NSW Place and Road Naming Proposal System · To view the reason for rejection, the RNA will need to log in to the Proposal System, select the road name proposal and click on the ‘Option

NSW Place and Road Naming Proposal System

Road Naming Authority User Guide

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NSW Place and Road Naming Proposal System Road Naming Authority User Guide

Title: NSW Place and Road Naming Proposals System Road Naming Authority User Guide

Published by

Geographical Names Board A Unit of the Department of Customer Service 346 Panorama Avenue BATHURST NSW 2795 Tel: (02) 6332 8214

gnb.nsw.gov.au

Cover photograph: Shutterstock. Pacific Highway at Berowra, Sydney, Australia

Photographer: Jamen Percy

Enquiries

Any enquiries regarding this Direction should be forwarded to

[email protected]

For legislation in NSW go to www.legislation.nsw.gov.au.

Copyright

© State of New South Wales Spatial Services, a division of the Department of Customer Service (DCS), Australia.

This copyright work is licensed under a Creative Commons Australia Attribution 4.0 licence.

Document Control

Record of Document Issues

Version No. Issue Date Nature of Amendment1.0 Jan 2020 Original Issue

Document Approval:

Approved By:

Lisa Powell

Date of Approval: JANUARY 2020

https://www.gnb.nsw.gov.au/

mailto:[email protected]

http://www.legislation.nsw.gov.au

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Table of contentsTable of contents � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �3

About road naming in NSW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Getting Started � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �5

System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Getting help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

ROAD NAMING � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �6

NSW the Proposal System - Road Naming User Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Road Name Authority representative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

GNB Secretariat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

NSW Surveyor-General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

NSW the Proposal System - Road Naming – Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Register a user account as a Road Naming Authority representative . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Log in to the system as a Road Naming Authority representative . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Prepare and submit a Road Name Proposal for the GNB Secretariat to consider . . . . . . . . . . . . . . 12

View all submitted Road Naming Proposals for the RNA that they represent . . . . . . . . . . . . . . . . . . 19

Respond to clarifications about a proposal from the GNB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

View and update details about the RNA you belong to . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Prepare and submit Road Name Gazettal Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Prepare and Submit an Appeal for a Rejected Road Name Proposal . . . . . . . . . . . . . . . . . . . . . . . . . 29

View and edit own profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Road Name Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

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About road naming in NSW

About Road Naming Proposals in NSWRoad naming authorities must adhere to the procedure outlined in the NSW Road Regulation 2018 when naming a public road. The NSW Addressing Policy and User Manual (AUM) describes the process and rules for road naming.

In NSW, the Geographical Names Board (GNB) must be notified of all road naming proposals. The Surveyor-General can also object to any road naming proposal.

The naming of roads in NSW is standardised to ensure the process is transparent and easy to understand for regulatory bodies and members of the community. A consistent approach to road naming benefits emergency services, transport, goods and service delivery and provides opportunities for community consultation when determining road names.

The processes involved in road naming for NSW have been streamlined with the NSW Place and Road Naming Proposal System (the Proposal System).

Further readingThe NSW Address Policy and User Manual can be accessed on the GNB website and provides further information on road naming in NSW – see section ‘6.7 Principles of Road Naming’.

https://legislation.nsw.gov.au/#/view/regulation/2018/512/part2/div1/sec7

https://www.gnb.nsw.gov.au/__data/assets/pdf_file/0020/223346/NSW_Address_Policy_and_User_Manual.pdf

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Getting Started

System requirementsTo use the Proposal System platform, you will need the following:

a) A computer or device with a display capable of Full-HD or 1080p image resolution (1920 x 1080 pixels).

b) An internet connection

c) A commonly used and recent web browser (for example Chrome, Firefox, Safari or Edge), and Please Note: Internet Explorer is not supported

d) An email address, because many functions on the platform will utilise email-based notifications.

Getting helpThe Proposal System is provided by the NSW Government.

The NSW Department of Customer Service is responsible for the delivery of the platform.

For support and queries please contact the GNB Secretariat via email:

[email protected]

Or via telephone on:

02 6332 8214

or

1800 025 700

mailto:[email protected]

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Road Naming

The Proposal System - Road Naming User RolesThe processes relating to Road Naming Proposals (RNPs) involves two roles.

