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Section 2 - How to carry out a FEP

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2.1 What land must be covered by a FEP?

A FEP must cover all land which is farmed as a single business enterprise (or as two business enterprises, where a conventional business enterprise and an organic business enterprise are covered by the same HLS application) and

  • which is registered on the RLR; and
  • over which the applicant has management control for at least five years from the date of application either alone or with a person who countersigns the application.

A FEP must not cover more than one business enterprise (other than where a conventional and organic business are included in the same HLS application). If your business enterprise covers land in two or more significantly separated geographical blocks, or you are unsure what area of land to carry out a FEP on, then contact your regional RDS office for advice.

The applicant must ensure that all land of environmental significance (i.e. containing a feature as listed in section 4 of this handbook) is registered on the RLR.

If an area of land which we consider to be of environmental significance is not registered on the RLR and thus omitted from the FEP we may consider this to be a failure to meet our quality standards. See section 2.4.1 for further details.

2.2 What material will RDS supply?

RDS will send the applicant:

  • A blank FEP form for completion. See section 2.3 for details of the electronic form.
  • An example of a completed FEP map.
  • An Environmental Information (EI) map - this will be generated by us for each application and will show the environmental information that we already hold on the land. (For details on how to interpret the information shown on these maps please see our website.)
  • A FER/FEP map on which FER and FEP information will be recorded by the surveyor. This map should be considered to be the master copy and surveyors are advised to take several copies: for making rough notes in the field; and for giving to others such as Historic Environment Record (HER) offices.
  • A Joint Character Area (JCA) targeting statement.

2.3 Electronic form

An electronic version of the form and handbook can be downloaded from our website.

These electronic versions have been developed to enable surveyors to fill in the form quickly and easily and to improve accuracy. It is recommended that this is the best way of completing a FEP form.

The electronic form contains background information, for example all the feature names can be selected from drop down menus. The e-FEP form has been developed in the Adobe PDF toolset. The form can be used by anyone who has Adobe Acrobat Reader v.6.0 or later. Anyone who does not have this package can download it free of charge from the Adobe website. The Defra website has a link to the Adobe website to facilitate such a download.

2.4 Step one: Check the maps and RLR registration

All areas of land that contain a feature, as listed in section 4, must be included in the FEP and must therefore be registered on the RLR. These areas are likely to include woodlands, wetlands and unmanaged areas. You should check with the farmer that all such areas are marked on their maps and are RLR registered.

2.4.1 What should I do if some of the farm is not registered on the RLR?

After discussions with the applicant, it may become apparent that there are parts of the farm, which contain features, which are not covered by their RLR registration. For example, some applicants may not have registered all their woodland. If these unregistered areas are not shown on the FER/FEP and Environmental Information maps provided to the applicant then they must be registered on the RLR. Updated maps will then have to be obtained from RDS before proceeding.

If the unregistered land is shown on the maps then the fieldwork and desk studies can continue but the applicant must have all areas of land that contain a feature registered with the RLR before submitting their FEP and HLS application. The surveyor must ensure that the applicant can identify any unregistered parcels both on the map and in the FEP form so that they can be registered on the RLR if they contain a feature.

Registering additional areas may mean that the applicant will receive a larger payment for the FEP as they may move up to the next payment band (see table in section 1.5.5).

2.5 Step two: Carry out the desk study

Before conducting a field survey of the farm, surveyors should ensure they conduct a desk study to collate all the currently available information on the area, and make full use of existing environmental information: local records, existing maps and websites. Time spent on data collation before the field survey will enable it to be more focussed and efficient and will ensure that the fullest body of evidence can be brought together to support the application for an agreement.

2.5.1 Who should be consulted?

a) Consult the farmer

The farmer or land manager will have valuable knowledge of the farm. It may be helpful to discuss the FEP both before and after field surveys.

