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FAQs

1. Why is there no SPRI 2003 data?

The first year SPRI data is available is 2002. In 2003, the (then) Scottish Executive asked SEPA to build a better, more comprehensive SPRI than was produced for presentation of the 2002 data. It was decided to use 2004 data since there was no mandatory reporting requirement for 2003 data and it would give SEPA and operators enough time to build, support and use the new electronic system.

2.Who reported to the SPRI in previous years?

2004 - All Waste Water Treatment Works (sewage treatment works) with a design capacity greater or equal to 15,000 population equivalent, all non inert landfills with a design capacity greater or equal to 25,000 tonnes and all larger Band “A” nuclear installations.

2005/2006 – Marine Fish Farms and Radioactive Substances Act ‘Band B’ sites were required to report data for 2005 emissions as well as the sites listed in 2004 above.

3. What new sectors are required to report emissions for the year 2007 onwards?

Opencast mining and quarrying where the surface of the area under extractive operations equals or is greater than 25ha and the intensive agricultural sector, such as poultry and pig farms.

4. Do I have to report if my company is not operating during the reporting year?

Yes, if the process meets the reporting criteria for the SPRI and you have received a formal PPC Regulation 26(2) notice from SEPA to report, you are required to submit a return. If you have not operated and have no emissions then you should state this in your return. If your authorisation/permit has been revoked then please state this within your return and after some checking your company will be removed from the SPRI.

5. Do I need to report if my company has closed down during the reporting year?

Yes, you are still required to report emissions from the site for the part of the year that they have operated. SEPA will expect this return to be submitted by the 28 of February.

6. Will more installations be included in the future?

Yes, the SPRI will be constantly developing. In the future more industry sectors may be required to report. Opencast mining and quarrying and the intensive agricultural sector have been added for 2007.

7. How will I know if my company is required to report to the SPRI?

Companies/organisations are served a legal notice known as a Regulation 26(2) Notice under the Pollution Prevention and Control (Scotland) Regulations during the year that they are required to report. If you have received such a notice it is a legal requirement for you to complete an SPRI return. If you were required to report in a previous year it is likely that you will have to continue reporting annually.

8. When do I report to the SPRI?

Operators are required to submit their annual mass emission data between 01 January and the 28 February of the following year, eg 2007 emission data will be reported between January and February of 2008.

9. What happens if I miss the reporting deadline of the 28 February?

You should contact one of the SPRI Support Officers as soon as possible for more information on what to do next. SEPA will pursue the missing information in accordance with its enforcement policy.

10. How do I report to the SPRI?

Operators are required to submit their annual mass emission data by the 28 of February of the following year. So for the 2007 calendar year you would report by the 28 of February 2008. Operators can complete the SPRI reporting form electronically on the Operator's reporting site. This is a secure site and is accessible only by user name (email address) and password. Alternatively you can request a paper form from SEPA. Due to the change of system, some operators (RSA sites) for year 2007 onwards will be unable to submit electronically. They will have been informed by SPRI administration at an earlier stage.

11. How do I get a user name and password?

SEPA will send operators, who have received a notice to report, a user name and activation code. This letter is sent before the start of the reporting period. If you do not have this letter, please contact SPRI administration at SPRIadministration@sepa.org.uk

12. If I report electronically will I have to complete the form in one sitting?

No, there are many stages in the electronic form where the data entered can be saved; you can therefore complete your form in stages. Once you have completed a return the electronic system will remember the parameters reported in previous years.

13. What happens if I don't receive or forget my user name and password?

You can follow the following link and use your email address to receive a reminder of your password (please note this must be the email address used to set up the account). After asking a few security questions, a member of the SPRI support staff will re-issue usernames and passwords. This can be done very quickly over the telephone and need not delay you making your return. Alternatively you can email SPRI administration at SPRIadministration@sepa.org.uk

14. Will this change in the future?

Yes, the reporting criteria may be reviewed every three years within Scotland and across the UK. Additionally the European Union (EU) may review the Pollutant Release and Transfer Register (PRTR) which the UK agencies report to.

15. Do I report for the pollutants that are already consented and reported to SEPA elsewhere?

Yes, you need to consider the complete list of SPRI pollutants for that reporting year. You need to identify which of the SPRI pollutants you emit and then which of these leave the site boundary. You should report all substances identified on the SPRI Schedule (which is a list of substances, thresholds and media receiving the pollutant), whether they are consented emissions or not. Usually it is the consented substances you should report however substances such as waste are not normally consented however may breach the threshold(s).