They are:

a) Road Naming Authority representative - this is the person that is authorised by a particular Road Naming Authority (RNA) to access the Proposal System on that entity’s behalf and propose road names.

b) Geographic Names Board Secretariat - this team, acting as representatives of the NSW Surveyor-General, who is a relevant party, reviews the RNPs. The GNB Secretariat will use the information provided in the RNA’s proposal to determine the suitability of a road name based on the guidelines outlined in the NSW Address Policy and User Manual.

Upon submission of a road name proposal in the Proposals System there are two (2) typical paths to completion.

They are outlined below:

PATH 1 - The steps below describe a situation where the road naming proposal is submitted via the Proposal System and is approved:

Step 1The RNA

representative submits the road name proposal.

Step 2

The GNB Secretariat reviews the proposal.

Step 3 The GNB

Secretariat approves the

proposal.

Step 4The proposal system sends a notification

to relevant parties (as per Road

Regulations 2018). They have 14 days to send an

objection to the RNA.

Step 5 The RNA is invited

to prepare and submit a gazette

notice (this usually follows

a period of public

advertisement, if one has not been

undertaken previously).

Step 6 The GNB

Secretariat reviews and confirms the

gazette notice aligns with

the approved proposal.

Step 7 The Gazette

notice is published, relevant

parties are informed of

the completed road name

and the NSW Government

Spatial Information systems are updated to reflect the gazetted

information.

https://www.gnb.nsw.gov.au/__data/assets/pdf_file/0020/223346/NSW_Address_Policy_and_User_Manual.pdf

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PATH 2 - The steps below describe a situation where the road naming proposal is submitted via the Proposal System, and is rejected:

NB: The RNA can log in to the Proposal System at any time to check the status. To view the reason for rejection, the RNA will need to log in to the Proposal System, select the road name proposal and click on the ‘Option to Appeal’.

Using this function the RNA has the ‘Option to Appeal’ to the NSW Surveyor-General and put forward a case as to why the proposal is worthy of further consideration.

The NSW Surveyor-General will consider the basis of the original decision and the subsequent case put forward by the RNA. The NSW Surveyor-General will either uphold the decision (the proposal remains rejected) or overturn the decision (the proposal then becomes Approved and progresses as per Step 3 of Path 1 as shown above).

Road Name Authority representativeA key role in the process of naming roads in NSW is that of the Road Naming Authority (RNA) user.

The RNA user can undertake the following activities in the Proposal System:

• Register a user account

• Log in to the Proposal System

• View all submitted RNPs for the RNA that they represent

• View details about their RNA (including the details of the Involved Party to appear on their Road Name Gazette Notices)

• View the other RNA users from their RNA

• View and edit own user profile

• Prepare an RNP for the GNB Secretariat to consider

• Respond to clarifications sought by the GNB Secretariat about RNPs

• Prepare and submit a Gazette Notice for an approved RNP

Step AThe RNA

representative submits the road name proposal.

Step BThe GNB

Secretariat reviews the proposal.

Step CThe GNB

Secretariat rejects the proposal.

Step DThe RNA is

informed of the rejection via a weekly digest

email.

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GNB SecretariatThe GNB Secretariat plays a key role in supporting road naming process in NSW.

The system is designed in accordance with the NSW Address Policy and User Manual.

The GNB Secretariat support the following objectives:

• Improving the efficiency of processes between the GNB and naming authorities through the use of a shared environment, which records and tracks all activities relating to road naming.

• Eliminating the need for RNAs to manually notify the relevant parties (in accordance with the Roads Regulation 2018) of proposed road names as the system performs this process.

• Time and cost savings by enabling road naming authorities to propose and gazette road names online.

• Automation of gazette notices for new road names.

NSW Surveyor-GeneralThe NSW Surveyor-General represents GNB under the NSW Government’s road naming legislative and regulatory framework, and plays a key role in determining the suitability of proposed road names.

The Proposal System - Road Naming – FunctionsThis section provides guidance on the various functions that the system roles explained above can play.

Register a user account To use the Proposal System as a representative of a NSW RNA, the user will need to visit the system website and register.

Registration is a 2-step process.

Step 1) This step involves:

a) Accessing the system website at https://proposals.gnb.nsw.gov.au/

b) New users will need to select ‘Register Now’ - as shown below:

https://proposals.gnb.nsw.gov.au/

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c) That selection will take you to a screen with the following view:

The user will need to complete the fields with their details as shown.

d) Upon completion you will select ‘Submit for Approval’

If the details provided are complete you will be shown the following:

User details will be submitted to the GNB Secretariat for approval.

