Please note that the indexing used within the DAS application form does not match the indexing within this help page.
The below provides guidance on how to complete the submission section of the departure application when the Structures template has been selected.
Submission
Guidance on the information to be provided within each section is highlighted in amber. Please review the guidance and then replace it with submission specific details – simply select all the guidance text under a heading and start typing to replace it.
Details of submission
Detail & content
Departure applications should generally be prepared on the assumption that the reviewers have no prior knowledge of the background to the proposal or of the structure involved. Applications should, where appropriate, include suitable descriptions with carefully chosen attachments such as photographs and sketches sufficient to give the reviewer an idea of the nature of the structure affected and the locations and extents of the parts of the structure the proposal affects.
The number of attachments should be no more than necessary to achieve this and should be kept to a minimum. Where in doubt the local SES Submission Point should be contacted for advice prior to the application being made.
Departure Overview
Provide a concise summary of the departure including the nature of the departure, the reason for the departure, the key considerations and constraints, including any assumptions made.
The departure overview should also include a brief summary of the anticipated negative impacts and risks and the proposals for mitigation.
The departure overview should be approximately 200 words in length and along with the information above should provide enough information to allow the Technical Specialist to consider a provisional agreement.
A plan showing the location and full extent of the proposed departure should be attached.
If the departure applies to a programme of maintenance work over a number of years the applicant should consider whether scheme details and conditions will continue to apply over that extended period of time, or whether a departure submission should be resubmitted for continuing work after a period of 12 – 24 months. This allows for relevant standards to have been updated or superseded, and for the scope of work to have changed or evolved.
Secondary Standard
As applicable, information should be provided where the departure results in a design that does not satisfy other interdependent requirements.
Specification departures
Where a departure is proposed for additional or substitute specification clauses only the clauses need be detailed in the application. It is the designer’s responsibility to produce the associated specification Appendices and these should not be included in the departure application.
Linking Departures
Associated, Repeat / Similar Departures and Relaxations
Associated, similar or repeated departures should be provided in the above section which has relevance to the departure application. The knowledge or lessons learned taken from the previous departure should be included as well as previous comments and conditions provided by SES specialists. It should be noted that the existence of a previously approved application should not be used as the justification for the current application and does not guarantee acceptance.
This has been an enhanced addition to the tool and will only be linking to departures available to the supply chain based on specific permissions. That way users can identify and recognise best practice and engage with previous records to guide and support the overall process.
Currently the drop-down menu for this field has been designed for the following three categories:
- Associated i.e., determined departures or otherwise, with the same PIN, as in the departure being applied for, where the departure is in the same or adjacent locations that have a cumulative effect.
- Similar i.e., these are only determined departures (not confidential) on any PINS (schemes) on DAS.
- Repeated i.e., these are only determined departures with the same PIN as in the departure being applied for.
Departure overview
Site details
Ensure that the departure application is site specific and highlight any additional specific site details or constraints which affect the consideration of the departure. For “bulk” departures provide confirmation of whether the departure is affected by site specific details or and confirm that the proposals are appropriate for all structures referenced in the departure application. Any photographs should clearly indicate the location and detail of the elements being considered.
Highway details
Where relevant outline the type of highway, permitted traffic speed, traffic flows and any existing or proposed restrictions.
Structure details
Provide relevant details of the structure age, type, span, articulation, joints and include a general arrangement drawing and other relevant structure details. The drawing information provided should be clear and legible and avoid irrelevant detail and caveats. Proposal drawings should also be provided indicating layout of components or phasing of works.
Vehicle restraint systems
Where relevant include details of the existing and proposed vehicle restraint systems (e.g. component materials, containment, set back, working width). Reference should be made to the Vehicle Restraint System element in the references section of this document for further guidance.
Technical Information
Provide the technical detail and justification for the departure.
This should include consideration of the interaction of the departure with other departures at the same location and the context within the wider scheme.
Technical description
Provide comprehensive technical and contextual information to justify the departure and aid the technical appraisal of the proposal.
Stakeholder consultations
List the stakeholders and authorities who have been consulted in the preparation of the departure and provide any observations, comments or concerns raised. Provide confirmation of compliance with any resultant special conditions from the consultations. National Highways’ objective is to work with “neighbours”; please ensure that owners of neighbouring highways assets are involved where appropriate.
Alternative options rejected
List any alternatives design options that were considered in the preparation of the departure application and the reasons for rejection.
The number of alternatives normally to be considered should be agreed with the Project Manager.
Supporting documentation
Supporting information should only be included where it is relevant and specifically referenced using the indexed number in line with the automated attachments side pane.
Extracts should be included within the relevant section within the departure submission.
Technical justification
Specific products
Where a tender process will be carried out prior to construction of the works the departure application should remain generic so that the Contractors choice of product is not restricted.
Materials
Details should be provided of any specific material properties. Copies of test data & certification should be included where relevant to demonstrate the suitability of the proposal. Where available include evidence of use and satisfactory performance of the material.
Research
Reference should be made to any relevant research studies, technical papers or journals which inform the consideration of the departure application. Copies of relevant publication extracts should be appended to the application.
Analysis
Include details of the loading, methodology, assumptions, idealisation & key dimensions for structural analysis relevant to the departure application.