More specifically, you should:

  • discuss specific issues to be addressed in the FEP e.g. the presence of unrecorded historic features, de facto access, orchard tree varieties;
  • identify soil types across the farm, and any areas that are prone to soil erosion;
  • understand the current stock management practices e.g. manure spreading, stocking rates and timings; crop rotations / patterns;
  • determine if there are any areas where semi-natural habitat was found in the last five to ten years;
  • determine if there are areas that may have potential for habitat creation or restoration. Soil nutrient and pH analyses which have been carried out by a FACTS registered adviser, within the last three years, will be useful for assessing this potential;
  • determine if they, their advisers or staff, are aware of the presence of any species of conservation interest (see our list of features in Section 4) on the farm and obtain details;
  • find out if any surveys have recently been carried out on the farm or in the vicinity;
  • determine if the applicant would consider increasing the level of public access on the farm;
  • determine if there is a Woodland Grant Scheme on the farm and whether it includes any additional voluntary access.

b) Consult the Historic Environment Record

The Historic Environment Record (HER) must always be consulted before carrying out the fieldwork. In order to fulfill the required standard for a FEP it will be necessary to incorporate information and advice obtained from the HER.

The HER is usually held by the County Council, Unitary Authority or National Park Authority. It is a database of known historic sites within the county and was formerly known as the Sites and Monuments Register. Staff working in the HER office will provide a list of all the recorded features present on the land and provide advice relating to their significance, size and management. They will also provide advice on the management of the historic landscape in general. The HER must be consulted for each FEP.

The National Trust and Defence Estates may hold additional information for land owned by them, even when managed by tenants. In addition, the Local or County Records Office will often have copies of useful old maps available for review.

Some features will already be designated: Scheduled Monuments; Listed Buildings; World Heritage Sites; Registered Parks and Gardens; and Registered Battlefields. Scheduled Monuments and Listed Buildings are legally protected. The citation, map and condition assessment, if known, for any Scheduled Monument will be provided as part of the Historic Environment Record consultation. English Heritage have started carrying out condition assessments of all Scheduled Monuments (this is also called the Monuments at Risk survey). Where this has been done you will be provided with the assessment in the HER consultation as this will need to be recorded in part of the FEP. (See further guidance on condition assessments later in section 3.2 of this handbook.)

English Heritage is funding local authorities to undertake Historic Landscape Characterisation (HLC) assessments. Where available, the HLC will be provided with the HER consultation response.

A standard letter to use for consultation can be found in appendix 2. A copy of the unmarked FER/FEP map showing the holding boundary, field numbers and grid reference for the farm must be sent along with the letter. If there is already an ELS agreement on the holding, copies of the FER and options maps must be sent as well.

All documentation received from the HER consultation must be attached to the completed FEP.

From 1 February 2005 there will be a charge for the interpretation of the HER information and advice on management. This is a nationally agreed rate of £75 for areas of 50 ha or less and £150 for more than 50 ha. The FEP surveyor will need to make arrangements for payment with the HER. This cost is included in the FEP payment.

c) Consult English Nature, if any of the land is a Site of Special Scientific Interest (SSSI)

If any of the land falls within a SSSI, as shown on the Environmental Information map, English Nature's (EN) website (www.natureonthemap.org.uk) must be consulted. (SSSIs are divided into management units to help record different habitats and ownerships.)

The following information must be collected:

  • the SSSI designation reference number;
  • the condition of each management unit, using EN's standard terms. This information must be recorded in the 'condition' column of the table in part 2 of the form;
  • the Views About Management (VAM) for each of these units (where they are available). This information should be summarised in part 4 of the form;
  • any other designations e.g. Special Area of Conservation (SAC). Their presence must be recorded in the designation column of the table in part 2 of the form.

EN's local Conservation Officer for the SSSI must also be contacted to ensure that all available information on the SSSI is used in the FEP, such as information on rare species. This can be done by phone. See the website for further contact details.

2.5.2 Other sources of information

Many features may be difficult to identify in the field, such as below ground archaeological remains and some, such as flower-rich hay meadows, are not possible to identify at all times of the year. However, it will often be found that many features have previously been recorded by other surveys. Many of these survey details are available to you either on the internet or through local record offices.

