Owners Corporation instructions

Start the process by registering to use the Strata Hub.

1. The Strata Hub will send you an email advising you that ‘a Building Inspector has been proposed for your building’ including the strata bond number. You will need to ‘Register for the Strata Hub’ or ‘Log into’ to the Strata Hub to view the details of the development and progress the building bond case.
2. Read the Privacy Statement. If you understand the statement, tick ‘I understand’, complete ‘ReCAPTCHA’ and select ‘Continue’.
3. You will progress to the ‘Personal Details’ screen’. Enter your details. All the fields marked with a red asterisk [*] are mandatory.
   Tip: the password you create must be at least 8 characters long and include at least one alphabetic character [a-z], one numeric character [0-9], and one special character.
   Note: Please manage your password details securely and ensure they can be retrieved easily for the next time you log in to the Strata Hub.
4. If you understand the statements, tick the checkboxes and select ‘Continue’.
5. Select ‘Owners corporation’ under Registration Details.
   Please enter the ABN/ACN of the owner's corporation.
6. Your owners corporation name will be displayed. Select on ‘Register’.
7. You will receive an onscreen message about a welcome email. Select Return to login screen.
8. The email address you enter will be used to send a login confirmation.
9. To login, you will need to enter your username and temporary password.
   Note: your username is your email address.
10. You will receive a ‘Verification Code’ in your email address.
11. Please enter the verification code and select ‘Submit’.
12. Once you submit your verification code, the system will ask you to change your password. Set your new password to complete your registration process.
13. After changing Password, you will be able to see the Welcome page/Home Page.
14. Search your ‘Strata Bond Number’, you will be able to see and update the details.
15. To log off, go to the left menu, go down to the icon with your initials on it at the bottom of the page. Select on that icon and select the ‘Log off’ option.

If you have any issues, please call 13 32 20.

System requirements

The preferred browsers are Firefox, Chrome, Safari and Microsoft Edge. Windows Internet Explorer not supported.

Note: When using your web browser to access the Strata Hub, ensure it is not zoomed in beyond 100% or some of your left panel menu options will not be visible.

1. The Strata Hub will send you an email notification advising you that the building inspector has been selected.
   You will need to register or log on to the Strata Hub to view the details of the building inspector selection and accept or refuse the proposal.
2. Log in as Owners Corporation with your username and password to the Strata Hub (as per your Strata hub email notification).
3. Go to the right panel. Select on ‘Unassigned Work’ Work Overview area on the right-hand side and under ‘Unassigned Work’ select 'Owners Corporation Work Queue'.
   This should populate 'My Work' with the unassigned Strata Bond cases for your organisation.
   Note: ‘Upcoming Milestones’ are displayed in the bottom right corner of the homepage dashboard, helping you keep track of when tasks are due under the scheme

1. Select the strata bond case hyperlink for which you need to apply for a variation of time.
2. Select on the ‘Actions’ tab on the left menu and select ‘Variation of time’ from the drop-down list.
   You will then view the ‘Variation of time’ screen displaying the Current milestones for the case.
3. Select the milestone from the menu that relates to your variation of time request. In this case, Building inspector appointment due date.
4. Enter the ‘New requested date’ for the milestone.
   Enter the reason for your request into the free text box.
   You can also attach any supporting documents.
   Select ‘Submit’.
5. The task will then move to the Secretary’s work queue for consideration.
   You will receive a notification of the outcome of your request.
   If your request is approved, the new date will appear in the Modified column.

1. Go to the right panel. Select on ‘Unassigned Work’ Work Overview area on the right-hand side and under ‘Unassigned Work’ select 'Owners Corporation Work Queue'.
   This will open the Owners Corporation Work Queue displaying the unassigned Strata Bond cases for your organisation.
   Select ‘Go’.
   Note: if you have previously assigned the case to yourself it will automatically appear in the My Work space on the home page.
2. Select on ‘Assign’ to assign the bond to yourself.
3. Enter the owners corporation email address for service, if it’s not already populated in the field. Select ‘Submit’.

