms that must be completed before submitting the notification.
      • General Information (This component was completed when the notification was started. No further action is required for this component.)
        • To update the component, select it from the list, and click Edit Form.
        • Note: only the Applicant will be able to Edit this component. Additional Contacts can edit the rest of the notification, but they cannot edit the General Information component.
      • Project Description and Term
      • Maintenance Activities
      • Environmental Review
      • Measures to Protect Fish, Wildlife, and Plant Resources
      • Prior Notification, Orders, and Permits
      • Documents and Maps
      • Fees Schedule
      • Acknowledgement and Signature
    • All components must include a green checkmark in the “Complete?” column before submitting the notification.
12. Select the Project Description and Term component.
13. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Form sections to complete:
      • Project Description
      • Commercial Cannabis Cultivation
        • For cannabis notifications only – Either attach a copy of the Cultivation Property Diagram in the Documents and Maps component or provide a brief explanation why the Cultivation Property Diagram is not attached. The notification may be incomplete if a Cultivation Property Diagram is not included with the notification.
      • Agreement Term
14. When all fields are complete, click the button.
15. Click the button.
16. Select the Maintenance Activities component.
17. Click the button.
18. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Form sections to complete:
      • Maintenance Activities
      • Seasonal Work Period - Fill in the work periods for all years of the agreement even if you do not anticipate the activities taking that long to complete.
      • Activity Location
      • Activity Details
      • Affected Body of Water
      • Wild and Scenic Rivers Act
      • Water Rights
      • Water Diversion
      • Reservoir
      • Impacts to River, Stream, or Lake
        • Attach supporting documentation to the Documents and Maps component.
      • Impacts to Special Status Species
        • Attach supporting documentation to the Documents and Maps component.
      • Impacts to Trees and Vegetation
        • Attach supporting documentation to the Documents and Maps component.
19. When all fields are complete, click the button.
    • To include multiple project locations, repeat steps 17-19.
    • Identify all the projects that are subject to the notification requirements in Fish and Game Code section 1602. Only projects identified here will be covered by the agreement. See California Code of Regulations, title 14, section 699.5, subdivision 11(A)-(C) for the definition of “Project.”
    • The project locations entered in this component will auto-populate in the Fees Schedule component.
20. Click the button.
21. Select the Environmental Review component.
22. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Form sections to complete:
      • California Environmental Quality Act (CEQA)
      • National Environmental Policy Act (NEPA)
      • If applicable, include all CEQA and NEPA documents and notices, and a copy of the Environmental Filing Fee receipt (CEQA filing fee pursuant to Fish and Game Code section 711.4) in the Documents and Maps component.
23. When all fields are complete, click the button.
24. Click the button.
25. Select the Measures to Protect Fish, Wildlife, and Plant Resources component.
26. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Form sections to complete:
      • Sediment/Erosion Control
        • Attach supporting documentation to the Documents and Maps component.
      • Avoidance/Minimization Measures
        • Attach supporting documentation to the Documents and Maps component.
      • Mitigation/Compensation Measures
        • Attach supporting documentation to the Documents and Maps component.
27. When all fields are complete, click the button.
28. Click the button.
29. Select the Prior Notification, Orders, and Permits component.
30. Answer the first question at the top of the form, “Do you have any notifications, orders, or permits to include?”
    • Select “Yes” or “No” and click .
      • If “No,” skip to step 40.
      • If “Yes”, click the button for each applicable section to include notifications, orders, or permits.
    • Form sections to complete, if applicable:
      • Prior Notifications and/or Agreements (Steps 31-33)
      • Prior Orders, Notice, and/or Violations (Steps 34-36)
      • Local, State, and/or Federal Permits (Steps 37-39)
31. If applicable, click the button in the “Prior Notifications and/or Agreements” section.
32. Read and follow the instructions on the form carefully. Complete all required fields on the form.
33. When all fields are complete, click the button.
    • If there are multiple notifications and/or agreements to add, repeat steps 31-33.
34. If applicable, click the button in the “Prior Orders, Notice, and/or Violations” section.
35. Read and follow the instructions on the form carefully. Complete all required fields on the form.
36. When all fields are complete, click the button.
    • If there are multiple orders, notices, and/or violations to add, repeat steps 34-36.
37. If applicable, click the button in the “Local, State, and/or Federal Permits” section.
38. Read and follow the instructions on the form carefully. Complete all required fields on the form.
39. When all fields are complete, click the button.
    • If there are multiple permits to add, repeat steps 37-39.
40. When all applicable sections are complete, click the button.
41. Select the Documents and Maps component.
    • Select the Click here for Tips to Create a Quality Map (PDF) link found in the form instructions for help with creating a project map.
42. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Form sections to complete:
      • Maps and Photos
        • If a map is not included, or the map does not provide enough information to allow a person not familiar with the area to find the project site or identify the features of the project, CDFW may determine your notification is incomplete.
      • Studies and Mapping
      • Additional Documents and Maps (if applicable)
43. When all fields are complete, click the button.
44. Click the button.
45. Select the Fees Schedule component.
    • IMPORTANT: CDFW annually adjusts the LSA Fee Schedule on January 1st for inflation. Any notification received on or after January 1st shall include a fee that complies with the new fee schedule.
46. Click the button for either the “Regular Term Notification Fees” section or the “Long Term Notification Fees” section.
47. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Add the base fee, plus;
    • Each project entered in the Maintenance Activities component MUST have an associated fee. Repeat steps 46-48 to add a fee for each project.
48. When all fields are complete, click the button.
49. Scroll down to the “Payment Information” section, click the green Add Row button.
    • The “Total Fees Due” section will auto-populate based on the information entered in the “Regular Term Notification Fees” or the “Long Term Notification Fees” sections. The “TOTAL (All Fees)” is the amount needed to enter in the “Payment Information” section.
50. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • If paying by credit card, a 5% service fee is included with each transaction through CDFW’s Online Sales site. Upload the receipt that was emailed to you in the Documents and Maps component.
    • If paying by check/money order, submit the fee with the Pay by Check or Money Order form (PDF) and send to the correct regional office.
    • IMPORTANT: CDFW is not required to determine whether a notification is complete or otherwise begin processing the notification until the correct CDFW regional office has received the notification AND correct notification fee.
51. When all fields are complete, click the green Save Row button.
52. Click the button.
53. Select the Acknowledgement and Signature component.
54. Read and follow the instructions on the form carefully. Complete all required fields on the form.
    • Select only “Option 1” or “Option 2” for the “Site Inspection” section.
    • The electronic signature should only include the name of either the Applicant or Designated Representative. If it includes a name other than those two users, the notification will be considered incomplete.
    • If you do not understand any of the statements, contact the regional office where your project is located to discuss further.
55. When all fields are complete, click the green Save Form button.
56. Click the button.
57. Click the button.
    • Once all notification forms have been Marked as Complete, the notification can be submitted.
58. Click the button.
    • An alert window will open notifying the user that after clicking Submit the notification components will not be able to be edited. If complete, click Submit. If further changes are needed to any of the components, click Cancel and edit the applicable components.
    • After submittal, an email will be sent to the applicant (and additional contacts) confirming the notification was submitted.
    • CDFW will receive notification of the submittal and will begin processing the notification components.
    • Once CDFW has completed the review, an email will be sent to the applicant (and additional contacts) regarding CDFW’s decision and will include additional steps for the applicant to follow.
    • IMPORTANT: Follow all instructions outlined in subsequent emails from CDFW.