What to include in your submission to help the decision-makers

At the EPA we have a duty to ensure the decision-making process is fair, impartial and thorough. To make the best decision, the decision-making committee considering a marine consent application needs to have as much relevant information as possible. We want to hear how an application might affect people, communities and the environment in your submission.

We’re looking for information that may affect the outcome of a decision or what conditions could be imposed if an application is approved. As part of writing your submission you can draw on your local knowledge, common sense and understanding of ‘how things actually work round here’.

A submission is not a vote for or against an application. By making a submission you’re not signing a petition. It’s what your submission says that is most important, not how many people say the same thing. High-quality information will help the decision-makers  understand the issues under consideration. 

If you have questions about making a submission or don't understand part(s) of the submission form, contact the EPA. The submission form will tell you how to get in touch. 

Information you must include in your submission

Make sure you complete each section of the form and provide your contact details. You need to provide a valid email address on your submission form so we can contact you about your submission and keep you updated throughout the process of the marine consent application.

In your submission, state what decision you would like the EPA to make on the marine consent application and describe why you think that decision should be made. You can comment on any aspect of the application and there is no restriction on the length of your submission.

Make sure you state in your submission whether you want to speak at a hearing. While speaking at a hearing can help highlight what you said in your submission, your submission is just as valid if you don’t speak. If you do speak at a hearing, you will generally only be able to talk about issues you have included in your written submission. 

Speaking to your submission at the hearing

Speaking at a hearing is your opportunity to talk about the submission you have made. You can give your opinions on the application, say how it will affect you, and ask for a particular decision or outcome. This is called making a representation. Someone can speak about your submission on your behalf.

How to send us your submission

The EPA must receive your submission before the close of the submission period. This date is on the submission form and public notice and is 30 working days from the date the application was notified.

You can provide your completed submission form directly to us using the EPA online form and it will be sent automatically to the applicant at the same time.

Find out what applications are open for submissions.

If you don’t want to use the online form, you can fill in a paper submission form. There is a specific submission form for each application. You can attach extra pages if you need more space. Make sure they are clearly labelled with your name, page numbers and the name of the marine consent application your submission relates to.

You must send a copy of your paper submission to the applicant. Contact details for where to send your submission will be on the submission form and in the public notice. 

Changing your submission

Try to avoid changing your submission after you have sent it or sending in duplicate submissions. If you state in your submission that you wish to be heard and need to change your mind later, let the EPA know as soon as possible. The submission form will tell you how to get in touch.

Try not to change your mind from not being heard to being heard, as we may not have allocated you a speaking time at the hearing or provided you with all the information you need to know for the hearing. 

Making your submission available

After the closing date of submissions, a copy of your submission, including all personal information, will be provided to the applicant, decision-makers and possibly to other parties in the process.

• If you are an organisation or company, your full business and contact details will be publicly available and published on the EPA website.
• For individual submitters, your name and any information in your submission may be publicly available and published on the EPA website.
• Your contact details (phone number, address and email) will not be publicly available.

Keeping you updated

The EPA is required to keep submitters updated throughout the process. There can be large amounts of correspondence. If you make a submission, you will receive emails notifying you of new information available on the EPA website, such as further information, evidence, hearing schedules, notices and reports. Emails will be sent to the email address you have provided on the submission form or, if you have a spokesperson such as a lawyer or professional adviser, the emails will be sent to your spokesperson.   

If you can’t receive emails, you will receive letters notifying you of where information can be found on the EPA website. At times, it may not be possible to post information to you in a timely manner. For example during the hearing, the hearing schedule may change frequently. If you can’t receive emails, ensure you provide your full postal address, including postcode.

If you state in your submission that you don’t wish to be heard, the EPA still needs to keep you updated with information and advice on the application and advise you of the final decision. You won’t receive any information about the hearing.

Costs

There is no fee for making a submission or appearing at a hearing. Any costs associated with preparing your submission and speaking about your submission at the hearing are your responsibility, for example, travel and accommodation to attend the hearing.