16. What if my emissions are very low, do I still need to report?

The SPRI has a threshold value for each pollutant, if the emissions are above this threshold you need to report the actual value. If the value is below the threshold you should report BRT (below the reporting threshold) and no value is required. You must still report a method description you used to decide your emission level, eg (M) measured, (C) calculated or (E) estimated along with a brief description and references to standards used, such as BS or other international standard reference(s).

17. Why do I have to report for emissions below the threshold value if no figure is given?

It is important to SEPA to know where the emissions of pollutants occur in Scotland, even if from individual sites these are at less significant levels. Such information is also used by SEPA during auditing so it is important to include this. It shows you have considered all potential pollutant sources from your installation.

18. How are these threshold values derived?

These thresholds are set at a UK level and reflect the EU ones. They are designed to capture 95% of the UKs total emitted pollutants for the particular substance. Most SPRI substances are considered to the environmentally significant and of interest to the public.

19. Are the thresholds always the same for the pollutant regardless of the media it is reported to?

No, thresholds for emissions to air are often different from emissions to water due to the different criteria considered during the determination of the thresholds.

20. What is off-site waste water transfer?

This is waste water effluent which leaves the boundary of your installation by either piped sewer or by other means, such as IBC tank or road tanker. This was formally termed “indirect discharges to water”.

21. What emission sources do I need to consider when reporting to the SPRI?

You should consider all emissions sources from your process; from point source to fugitive (non point source). For each pollutant emissions released should be summed and then reported against the appropriate media that it is released to. Accidental emissions such as those caused by unplanned releases should also be recorded and entered onto your SPRI annual return; there are separate parts to the form which allow you to add these unplanned events.

22. Are the air and water emissions added together to give emission totals?

No, it is very important that the emissions for separate receiving media (air, water and waste) are not added together.

23. What is the SPRI information used for?

The SPRI is used as a free and easily accessible information source for the public to review the emissions in their local/national area. It will also be used by SEPA during research projects and to fulfil Scottish European Union reporting requirements, such as the European Pollution and Transfer Register (E-PRTR) and the Large Combustion Plant Directive (LCPD).

24. If I have an accidental/unplanned release, do I report that to the SPRI?

Yes, for each pollutant any accidental/unplanned release should be reported under the 'accidental emissions' part of the reporting form. Accidental releases should be added into the total emission figure for that substance before it is compared to the threshold value.

25. If I am reporting accidental/unplanned emissions in both the notifiable column and as part of the total emission is this not double reporting of the same emission?

No, it would only be double reporting of the emission if these two values were added together.

26. How do I submit the return to SEPA?

If you have completed the paper form, please keep a copy for your records and return the original by post to the SEPA address on the form. If you are using the electronic reporting form you can submit this via the Operator Summary page of the reporting form, this requires that you electronically sign the form and formally submit it on behalf of your company/organisation.

27. Can I make changes after the return has been submitted to SEPA?

Yes, changes can be made either by the operator or by SEPA staff once you have agreed what has to be amended. If you put your request by email to SPRI administration or contact them by telephone. We are required to record any changes and the reason for the change so please provide such information. It is important to note that once you have submitted a return to SEPA the return is locked for further editing and you must contact SEPA first to request the form to be unlocked so that you can create changes. You must then re-submit the return to SEPA before it can be further processed.

Email: SPRIadministration@sepa.org.uk
Tel:

28. Is the information submitted validated by SEPA?

No, the information submitted is given a rough check by SEPA for obvious errors and omissions from the data provided but it is your responsibility to provide SEPA with accurate information. The operator signs a declaration form when submitting their information accepting this responsibility. During any routine site audits by SEPA staff you may be asked to justify you emission values so please keep any paperwork, measurements or calculations for up to five years.

29. Are their any reasons that SEPA would not accept a return?

Yes, a return will be refused and returned to the operator if any of the mandatory information, either in the paper or electronic form is missing, including address, SIC and PRTR codes and if there are any ambiguous entries. SPRI general guidance on how to complete your return can be found in the SPRI section.

30. What can I do if I have problems completing or submitting my return to SEPA?

You should contact SEPA at the earliest point possible in the reporting period and talk to a designated SPRI Support Officer, these are specially trained officers who are there to assist you with making your return. Where it is a specific question relating to your installation and its processes you may be better talking to the local SEPA officer who regulates your site.

31. Is there written guidance available?

Yes, there is general reporting guidance for reporting to SPRI and a walkthrough document specifically written to help with using the electronic reporting form available on the SPRI guidance page. There are also sector guidance notes available to give process specific advice. These sector guidance notes do not cover every process and if you require assistance you should contact SEPA. Where you cannot find UK or EU guidance you are currently allowed to utilise international guidance methods however please quote your method source under the 'description method' section of your SPRI return.

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