The following section assumes roles and access are configured appropriately based on your organization’s needs.
Submissions track the full life cycle of an application, complaint, schedule, permit change or service request. Submissions can be revised once submitted. If you need to correct a submitted form, complete the revision process.
Forms appear in OKEIS-Air based on the site or organization selected in the sidebar dropdown list.
How do I find the form I need?
Choose Start a New Form. OKEIS-Air asks what you want to do:
Choice
| Use it for
|
I want to start a new application.
| A new air permit, general permit authorization, permit by rule registration, relocation, Part 70 (Title V) or Acid Rain permit.
|
I want to renew, modify or terminate an existing permit, license or registration.
| Changes to a permit you already hold. Pick the facility and the permit and OKEIS-Air offers the matching change form.
|
I want to make a service request.
| Requests and notices that are not tied to a permit schedule, such as an applicability determination, an asbestos notification or survey report, a site or organization update, or a transfer.
|
I have a reporting obligation to fulfill.
| Reports and notices your permit requires, such as excess emission notices, test notifications and results, NSPS and NESHAP reports, and Title V reports.
|
I hold a permit and something at the facility is changing. Which form do I use?
Do not start a new application. Choose Start a New Form, then I want to renew, modify or terminate an existing permit, license or registration, pick the facility and then the permit. The quickest route is from Permits: open the permit and choose View Permit Change Forms.
My permitted site cannot submit a report from the service request list. Why?
Once a site holds a permit that is in effect, reports that are also permit obligations must be filed from the site's reporting forms, not from the service request list. This applies to NESHAP reporting, NSPS reporting, other state requirement reporting, test notifications, stack test results, RATA results, visible emissions evaluation results and voluntary disclosures. The service request version shows a message on its first section and cannot be signed. Go to the site and file from Reporting Forms (or Start a New Form > I have a reporting obligation to fulfill) instead.
My permit is in effect, but my reporting forms list is empty.
DEQ AQD attaches reporting forms to a permit after the permit is issued. If a permit is in effect and the list is still empty, or a form you need is missing, contact the Air Quality Division rather than filing through another route.
Why are there several identical "Begin" buttons on my reporting forms list?
Each permit carries its own set of reporting forms, so a site with two permits shows two sets. Check the permit number on the row before you press Begin.
Complete, Sign, & Submit
Complete
Follow the instructions on the form's landing page and complete the form. Facility and owner details on a form come from DEQ AQD's record and cannot be changed in the form. If they are wrong, delete the draft and file Air - Administrative Notification: Site Update first.
Uploading Documents
- Maximum file size per upload: 500 MB
- File names should not include special characters
- Uploaded documents are linked directly to the associated site and submission
Will I lose my work if I stop partway through?
OKEIS-Air saves a section when you leave it, and the header shows when it last saved. Use SAVE PROGRESS or NEXT SECTION before you stop, step away, or close the browser. Your draft is listed under Draft on the dashboard and in Submissions, where Continue Draft reopens it.
Entries in the section you are working in are not saved until you leave that section, even though the "Last saved" time keeps updating. A page reload, an ended session or a dropped connection can lose them. Press NEXT SECTION often, and work on one draft in only one browser tab.
The form signed me out while I was working.
A dialog titled Reset Authentication Timer? warns you before your session expires and gives you about 25 seconds to choose Yes. If you miss it, sign back in and continue the draft. Anything in sections you had already left is kept.
My organization or a contact is outside the United States. How do I enter addresses, phone numbers, dates and numbers?
OKEIS-Air uses United States formats. Where a value does not fit, give it in a comment or an attached document so DEQ AQD has the full information.
- Phone numbers: ten-digit US numbers only, with or without dashes, dots or spaces (405-555-0147). There is no field for a non-US number; put it in a comment or attachment.
- Addresses: state and ZIP code fields expect a US address. If a non-US address cannot be entered, enter what the form allows, give the full address in a comment or attachment, and email okeissupport@deq.ok.gov.
- Dates: month first, as MM/DD/YYYY. Other orders, such as DD/MM/YYYY or YYYY-MM-DD, are misread.
- Times: 12-hour clock. Type four digits (0220 becomes 02:20), then check the a.m./p.m. setting.
- Numbers: use a period as the decimal point (12.5, not 12,5) and leave out thousands separators.
The form says something is incomplete and I cannot see what.
- Open every section, including read-only ones and Review, by pressing NEXT SECTION through the form in order. OKEIS-Air requires each section to be opened before you can sign, and an unopened section is not marked.
- Hover over a red-outlined field to read its message.
- Some questions appear only after an earlier answer. Scroll to the bottom of each section.
- For a table, open it in full screen and check every column.
Are there limits on text and attachments?
Many text boxes have a character limit that OKEIS-Air checks only when you exceed it. Common limits are 1,000 characters for descriptions and 50 characters for short notes in test-results tables. Put long explanations in an attached PDF. Each upload can be up to 500 MB. Certain file types, including executable program files, are restricted. Name each file so a reviewer can tell what it is. Leave special characters out of file names.
Is what I submit a public record?
