NPDES Clearinghouse - Users' Guide - June 2022
NPDES Permit Writers' Clearinghouse
User's Guide
June 2022 draft
(Note: This User's Guide is a work in progress - please check back for
an updated version and let us know, using the Feedback link, if you
have comments.)
Water Permits Division
U.S. Environmental Protection Agency
1200 Pennsylvania Avenue N.W.
Washington D.C. 20460
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Introduction
The NPDES Permit Writers' Clearinghouse is an easily navigable web-based portal to help NPDES
authorities access and share resources that will enable them to make informed decisions for their
permits. EPA's Office of Wastewater Management developed the Clearinghouse at the request of state
NPDES authorities and with the support of EPA Regions, and the Clearinghouse is populated and used
largely by states and EPA Regions. It is intended to provide states and Regions with a streamlined way to
share NPDES permit resources.
The Clearinghouse is a searchable database containing website links to resources such as permits,
templates, and webinars that NPDES authorities have shared. The Clearinghouse is a library of website
links rather than actual documents. States and Regions submit links on a voluntary basis. EPA expects
permitting authorities to populate and use the Clearinghouse as a way to train new permit writers, find
information on difficult or complex permits, share how states approach unique permitting issues, and
locate resources such as models, policies, calculators, example permits, guidance, and other permitting-
related resources.
EPA does not necessarily endorse resources shared by non-EPA authors or agencies, but it welcomes the
posting of non-EPA resources to facilitate information-sharing among NPDES permitting authorities and
practitioners.
This user's guide describes how to retrieve resources, submit resources, and perform other functions.
1. Starting Out
Anyone can browse the Clearinghouse and retrieve resources at https://www.epa.gov/npdes/permit-
writers-clearinghouse or by clicking the link on EPA's NPDES website at https://EPA.gov/NPDES. After
logging on you will see this public landing page: 7
\ ,/8
The public landing page
contains buttons that initiate:
(1) General searches
(2) