Applying to the VEEP EMS track

What does the application process involve?
  • VEEP EMS Track applicants can apply at any point during the year.
  • Applicants must submit the VEEP EMS Track Application form and copies of applicable EMS documentation listed below. The application to apply for the Facility-Based EMS Track is available in Word. 
  • All state, federal and local environmental permits should be included on the application.
  • Applicants can request a pre-application meeting with DEQ to discuss the requirements for participation.
  • Applications and supporting information should be submitted electronically to here.
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Application Supporting Documentation
  • Environmental Policy (E2/E3/E4): Create a policy signed by top management that includes a commitment to compliance, pollution prevention, training, communication, and continuous improvement.
  • Identification of Environmental Impacts (E2/E3/E4): Describe your facility’s process for identifying and evaluating its environmental impacts. Include a list of your environmental impacts.
  • Setting Objectives and Targets (E2/E3/E4): Include a list of your goals (objectives) for reducing environmental impacts. Ideally, objectives would include numerical goals with projects designed to achieve these goals. The objectives should include targets, or a schedule for completing tasks,
  • Pollution Prevention (E2/E3/E4): For the Pollution Prevention section, please list all environmental efforts that you have ongoing or planned. If possible, include quantified reductions realized or expected and any cost savings.
  • Environmental Legal Requirements (E3/E4): Describe your facility’s process for identifying its environmental legal requirements and its process for tracking changes in environmental compliance requirements.
  • Roles, Responsibilities and Authorities (E3/E4): Describe how your facility defines, documents and maintains the roles, responsibilities and authorities related to its environmental management system.
  • Reporting and Recordkeeping (E3/E4): Describe your facility’s procedures for reporting and maintaining records that document the status of the environmental management system operations and activities.
  • Training (E3/E4): Describe your facility’s procedures for ensuring that all employees have the necessary training related to the environmental management system.
  • Emergency Response Procedures (E3/E4): Describe your facility’s procedures for responding to, reporting, mitigating and reviewing environmental incidents.
  • Monitoring, Investigative and Corrective Actions (E3/E4): Describe your facility’s system for monitoring, investigating and correcting non-compliance with its environmental management system.
  • Voluntary Self Assessments (E3/E4): Describe your facility’s self-assessment or auditing system, which may be external or internal.
  • Communication Procedures (E3/E4): Describe your facility’s procedures to communicate with and inform external and internal audiences regarding your environmental management system.
  • Commitment to Continuous and Sustainable Environmental Progress & Community Involvement (E4): E4 facilities are required to document that they have committed to continuous and sustainable environmental progress and community involvement.
  • Third Party EMS Audit Documentation (E4): E4 facilities are required to submit documentation showing that they have completed at least one full cycle of an EMS which has been verified to be effective and meet or exceed E4 requirements by an unrelated third party. DEQ defines the term "unrelated third party" in the context of VEEP to mean that the EMS auditor(s) is not directly employed by the applying facility nor have they played a substantive role in developing the facility's EMS. 

    In addition, DEQ requires that third party auditors be qualified for their role in assessing the EMS by meeting the requirements below:  

    Qualifications for Lead Auditor:

    • Training: 32 to 40-hour RABQSA Accredited ISO 14001 EMS Lead Auditor Course or IPC (formerly IATCA) EMS Lead Auditor Courses (must receive passing grade on course examination)
    • Work Experience: Five years of work experience in environmental management, environmental science and technology, environmental regulation or related field.

    Qualifications for Audit Team Members:

    • Training: Same as qualifications for Lead Auditor
    • Work Experience: Three years of work experience in environmental management, environmental science and technology, environmental regulation or a related field.

How will DEQ evaluate applications?

DEQ evaluates all applications for completeness. If additional information is needed, the facility will be notified. Once approved, DEQ will notify the facility and will include the facility name on the VEEP website. Facilities may request a recognition ceremony after acceptance.

If the application is denied, DEQ will contact the facility by phone to discuss the agency's reasoning and follow up in writing to encourage the facility to apply again in the future. Program eligibility determinations, as well as termination of participation and any terms imposed upon either, are not case decisions under the Virginia Administrative Process Act or any other provision of law and are not subject to judicial review or appeal, except as outlined by the framework.

Renewing participation in the VEEP EMS track

Facilities at all levels of the VEEP EMS Track are required to renew their participation in the program every three years. Facilities not submitting a renewal application in a timely manner may no longer be considered to be in good standing with VEEP and may jeopardize their access to the program’s incentives.

When are renewal applications due?
DEQ has established a quarterly calendar for renewal deadlines with due dates of January 1, April 1, July 1 and October 1. For instance, if a facility was accepted into VEEP on February 22, 2020, their renewal application would be due on April 1, 2023.

Where should the completed VEEP renewal applications be sent?

Applications and supporting information should be submitted electronically to here.

How will DEQ evaluate renewal applications?

Renewals will be evaluated by the same standards as new applications as well reviewing how the EMS has developed during the previous three-year VEEP membership period. DEQ uses the VEEP Renewal Review Form when reviewing renewal applications.

What's the difference between a membership renewal and an annual report?

All EMS Track members submit a report annually to provide updates and metrics on projects the facility is implementing. This does not include a full review of a member's EMS. Every three years VEEP EMS Track members must renew their membership at which time DEQ reviews the facility's EMS documentation and compliance history.