Deferred submittal guidelines

Key definitions

• Architect of Record (AoR). The licensed architect responsible for the design of the main building permit.
• Building Official. Authority administering and enforcing the building code.
• Deferred Submittal. Portions of a building or structure design submitted after the main building permit.
• Deferred Submittal Design Professional. The Oregon-registered professional that is responsible for the deferred submittal design.
• Engineer of Record (EoR). The licensed engineer responsible for the structural design of the main building permit.
• Geotechnical Professional of Record (GPoR). A licensed professional who prepared the geotechnical report.
• Main permit. The original building permit submitted before the deferred submittal.
• Review Stamp. A required stamp confirming review has happened (Figure 1 for example).
  • The AoR, EoR, or GPoR review the materials for conformance with the building design.
    • Materials include design drawings and calculations.
• Stamp or Seal. Official mark from a registered design professional (Figure 2 for example).
  • This indicates responsibility for the deferred submittal design.
  • The design professional must be registered in Oregon. Typical design professionals include:
    • Registered Professional Engineer
    • Registered Structural Engineer
    • Registered Architect 

Common deferred submittals

Examples include

• Roof trusses
• Floor trusses
• L-joists
• Manufactured guardrail systems
• Specialized stairways

General requirements

• Deferred submittals must have prior approval from the building official.
  • Design professionals must
    • List the deferred submittals on the construction documents of the main permit. (OSSC 107.3.4.1)
• Submittals must match the approved building permit design.
  • Changes to design or layout
    • You will need a permit revision for the main permit.
    • We must first review and approve the revision before approving the deferred submittal.
• Include a Deferred Submittal Application with each submission.

How to submit:

• Online. Apply on DevHub.
  • Need accommodations? See if you qualify for in-person drop-off.

Stamp and seal requirements

• Pages must have a seal from a deferred submittal design professional.
  • Every sheet of drawings or every page of details
  • The cover page of calculations (OSSC 107.1)
• Digital signatures are acceptable.
• Shop drawings only need a seal if they are the only construction drawings given for review. If there are other construction drawings, sealing is not required.
• Truss and joist drawings:
  • Truss placement diagrams and joist placement plans do not need a seal. However, a seal is required if they include extra details, like bridging. (OSSC 2207.4, OSSC 2303.4.2)
    • Joist placement plans used only as an installation guide do not need a seal.
  • Individual truss drawings with calculations must be sealed on every page. (OSSC 107.1, OSSC 2207.2)

Review stamp requirements (EoR, AoR, GPoR)

• Before submission, the EoR or AoR must review and stamp the drawings and materials.
  • Their stamp means the drawings and materials conform to the building design.
  • Exception.Fire sprinklers or residential roof trusses do not need a review stamp if:
    • The main residential building permit does not have a registered Engineer or Architect.
• Calculations do not need a review stamp.
  • Exception. Calculations used as construction drawings need a review stamp. See the information above on trusses and joists drawings.
  • Calculations do need an EoR seal on the cover page.
• GPoR review applies mainly to micropiles, tieback anchors, or soil nails.
  • Other geotechnical-related design elements are not allowed as deferred submittal items. (Such as retaining walls.)
• Placement of Review Stamp:
  • Must be on the cover page of deferred submittal drawings (not just on a transmittal). (OSSC 107.3.4.1)
• Required AoR Review Stamps (when the main permit was prepared by a licensed Architect)
  • Includes but is not limited to:
    • Curtain walls
    • Storefronts
    • Stairs/Guards/Handrails
    • Fire Protection
    • Fire Life Safety Summary Binder
    • Glazing/Skylights
    • Canopies
    • Exterior coverings
    • Wood joists and trusses

Acceptable Review Stamp Notations

• Acceptable notations: "No Exceptions Taken", "Approved", or "Reviewed".
• Not accepted: “Revise and Resubmit” or “Rejected”.
  • If major changes are required, a preliminary checksheet will be issued.
    • You'll need to
      1. Make changes to your documents.
      2. Have your revised documents approved by the stamping design professional.
      3. Resubmit your revised documents to the City.

Special inspection requirements

• Note special inspection items on the deferred submittal drawings. Even if listed in the main permit. These items must be within the deferred submittal scope. (OSSC 1704.3)

Geotechnical elements not accepted as deferred submittals

Include with the main permit drawings with supporting calculations:

• Excavation and shoring plans
• Helical anchors (vertical or lateral)
• Retaining walls
• Deep foundations (except micropiles)
• Shallow foundations