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e-FEP: Guidance for customers

The e-FEP is a simple electronic version of the paper FEP form. From early February this form is provided in 2 parts, which have been created using both Excel and Adobe Acrobat software. Since February 2006 this form has been provided in two parts, which have been created using both Excel and Adobe Acrobat software.The e-FEP is designed to provide assistance in the selection and use of reference data e.g. feature and JCA data. In addition it also performs some basic checking of the information entered. Please see the FEP handbook for full instructions on how to complete the form.

Downloading the e-FEP forms

  1. This form should be completed on a PC using Excel and Adobe Reader 7.
  2. Download both parts of the e-FEP file as a master copy (should take 4-5 minutes using a 56k modem). A suggested directory structure for agents with many forms to complete would be "master", "working" and "sent".
  3. Some users have reported difficulties with the Excel template due to conflicts with their browser security setting. Users are advised (if possible) to download the compressed 'zip' version above containing both documents to avoid this problem.
  4. For both parts of the e-FEP, copy the master form to the name of the HLS application supplied by Defra (i.e.AG00003896.pdf and AG00003896.xls).
  5. Make sure there is at least 10 MB free disk space for each e-FEP being prepared.

Completing the eFEP

  1. Please refer to the e-FEP: Tips for completion and submission webpage for some useful hints and tips on completing the Adobe PDF form and the Excel 'environmental features datasheet'.
  2. Please also refer to the e-FEP Frequently asked questions webpage which covers a number of issues previously raised by FEP agents'.

Submitting the e-FEP to Natural England

  1. When both parts of the form are complete:
    • On the front page of the Adobe part of the form select the relevant RDS office from the drop down and use the "Submit Form to RDS" button.
    • This will automatically generate an email and incorporate the Adobe portion of the eFEP as an xfdf file, you will then be reminded to attach the Excel part of the e-form, this you need to add manually as an attachment. Note: you should not experience difficulties emailing the Adobe and Excel documents using this process. We have ensured that the size of the Adobe file to be returned to RDS is small. This is because the submit function incorporates an xfdf document format which ensures that only the data is emailed and not the entire PDF file. Always use the submit form function. Do not send the entire PDF form.
  2. When submitting the form, it will detect where users do not have a default mail client set up e.g. where web based email is used, in this case, a "Help" button will appear beside the 'Submit Form to Natural England' button to assist the user to save both parts of the form for attachment to manual email.
  3. Do not submit an e-FEP (both parts) more than once. Subsequent revised versions of the e-FEP would result in the HLS application receipt date being considered the date of receipt of the revised e-FEP, which may result in a later agreement start date. If you have made a mistake, contact the Natural England office for advice.
  4. Only one e-FEP should be submitted per HLS application. Please do not submit a separate e-FEP for each holding number covered by the application.
  5. It is recommended that you store any complete e-FEP (both parts) as read only and put in a completed folder on your PC.
  6. If you experience problems using the e-FEP forms, please contact your local Natural England office for advice.

Page last modified: 2 March, 2007
Page published: 3 March, 2005

Department for Environment, Food and Rural Affairs