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Step 2) The GNB Secretariat will review the new user account details and make any enquiries they need to determine the user’s role in road naming on behalf of the nominated organisation. Please note that the standard lead-time for user registrations is 24-48 business hours.

The user will be emailed when their new registration has been processed.

Log in to the system Once an account is approved the new user will be able to log in to the system.

Instruction:To use the Proposal System as:

• a representative of an NSW RNA seeking to manage RNPs and related matters, OR

• a representative of a local or other government entity seeking to manage place name proposals and related matters, OR

• as a member of the GNB Secretariat

A user will be required to use a valid email address and password in order to gain access to the system.

Steps:To log in to an account:

Step 1: Visiting the system website at this address https://proposals.gnb.nsw.gov.au/

Step 2: The following screen will display:

The user must provide a valid email address and password.

Step 3: The user clicks submit.

Alternatively, if the user has forgotten their email address or password, they can select ‘I need to reset my password’.

https://proposals.gnb.nsw.gov.au/

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This will result in the following screen displaying:

This will send a message with a unique code to the email address nominated (if it exists, otherwise an error message will be shown), so that the user can prove that they are authorised to access that email address and consequently that account.

Once that message with the unique code is received, the user can complete the following screen:

This will record the new password in the system and the user will be required to use that password with the registered email address from that point forward.

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Prepare and submit a Road Name Proposal for the GNB Secretariat to considerThis is the point at which a RNA can introduce to the system information that outlines and supports its proposal.

The steps to preparing and submitting a RNP are set out below:

StepsStep 1: Having already logged in to the system you will see a menu on the left-hand side of the screen with an option of ‘Create Road Name Proposal’

Select this option.

Step 2: A new screen will load with the following section showing:

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The reference name is a label that is used in the Proposal System allowing users to identify a single road name or a group of road names as a proposal.

This approach to the Reference Name label is shown conceptually in the following diagrams:

Fig 1: Below, a road name proposal with three road names being proposed.

Step 3: Select ‘Add new road’ and the user is shown a new web form to be filled in.

There are three options in relation to RNPs:

• Public road (public council or public road)

• Non-dedicated (a private road)

• Pre-Approved (reserving a name for future use)

These road types are defined in the NSW Address Policy and User Manual. If a user is uncertain about the road name proposal type they can contact GNB Secretariat for guidance.

Fig 2: Below, a road name proposal with a single road name being proposed.

Proposed Road Name 1

Road Name Proposal Reference Name




Road Name Proposal Reference Name

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The red * symbols indicate that a field is mandatory.

When entering a road name the system will automatically complete an eligibility check and provide feedback to the RNA. Feedback on the proposed road name can be seen above as the red text under the ‘Proposed Road Name’. Please note that an eligibility check provides preliminary feedback only and should be used as a guideline to show potential issues. Final approval or rejection will be provided by the GNB Secretariat once a road name has been submitted by an RNA user.

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Upon completing the details of the road name, the user can select ‘Save’ at the bottom of the screen.

Note that if the ‘Save’ selection is not available (i.e. it appears greyed out) that indicates that one of the mandatory elements of the proposal has not been provided.

Upon selecting ‘Save’ the user is then taken back to a view where they can see the individual road name proposal has been added to the broader RNP under the Reference Name selected.

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The user can continue selecting ‘Add New Road’ to populate the proposal with all the road names that they wish to submit.

Step 4: Once the user has completed the process of adding individual road names to the proposal, they can then move to the ‘Road Name Agreements’ section of that page, where they are asked to answer questions about the nature and origin of the road names in the proposal.

The questions require a ‘tick’ alongside each of the items to proceed – this indicates that the user has considered each question and ensured the proposal is in keeping with regulatory and policy requirements.

Having confirmed ‘Road Name Agreements’ criteria the user is able to submit the proposal. Other options include ‘Delete Proposal’, or if the user would like to come back to the proposal and alter details already added, or to add more details and/or roads, they can do so by selecting ‘Save as Draft’.

Selecting ‘Delete Proposal’ removes the data already entered.

NB: This action cannot be reversed.

Selecting ‘Save as Draft’ saves the details already entered which allows the user to return to the proposal again at a future date. Note that any proposal left in a draft state and unactioned for a period of 30 days will be archived – which means it will no longer be visible in views in the system unless the user ticks the box labelled ‘Show Archived Proposals?’.

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Step 5: In cases where users select ‘Submit Proposal’ they will be shown a new screen that confirms the proposal was successfully submitted.

The proposal will then be reviewed and evaluated by the GNB Secretariat.

The user has the choice at this stage of preparing another Road Name Proposal by selecting ‘Create Another Road Name Proposal’, or alternatively they can select ‘Go to My Proposals Dashboard’.

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View all submitted Road Naming Proposals for the RNA that they representWhen a user first logs in to the system, they are taken to the ‘Proposal Dashboard’. The user can also navigate to this view at any time by selecting ‘Manage Proposals’ from the menu on the left-hand side of all screens.

On this page, the user can see all RNP’s submitted by their organisation, including RNP’s they have submitted. This feature allows co-workers to work on each other’s RNP’s.

The Proposal Dashboard provides an overview of RNP’s that are in-progress or were recently finalised.

• From this view the user can view the information of an RNP, for example:

° The Ballina Heights RNP has a

- Total of one road name

- Single ‘Public Road’

- Status of ‘Proposed’

- Submission date of 15 Sep 2019

° The Sharpe’s Beach RNP has

- Two proposed roads

- Two ‘Public roads’

- Two roads ‘Under Review’

• The ‘View Proposal’ hyperlink allows the user to view the proposal information that was submitted

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Respond to clarifications about a proposal from the GNB When an RNP has been submitted, the GNB Secretariat will review the material provided.

Where further detail is required, the GNB Secretariat will raise a clarification to the user via the system. This will generate an automatic notification, which is sent to the email address of the user.

When a clarification request is outstanding the Proposal Dashboard will display an indication as shown below:

The user can then select ‘View Proposal’ to see the details of which road name within the proposal is the subject of the clarification.

This view also offers an action for the user to select ‘Respond to Query’

The two features are shown in the image below:

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Selecting ‘Respond to Query’ or the link provided to the user via email, will show a screen with the details of the clarification (shown below).

The user can type a response, attach required files (if any), and submit their clarification using the ‘Submit Clarification’ button at the bottom of the page.

The information will then be sent to the GNB Secretariat for consideration as part of its role in reviewing the RNP.

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View and update details about the RNA you belong toThe system allows the authorised representatives of each RNA to access the details stored about their RNA.

The information stored for each RNA includes:

• Address details of the RNA

• Responsible person for the RNA – whose name and title will appear on gazette notices prepared by the system and sent to the Parliamentary Counsel Office

• User accounts approved to administer RNPs on behalf of the RNA, with added functionality to:

° Reset passwords.

° Edit role title, phone number or name

° View RNPs that each user has submitted

° Suspend to activate user accounts

The screenshots below show the functions and how they are accessed:

This icon allows the user to edit the details of their RNA

This icon allows you to view the details of a user within the RNA

This icon allows the user to edit another user within the RNA

This icon is used to suspend a user. When a user is suspended the icon will change to which allows you to reactivate the user account.

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The screenshot below depicts the RNA edit screen accessed via the icon

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The screenshot below depicts the user account view accessed via the icon

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The screenshot below depicts the user account edit screen accessed via the icon

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Prepare and submit Road Name Gazettal NoticesThe RNP system allows road names concurred by the GNB to be submitted for inclusion in the NSW Government Gazette, as per regulatory requirements. The system supports this process, but the responsibility for ensuring that a new road name is gazetted remains with the RNA. The system seeks to streamline the gazette process by using information captured during proposal creation. Therefore, only missing information (if any) needs to be added by the RNA.

When the GNB review a RNP they will provide an outcome of approved, clarification and rejected. The user will be notified by email and the outcome will be visible in the ‘Proposal Dashboard’ as seen below:

Where a road name has a status of approved, the user can select ‘Create Gazettal’. Selecting this action will display a new screen, where the details for the gazette notice can be entered.

Note: gazettal is not required for private roads.

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Selecting ‘Continue’ will show the user a preview of the Gazette Notice. If any aspect of the preview Gazette notice is inaccurate it should be changed by clicking the ‘Return to draft’ button, as shown in the screenshot below.

28


The user can redraft a Gazette notice as many times as needed.

When the user is satisfied that the Gazette notice is ready for release, they can select ‘Create Gazette Notice’. This will send a notification to the GNB where the Gazette notice will be reviewed.

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Approved Gazette NoticesIf the details of the Gazette are correct, it will be approved and the GNB will indicate the anticipated date of publication in the NSW Government Gazette. This information will be sent to the user via email and is viewable in the proposal dashboard.

When the Gazettal date has been reached, authorities prescribed in the Road Regulations 2018 will be notified via email of the newly gazetted road name. The proposal will be marked in the system as ‘Gazetted’. No further actions are required and the road name will be added to the NSW spatial database.