Generally, yes. Forms carry notice that the information may be disclosed under the Oklahoma Open Records Act. Contact names, titles, business phone numbers, email and mailing addresses in a processed registration can be viewed and downloaded by anyone from the Site Map Explorer. Use business contact details rather than personal ones.
Sign
Some forms in OKEIS-Air require one or multiple signatures to complete the submission. To sign it, your account needs signature authority and you need certifier rights for that site or organization.
How do I become an approved certifier?
In OKEIS-Air specific administrative forms and permit applications require the submitters account to be verified as an approved certifier. This allows DEQ to ensure the account submitting the request has the authority to do so for the associated organization and meet signatory requirements. To become certified follow these steps below:
- Navigate to Profile & Settings > Signing Authority
- Download and complete the Certifier Agreement Form, which is DEQ's Electronic Signatory Agreement. This form serves to verify the user’s identity and affiliation with the claimed organization with a notary.
- After completion, email or mail the document to DEQ.
Methods of Submission
Email
Attach your completed ESA form to the email.
- Please include this in the subject line:
Electronic Signature Agreement: [FIRST NAME] [LAST NAME] - [COMPANY]
- Please include this in the body of the message:
I hereby submit this form as an approved signatory for [COMPANY] as [TITLE].
These permissions apply to the following:
[INSERT FACILITY LIST]
If no facility permissions are applicable, then the sentence including [INSERT FACILITY LIST] is not required. Email your submission to DEQ OKEIS Support.
Mail
Mail your completed form to Department of Environmental Quality, P.O.Box 1677, Oklahoma City, OK, 73101-1677.
DEQ AQD will process your request and apply the verifications to your account. Once you are approved, you should see a green status bar in your Profile & Settings > Signing Authority.
Apply the Signature
In the signing section, follow the method the form uses: press submit, tick I agree and press SIGN, or complete the certifier signature with your password and security answer.
Authorization Policy when Signing
When signing, five failed attempts at authorization will result in a locked account. If you do not remember your password, then it is suggested to change your password in Profile Icon > Change Password to receive the reset link.
To reset your security questions, or to unlock your account contact DEQ OKEIS Support, or call (405) 702-4100.
The form needs two signatures. How does that work?
On a form with an Invite Signers step, enter each signer's email address, or tick the option to include yourself. Each signer receives an email invitation. The form is submitted when the last required signature is in. If one person holds both roles, the form offers SIGN AS 2 ROLES.
My consultant prepares our filings. Who signs?
Your consultant can be invited to the site as an Editor and prepare the form. The person who signs depends on the form:
- Some forms have an Invite Signers step, where the preparer enters the signer's email address. The Site Transfer Request (signatures from the current and new owner) and the open-burning fire training notice (signature from the fire chief) work this way.
- Most permit applications, test results reports, the excess emission 30-day report, voluntary disclosures and the Title V semiannual and annual compliance reports have no Invite Signers step. The Responsible Official signs from their own OKEIS-Air account, so they need access to the site and, where the form requires it, approved certifier status.
Submit
Submission status can be viewed and tracked in the application by navigating to the sidebar tab labeled Submissions. If you cannot find a submission record, ensure you have the appropriate Site or Organization selected.
After a submission is completed, DEQ receives the submission and begins review. OKEIS-Air sends email from noreply@deq.ok.gov. Replies to that address are not read. Expect:
- a Submission Receipt Acknowledgement when DEQ AQD receives a filing;
- a Submission Status Change Notification when the status changes to In Process and again when it changes to Completed;
- for reports, a compliance schedule receipt and a review notice;
- reminders seven days before and on the due date of a scheduled report; and
- other notices about your filings, such as an invitation to sign a form.
Notices go out in batches a few minutes after the event and can arrive out of order.
A Completed status means DEQ AQD has finished receiving and processing the submission. It is not a finding about the facility's compliance. The Completed notice does not say what DEQ AQD decided, so sign in and open the submission, Permits or Site Details to see the result. Some notices name the reviewer without contact details; the Submissions list shows the agency contact for each filing.
How do I get a copy of what I submitted?
Open the submission and use Download / Export. Download Copy of Record gives a zip file containing the submission as a PDF, the signature page and your attachments. Keep it as your record of what you filed and when.
Letters not normally used in English (such as ñ or å) print as a replacement symbol in the Copy of Record PDF, though they display correctly on screen.
Where are my attachments and DEQ AQD's documents?
Use Documents in the left menu. It lists every document associated with the site, including ones DEQ AQD has added. The Source Name column shows which filing each belongs to. Word files are delivered as PDF copies.
DEQ AQD sent my submission back. What do I do?
Open the submission from Submissions and read the reviewer's notes, which name the section and field. Press Revise Submission, correct the flagged items, then sign and submit again. The filing keeps its number and becomes a new revision. If DEQ AQD's note is unclear, write to the agency contact shown on the submission.
How do I delete a draft I started by mistake?
Use Delete Draft on the draft card on the site dashboard. Starting a form creates a draft as soon as you press Begin Form Entry, so delete drafts you do not intend to finish.
