Preparing for renewal

When gathering documentation for renewal, you should consider:

• Any changes made to the project boundary (for example, area or address) or policies that would impact feature requirements
• If your team would like to pursue new features or remove any achieved features

Below, you’ll find an overview of the renewal process.

Gathering documentation

Projects that have not made changes and do not plan to make any changes at the time of renewal

If no changes have been made to your project since initial rating achievement, you will confirm this at the time of renewal. Specifically, you must confirm that no changes have been made to the project’s:

• Locations (number of locations, address and square footage)
• WELL Rating scorecard
• Documentation for features achieved

Projects who have made or would like to make updates to the project at the time of renewal

If changes have been made to your project since initial rating achievement, or will be made when renewing, you will confirm this at the time of renewal. Specifically, you must provide additional information via your WELL account about any changes to:

• Locations (number of locations, address and square footage)
• WELL Rating scorecard
• Documentation for features achieved

Previously approved/awarded features

At the time of renewal documentation review, previously approved/awarded features will be awarded with existing strategies as long as you are not upgrading toa newer version of the WELL Rating or updating the strategy that was used to meet the feature requirements. Scenarios when new documentation may be required are:

• You do not provide satisfactory evidence to meet the feature requirements for the audit locations.
• You indicated that a plan was in place to implement a strategy in your initial documentation based on a certain trigger.
  • For example, if you indicated that your project planned on implementing HVAC updates in 6 months (from the date of rating achievement) as part of maintenance, then documentation about this implementation should be submitted during renewal review.
  • As another example, if you planned to implement a certain policy once the COVID-19 vaccine received full FDA approval, then the updated policy should be submitted during renewal review.
• Your project was awarded an innovation where the state of research/products has substantially changed.
• You achieved an Innovation feature using Option 3 that requires performance testing as the verification method. In this case, you must provide updated testing results at the time of renewal. This is an individual-scale verification method–you must provide updated results for all locations attempting this feature.

Documents are valid for one year from the date of approval until the following renewal date.

Renew or replace documents

• Features with documents that are expired or will expire soon are marked with an icon as shown below:

  1. Click into the feature.
  2. Scroll down to the Next Steps section.
  3. Indicate whether the documents are still current or not.
     • If they are still current, click the checkmark
     • If they are not still current, click the X, then upload a new document following the normal process.

  

• In order to successfully submit documents for renewal, you must renew or replace documents to ensure that they are still valid. The actions you can take depend on the status:

  • Documents with ‘Expiring Soon’ status - You can replace or renew these documents
  • Documents with ‘Expired’ status - You can only replace these documents.

  

  Features with documents that are expired or will expire soon are marked with an icon as shown below:

  

  You can renew or replace a document from either the Scorecard or Documents Library tab as shown below. Replacing a document will archive the original.

  •  
    1. Open your project’s Scorecard tab.
    2. Select a feature and go to the Verification page.
    3. Click the ‘X Assigned’ text in the Locations column to see which locations this document is assigned to before proceeding.
    4. Click the Renew button in the Status column
    5. On the new window that opens (shown below), review the content of the document by clicking the document’s name.
    6. If the document is still valid, check the box to confirm its validity, then click Confirm and Exit.
    7. If the document is not valid, click the text “Is your document outdated, would you like to replace it” and proceed to step 4 in the “To replace a document section” below.
  •  
    1. Open your project’s Scorecard tab.
    2. Select a feature and go to the Verification page.
    3. Click the 3 dots in the Action column and select Replace.
    4. Add or remove feature parts if necessary as shown below.
    5. Upload your new document.
    6. Click Save and Continue.
    7. Click the boxes to assign or unassign locations.
    8. Click Upload when you are finished.