Local sources of information can be invaluable and in many cases will provide information that will help ensure that the FEP properly reflects the environmental interest of the farm. Some websites hold national datasets which give information on what is known in the wider area around the farm, or in some instances (such as the EN site) they also provide information about individual fields. We have provided a list of useful sources of local information on the following page. However, please see our warning below about use of data.

Data sources used should be recorded in the FEP 'sources' checklist in part 6 of the FEP form.

Warning

It should be noted that some of the datasets available on the internet require careful interpretation. In particular, you should be aware that UK BAP Priority Habitat inventories represent the best available information on the occurrence of semi-natural habitats, but this information is incomplete, and as a result the inventories may contain omissions and errors. Information on the accuracy of each habitat land parcel is available on the Nature on the Map website. Used carefully, these datasets can still be very helpful in identifying land most likely to contain (or have contained) semi-natural habitats.

2.5.3 What to do with the information from consultations and other research

All relevant information must be marked on the FER/FEP map e.g. areas identified by the farmer as being prone to soil erosion; SSSI boundaries and location of known semi-natural habitats. Some of this information will need checking in the field to ensure that mapping and identification are correct. Using the HER consultation information the 'Feature Detail'; 'Designation', 'Designation Reference' and 'Grid Reference' boxes in the Environmental Features Data Sheet can be filled in before the site visit. It may also be possible to fill out 'Feature name and unit of measurement'.

Subject area Name Address Description of data available
FEP guidance Defra FEP website www.defra.gov.uk Guidance on drafting FEPs, targeting statements, management advice, examples, additional information sources; Priority Catchments map and information, JCA information.
Wildlife Nature on the map www.natureonthemap.org.uk Protected areas, including SSSIs, BAP priority habitat detailed information; priority catchments for tackling diffuse pollution; farmland birds target areas; and significance of priority habitats across England using character areas and other spatial frameworks.
MAGIC www.magic.gov.uk Land management, designations, soils data, existing AE agreements, Environment Agency indicative flood plain map.
Local Records Centres A full list of contacts provided on: www.nfbr.org.uk More detailed and up-to-date information on the distribution of species and habitats.
UK BAP website www.ukbap.org.uk Protected areas, UK BAP priority habitat inventories (see warning on previous page) and Lists of BAP priority habitats and species and Local BAP plans.
National Biodiversity Network www.searchnbn.net Species records from national and local sources (additional guidance is available on the FEP website).
Countryside Agency www.countryside.gov.uk Landscape descriptions and key characteristics with an interactive map
Landscape Landscape Character Network www.landscapecharacter.org.uk Linked to the Countryside Agency and provides information on landscape character assessments, and a database of local landscape character assessments that is working towards complete national coverage
Access Local Highways Authorities Various local authority websites Rights of Way Improvement Plans
Historic environment 1st Edition OS maps Available via various websites Indicates potential historical features, land forms and habitats
Flood management Environment Agency www.environment-agency.gov.uk Resource protection, flood management and water quality, indicative flood plain map.
Other Aerial photography Available via various websites Visual representation of farm areas, can aid orientation, mapping and targeting of areas of interest

2.6 Step three: Carry out fieldwork

2.6.1 Advice on carrying out fieldwork

The land will need to be walked to ensure that the data gathered through background research is accurate and further information on all the fields, boundaries and any other features of environmental interest are recorded. Surveyors should be aware of the particular risks associated with lone working and working in remote and potentially hazardous terrain. Health and Safety requirements should always be followed.

2.6.2 General points
  • Consultations should always be completed before carrying out the fieldwork.
  • Use aerial photos to help locate and map features.
  • Global Positioning Systems (GPS) may help map features and their boundaries, particularly in the uplands.
  • Before visiting the farm, it may be useful to drive around the immediate surrounding area to assess the wider landscape character.
  • Get an initial overview of the farm.
  • Check that Public Rights of Way are correctly shown on the FER/FEP map - use OS maps for details.
2.6.3 Time of year of field work

The FEP requires the identification of a wide range of features, not all of which can be identified at one time of the year. For example, species-rich hay meadows are hard to identify in the winter and soil erosion is hard to detect in the summer. Generally more information can be collected in the field in the spring, summer or autumn and surveys at this time are easier for the less experienced surveyor to carry out. However if you are familiar with the land and have collected good, reliable information from background research then winter field work may be possible.