1. Review the ‘Proposed building inspector’ information displayed, including disclosures.
   You can also view the Building Bond details and select the hyperlinks here to see what has been provided through ePlanning any existing bond cases in progress - including the contract price and bond amount, and the details of the actual bond.
2. At the bottom of this screen you will be asked to confirm that the Owners Corporation has called a general meeting
   You can select ‘Yes’ or ‘No’.
   Note: If you select ‘No’, you cannot proceed. You will have to log in again after the meeting has been held and then select ‘Yes’ for this question.
3. Confirm if the resolution has been passed to approve/refuse the building inspector’s appointment. Select ‘Yes’ or ‘No’.
   Note: If you select ‘No’, you cannot proceed. You will have to log in again after the resolution has been confirmed and then select ‘Yes’ for this question.
   Select the date when the meeting was held.
   Choose Approve or Refuse to specify the outcome of the resolution.
4. Select on ‘+Attach’ to upload the minutes of the meeting.
   Note: the acceptable file formats of PDF, Word, Excel, JPEG or PNG and maximum file size of 300 MB. These apply to any document you upload in the Strata Hub.
   Tip: to be able to view an attachment you must have your pop-up blocker turned off or internet settings on ‘allow pop-ups’.
5. Select on ‘Submit’.
   Note: If the resolution outcome is ‘Refuse’ you will not complete the next screen. The task of appointing a building inspector will go back to the Developer to choose an alternative building inspector. Notifications will be issued.
6. Select ‘Generate and download PDF’ button to generate a notification you can use to send to lot owners in your strata scheme.
   Note: It will automatically download the file. You must then select the downloaded file.
   Once the PDF has been generated, select ‘Submit’.
7. Owners corporations must notify lot owners of the approval as they have a 14-day period (from the EGM date) to complete an objection online. You can use the PDF generated to notify lot owners of the Inspector appointment. If no objections are received after 14 days, the Developer will then appoint the Building Inspector.
   Note: If a lot owner raises an objection, the Secretary will review it and determine whether to appoint arrange a building inspector.

1. Documents are viewed from the information panel under the ‘Documents & Notifications’ heading.
   Select ‘Documents’ to open the documents modal.
2. Documents are grouped into the SBBIS stages.
   Expand the stage accordion to view a list of the documents for the stage.
   Note: documents uploaded into the NSW Planning Portal when the bond was lodged are displayed under the Stage 1 accordion.
3. Select the hyperlink for the document you want to view.
4. The document will be downloaded to your computer.
   You can now open the document.
   Note: Browsers open downloads differently.
   Select ‘Done’ or ‘Cancel’ to close the documents modal.

1. Notifications are viewed from the information panel under the ‘Documents & Notifications’ heading.
   Select ‘Notifications’ to open the notifications window.
2. Notifications are grouped into the SBBIS stages.
   Expand the stage accordion to view a list of the notifications for the stage.
3. Select the hyperlink for the notification you want to view.
4. The notification will open in a pop-up window.
   Close the pop-up window.
   Select ‘Done’ or ‘Cancel’ to close the notifications window.

1. Log in with your username and password to the Strata Hub.
2. Navigate to the owners corporation work queue on the left side panel.
3. Either
   • Navigate to the My Work queue to locate the Bond case
   • Confirm the assignment step is application for the release of the building bond
   • Select Go in the action column
     Or
   • Navigate to the search field
   • Input the bond case number
   • Select enter
   • Confirm the assignment step is application for the release of the building bond
   • Select Go in the action column
4. Assign the case to yourself to commence working on the application.
5. Select either yes or no for the question Has agreement been reached with the owners corporation for costs to rectify defective building work?
6. Review the developers responses.
7. Download and review the evidence of agreement.
8. Select either yes or no to the question Do you agree with the details provided by the developer for the agreement of the release of the bond?

If the owners corporation agrees with the details provided by the developer.

1. Input the bank details for the owners corporation (the BSB must be six (6) digits only, no letters, spaces or special characters (/, -))
2. Select 'Submit'

If the owners corporation does not agree with the details provided by the developer.

1. Select yes or no to the five (5) acknowledgement questions
2. Input the bank details for the owners corporation
3. Select 'Submit'

The case will now be actioned by:

• If required, the Developer
• the Strata Building Bonds and Inspection Scheme Secretary
• If required, an Appropriately Qualified Person

1. Log in with your username and password to the Strata Hub.
2. Either
   • Navigate through the My Work queue to locate the Bond case
   • Confirm the assignment step is SMS:OwnerCorp
   • Select Go in the action column
     Or
   • Navigate to the search field
   • Input the Bond case number
   • Select enter
   • Confirm the assignment step is SMS:OwnerCorp
   • Select Go in the action column
3. Assign the case to yourself
4. Select either yes or no if there was an excess amount after defect rectification was completed
   1. Yes
      • Select either yes or no if the excess has been returned to the developer
      • yes
      • no
        Select either yes or no on whether the owners corporation has obtained consent from the developer to retail the excess
        • yes
        1. select the calendar icon in the date field
        2. navigate to the month when the consent was obtained, using the up/down arrows to navigate
        3. Select the day/date when the consent was obtained.
           
           When the day has been selected, the calendar will close, however this date can be edited by selecting the calendar icon and repeating the process.
        • No. You cannot submit this task and confirm completion without the developers consent to retain the excess amount after the rectification of defective building work. Please obtain consent from the developer or return the excess to the developer and proceed with this task, providing supporting documentation.
   2. No
   3. Attach specified mandatory supporting documentation in the form of:
      • Transaction document
      • Rectifying defects costs
      • Consent to retain the excess
5. Select 'Submit'

The owners corporation has now completed stage eight (8) of the building bond.

The strata building bond process within the Strata Hub has now been completed. The building bond is now inactive you will no longer be able to access the bond.