These steps apply to WELL Health-Safety Rating projects created before April 18, 2023 and projects that achieved the rating as part of a WELL Certification project. For all other WELL Ratings, follow these steps.

Verifying if documents are up-to-date

Your renewal scorecard will consist of your initial project scorecard and all of your project’s initial documentation. A red exclamation mark next to a feature name indicates that you must confirm that the original documentation is still valid or upload any audit or ongoing reporting documents. If you are no longer pursuing a feature that you achieved last year, select “No” for that feature. If you are pursuing a new feature, click “Yes” for the applicable feature and provide the applicable verification documentation.

All projects must complete the “Multiple Locations Document Sharing Form” at the time of renewal to indicate the locations pursuing each feature. If there is a subset of locations pursuing a specific feature, be sure to complete column “I” in the form and indicate which locations are renewing versus new. Ensure that the referenced locations match to the names in your WELL Health-Safety dashboard. This form can be downloaded from the Support tab >> Technical Tools. The completed form should be uploaded under the General tab. 

For projects that are pursuing renewal for multiple locations under one account, there are three groups of features that need to be verified: 

• Features that do not require audit documents (shareable)
• Features that require audit documents
• Features that require on-going data reports.

To see how to verify each feature, click on each feature to expand the field and scroll down to “next steps”. 

For projects that are pursuing renewal for one location under your account, the instructions for completing your renewal scorecard are slightly different. Scroll to the bottom of this article to see the guidance relevant to single locations pursuing renewal. 

Features that do not require audit documents (shareable)

For features that do not require audit-level documentation, you will see the question, “Are these documents still current?”. 

• If the documents are current, click the check mark. No other documents will need to be submitted for this feature. 

  Note: Feature SC1 Support Handwashing has two options - one option For All Spaces that is verified by a Policy and/or Operations schedule and one For Commercial Kitchen Spaces & Commercial Dining Spaces that is verified by On-Site Photographs and a Letter of Assurance - Owner. Due to the On-Site Photographs verification method, the scorecard will show that projects need to upload an audit document at the time of renewal regardless of whether commercial kitchen spaces & commercial dining spaces exist in your locations. If none of your locations have commercial kitchen spaces & commercial dining spaces, upload a narrative stating that none of the audit locations have commercial kitchen and dining space and the policy uploaded is still valid.

• If the documents are not current, click the X mark. Indicating that the documents are not current will grey out the specified document. Upload your updated document by clicking the blue plus button.
• New locations added during renewal:
  • Indicate in the multiple location sharing form which locations are pursuing which features. If there is a subset of locations pursuing a specific feature, be sure to complete column “I” in the form and indicate which locations are renewing versus new. Ensure that the referenced locations match to the names in your WELL Health-Safety dashboard. 
    • If previously uploaded shareable documentation applies to the new locations and are still current, documentation does not need to be uploaded for the new locations. Click the check mark for applicable features.
    • If the shareable documentation does not apply to the new locations and/or is not current, upload new documentation to these features. 

Features that require audit documents 

Some features require audited documentation, which means that you do not need to provide verification for every location pursuing a feature, but rather a subset of those features. Features that require audit documents include:

• Ongoing maintenance report 
  • SA2: Assess and Maintain Air Treatment Systems
  • SA3: Develop Legionella Management Plan
  • SA5: Manage Mold and Moisture
• On-site photographs 
  • SC1: Support Handwashing
  • SC5: Reduce Respiratory Particle Exposure
  • SH5: Promote a Smoke-Free Environment
  • SS2: Share Food Inspection Information
• Professional narrative 
  • SC2: Reduce Surface Contact
  • SA1: Assess Ventilation
  • SA2: Assess and Maintain Air Treatment Systems
• Technical document 
  • SA3: Develop Legionella Management Plan
  • SI1: Innovation I
  • SI2: Innovation II
  • SI3: Innovation III
  • SI4:  Innovation IV
  • SI5: Innovation V
  • SI6: Gateways to Health-Safety
    • Projects that achieved an Innovation feature using Option 2 - WELL AP are not required to submit audit documentation at the time of renewal. The previously approved/awarded innovation feature will be awarded as long as the project is not upgrading to a newer version of a WELL Rating.

Where can I see audit locations?

An audit list with the naming convention ‘HSRPXXXXXX_projectname_renewal_audit_list_year_month_day’ will be generated in your WELL account in the Documents tab under General documents. The number of locations chosen for audit and the locations chosen for audit are based on the total number of locations that are renewing. 

• New locations added during renewal: Because the audit list is generated using the total number of locations, a location pursuing the Rating for the first time may or may not be chosen to upload audit documentation. 

For features that do require audit-level documentation, you will see the guidance “updated audit documents are required for renewal”. New audit documents must be uploaded for features that require audit-level documentation. 

• Upload the audit documents using the blue plus sign in the top right corner.

Features that require an on-going data report

• Feature SA4: Monitor Air and Water Quality is verified by an on-going data report. At the time of renewal, you will be prompted to update the on-going data report. To upload the data report, click the blue plus sign in the top right corner.
  • New locations added during renewal: No documentation is needed at the time of renewal for newly added locations pursuing this feature. During the following renewal, project teams must provide the on-going data reports for all locations that had achieved this feature during the previous achievement. 

Single location guidance

If you do not have multiple locations in your project and therefore are pursuing renewal for one location, audit documentation does not apply to your project. Instead of being prompted to upload audit documentation during renewal, you will see the question “Are these documents still current?” If the documents are current, click the check mark. No other documents will need to be submitted for this feature. If the documents are not current, click the X mark. Indicating that the documents are not current will grey out the specified document. Upload your updated document by clicking the blue plus button. This is the same process as features verified by a shareable verification method.

There is unique guidance for single location projects for Features SA2, SA3, and SA5. The confirmation question for these features is tied to the feature/part level rather than to the option level and therefore only one question “Are these documents still current” will appear for these features. However, all of these require ongoing documents to be uploaded as part of renewal. For these features follow the instructions below: 

• Click the “X’ to the question -  “Are these documents still current”
  • If the document is still applicable, re-upload the previously approved document and include a note stating that this is the same document as previously approved. 
  • If the document is not still applicable, upload the updated document. 
• Upload new ongoing documents for the applicable features.