2.6.4 Detailed guidance
  • Surveyors must familiarise themselves with the list of features and their definitions in section 4 of this handbook.
  • The technical information in section 4 will be needed when carrying out the fieldwork.
  • All areas of the farm should be walked, including any woodlands. In every field and wood any environmental features listed in this handbook that occur must be recorded, along with its condition (if applicable) and size. Supplementary information is also required for each woodland parcel.
  • Once the Environmental Features Data Sheet (part 2 of the FEP form) has been completed the farm scale questions in part 3 of the FEP form can be more easily answered.
  • The FEP landscape assessment (part 3.1) should be completed during or after the farm visit.
  • Detailed guidance on fieldwork procedures for identifying grassland and moorland features can be found in the technical guidance section of this handbook.
  • Some features may be difficult to assess e.g. historic features which are within an area of dense scrub. In this case please make the best assessment possible and record in the notes column any limitations to your assessment.

2.7 Step four: Complete the maps and form

FEP information must be marked on the FER/FEP map provided by RDS. Other maps, including GIS maps, may not show the required information in a format that is compatible with our mapping systems.

For information on how to produce a FER map see the ELS handbook (section 2.3).

See section 3 of this handbook for detailed guidance on how to fill out the form.

2.7.1 How to annotate the FEP map

All FER features should already be marked on the map. Additional features which you may need to mark in colour on the FEP map include archaeological and historic features identified in the HER. Generally FEP features should be marked on the map by writing the feature code in black ink at the location of the feature.

  • If a feature covers a whole field, mark the feature code in the centre of the field. If a feature covers a significant proportion but not all of the field then mark the feature code in the centre of the feature and mark the boundary of the feature with a dashed black line.
  • If the field is a mosaic of different features, e.g. upland heath and upland valley mires, springs and flushes, mark all feature codes in the centre of the field and do not attempt to map the boundaries of the features. (On open moorland habitat, however, boundaries should be mapped as accurately as possible - aerial photos should be used.)
  • It is quite likely that there will be more than one feature in a field. Mark on all the codes of the features present.
  • Species features should only be marked if they are regularly associated with a discrete area e.g. are known to regularly nest in the same field.
  • For large scale features which cover more than one field mark the approximate boundary of the feature on the map and mark the feature code in each field.
  • Potential for new or upgraded public access routes should be marked with a dashed dark green line. (Proposed new open access areas need not be mapped.)
  • Ensure that a land use feature has been marked in every field (e.g. arable land; traditional orchards or semi-improved grassland).

How to mark boundaries on the map

All hedges, walls and ditches will have been marked in colour for the FER. For the FEP, boundaries which have been identified as a feature (i.e. those which meet our definition) need to be numbered so that they can be referred to accurately in the Environmental Features Data Sheet (part 2 of the FEP form). The same numbering series should be used for all hedges, walls and water-filled ditches - see example map. The numbering system should be based on a 'node to node' approach. Individual boundaries should be identified by surveying between an end point and an intersection with another boundary or feature. If a field is surrounded by a wall which is in the same condition along its whole length and is not linked to other walls then the whole wall should be given the same number. If it is not apparent where boundaries end these should be indicated using a short red line. For further information on boundaries see section 4 of this handbook.

2.8 Step five: Submit completed FEP

  • Ensure that all the field numbers used in both the FEP form and on the FEP map match and are consistent with the RLR before submitting an application.
  • Keep a copy of everything.

Electronic forms

Details of how to submit an e-FEP can be found on our website.

FEP maps and HER consultation responses must be sent to the local RDS office, as outlined below, and it should be made clear that they accompany an e-FEP which has been submitted separately.

Paper forms, FEP maps and HER consultation responses

Page last modified: 15 March, 2006
Page published: 3 March, 2005

Department for Environment, Food and Rural Affairs