Rejected Gazette NoticesWhere the details of a Gazette Notice are inaccurate, the GNB will reject it. This will send an email to the user describing any changes required for the Gazette to be approved. The user will need to return to the road name via the ‘Proposals Dashboard’ and select ‘Create Gazettal’ to draft a new Gazette Notice (as shown on Page 27).

Prepare and Submit an Appeal for a Rejected Road Name ProposalWhere the GNB reject a proposal for not meeting the road naming principles detailed in the NSW AUM, the user will have the ‘Option to appeal’ the rejection. This is highlighted in the image below.

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As shown in the following screenshot, the ‘option for appeal’ allows the user to provide the reasoning for appeal along with additional supporting documentation.

Where a decision is appealed, the GNB will collate the response from the RNA with the reason for rejection. The collated information will be sent to the NSW Surveyor General, where the initial decision will be ‘upheld’ (RNP remains rejected) or ‘overturned’ (RNP will be changed to approved). While the appeal is pending the Status of the proposal is shown as ‘Appealed’. Where an appeal is overturned, the user will be able to proceed to gazette the road name, as described on Page 26.

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View and edit own profileUsers are provided with self-service functions in this system.

This includes the capability to:

• View and edit their User Profile.

• Change their password

• Edit their account

This functionality is reached by selecting ’Manage My Profile’ from the navigation menu on the left-hand side of all screens.

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Road Name ReportsThe RNP system offer users two reports:

1) Road Name Proposal Summary, and

2) Road Name Search Report

Each of these can be accessed via the left-hand navigation menu of the RNP system shown below:

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Road Name Proposal Summary ReportThe ‘Road Name Proposal Summary’ allows the user to view all recent or current RNP records submitted by their RNA. This can be used to monitor the progress of proposals.

The default view of this screen sorts proposals by Road Name, as shown in the picture below:

The user can change filter settings by selecting in the upper left corner of the screen. This will reveal various options the user can select to filter the RNP data stored in the system.

The fields that can be selected are:

a) Submitted Date – select a start and end date to establish date range - both are not mandatory.

b) Results per page - Select the number of results to be displayed on the page.

c) Keyword – this allows the user to search for specific roads based on their name

d) Submitted by – specify the user that submitted the proposal(s)

e) LGA –select the LGA or LGAs to be included in the results (Note: that RNA Admins only have permission to view the records that pertain to the LGAs for which their own RNA is a naming authority).

f) Proposal Type – select the type(s) of RNP to include via the drop-down menu

g) Status – select the status or statuses of the RNPs to include.

h) Locality – select the locality or localities to include in the results.

i) Finalise date – show only proposals that were finalised on this day

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The filtering controls are shown below:

In the example below, we can see that entering a keyword of ‘way’ and clicking on the magnifying glass symbol displays the records that match the search criteria.

On the right-hand upper corner of the screen there is an option to ‘Download Results’. This button is available when there are results for the specified search criteria. When selected, it begins a download of the selected records in a CSV format file - the filename is saved as ‘Road_Name_Proposals_Extract_DD MMM YYYY.csv’.

The CSV file format once saved can be opened in a range of spreadsheet programs including Microsoft Excel. Once opened the contents of the file will replicate the records that were shown in the filtered view.

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Road Name Search ReportThe Road Name Search Report provides the user with the ability to display and download a list of existing road names within a selected LGA. Each record displayed provides a link to the spatial extent of the selected road name in https://maps.six.nsw.gov.au.

When the user navigates to the report, they are shown a screen with the options to alter the content of the report results and to filter by LGA and Locality.

https://maps.six.nsw.gov.au

36


When the user has selected their chosen filter elements, the results are displayed in the bottom half of the screen. Please note, at least one LGA must be selected to display a result.

The user can cancel their input filter items by selecting the adjacent to each filter option.

There is an option to , which is shown when results are available – as depicted above. This button appears in the upper right-hand portion of the report view. When selected, it begins a download process of the records displayed in a CSV format file, with the filename saved as ‘[LGA Name] _DD MMM YYYY.csv’.

The CSV file format can be opened in a range of spreadsheet programs including Microsoft Excel.

If a user wishes to download all road name records for an LGA they can select the LGA, leave the locality as blank, and click

.

NSW Place and Road Naming Proposal System · To view the reason for rejection, the RNA will need to log in to the Proposal System, select the road name proposal and click on the ‘Option

Documents