Geotechnics
Provide details of the geotechnical input which affects the consideration of the departure application. Reference should be made to any relevant geotechnical investigation reports, geotechnical design reports and associated geotechnical certification. Ground information should be provided in the form of a borehole location plan and borehole logs omitting data sheets and ensuring founding levels are clearly marked. A statement should be included outlining soil parameters and design settlements and deflections to be adopted. Extracts from geotechnical reports outlining the proposal should be appended to the application.
Maintenance, monitoring & inspection tasks
Any proposal for additional maintenance, monitoring or inspection as part of the departure should be accompanied by a clear statement detailing where they will be recorded (e.g. maintenance manual, IAMIS, etc.) and where associated records will be stored.
Options
Provide discussion of the options which were available with an explanation of why other options were rejected in favour of the departure option. Clarify whether it is possible to design out the need for a departure. Each option should have a numerical cost estimate and benefit analysis which considers construction, maintenance & whole life costs with specific justification provided to support the selected option.
Benefits
Benefits, Impacts & Risks
Provide a summary of all of the benefits, impacts and risks, when compared to a design fully in accordance with requirements; identified and assessed as part of the departure assessment process, including any mitigation proposed as part of the design. This summary should be broken down into the areas of consideration listed below.
Each section should include justification of why:
The benefits outweigh the negative impacts
The risks, after mitigation, are as low as reasonably practicable.
Where relevant, supporting documentation such as drawings, plans and technical notes should be attached. The parts of the documents that relate to each of the areas below should be clearly referenced.
Any benefits, impacts or risks that relate to the proposer or an associated party (e.g. cost savings to the developer in the case of a Section 278 scheme) but do not impact National Highways, its road users or the wider community should be ignored.
Benefits, impacts or risks to the wider community should be considered for Nationally Significant Infrastructure Projects.
Safety (road users)
With reference to an attached GG 104 risk assessment, summarise the safety impact of the departure on road users and other parties. Give details of how the safety risk on customers compares to the baseline of a fully compliant design.
Safety (construction, maintenance, operation and disposal)
With reference to an attached GG 104 risk assessment, summarise the safety impact of the departure on workers during construction, maintenance (including inspections), operation and disposal of the proposed design. Give details of how the safety risk on workers compares to the baseline of a fully compliant design. Consideration should be given to all legal requirements, including CDM regulations.
Technical
Summarise the technical impact associated with the departure following the incorporation of any mitigating measures. Give details of how the residual risks and impacts compare to a design fully complaint with the requirements.
Programme
Summarise the effect of the departure on the project’s critical path and the future risks to the programme arising from the incorporation of the departure into the design. This should include both design and construction programme considerations.
Budget
Summarise the effect of the departure on the project’s budget and the future risks to the budget arising from the incorporation of the departure into the design. This should consider design, construction, maintenance and operation.
Include commentary on the trade-off between construction (immediate) and whole life (long term) costs and savings where appropriate. Ensure that there is a clear statement of additional costs or savings.
Carbon net zero
Summarise how the departure will support, if not improve, the decarbonisation obligations of the requirement being departed from.
Environmental
Summarise the effect of the departure on all relevant environmental issues following the incorporation of any mitigating measures.
Innovation
Where the departure relates to the use of a novel technology or method the risks associated with the innovative aspects of the departure.
Durability / Maintenance
Consider the implications of the departure for future maintenance and inspection of the element under consideration and for other elements of the scheme affected by the departure. Also consider the impact of the departure on the maintenance and inspection of other aspects of the scheme.
Network Availability
Consider the impacts of the departure on network availability during construction, maintenance, inspection and normal use.
Departure consequences
Provide a statement which describes the effect of the departure on the asset & network. Outline what would be the implication of not agreeing the departure application. What are the risks associated with approving or rejecting the departure. Consideration should be extended to include potential effects on the structure or network during non-standard situations (e.g. traffic management).
CDM
Comments should include confirmation of any consultation with and agreement from the Principal Designer. Copies of correspondence or risk assessments are not required.
Safety
Departures which affect the level of safety when compared with fully compliant options should be subject to detailed risk assessments. Hazards to motorised & non-motorised users, construction & maintenance workers and third parties should be identified. The Proposer should provide confirmation that that such risk assessments have been completed and identify probability and impacts for significant hazards. Proposers should also highlight those risks which have affected the selection of the departure solution from the available options. Proposers should demonstrate that the level of residual risk is as low as reasonably practicable.
Traffic & accident data
If applicable, relevant data should be provided to support the application. Where applicable the most recent 3 years road accident data should be provided in the form of stick plots and interpreted listings. Comment should be provided to demonstrate how the information has been interpreted and the conclusions developed.
Durability
Detail any effects of the departure on the durability of the elements or structure as a whole and any implication for future inspection and maintenance.
Appearance & aesthetics
Appearance and aesthetics can be a particularly important consideration for some types of structures and a more detailed consideration should be provided where appropriate.
Construction
Outline any effect the departure will have on the construction process and identify any particular buildability or maintainability issues.
Contractual implications
Provide confirmation from the Proposer that National Highways Project Manager supports the stated contractual consequences (e.g. additional costs, programme implications).
Mitigation
Provide information about any specific mitigation that is proposed as part of the design solution to reduce any associated risk with the departure.
An explanation of why the mitigation is being proposed and how it reduces any associated risk with the departure should be included.
Risks after Mitigation are As Low As Reasonably Practicable
An explanation why the level of residual risk is as low as reasonably practicable should be provided.
Overall Justification
Provide a final summary outlining the overarching benefit of the proposed departure when compared to a compliant scheme.
[to be provided]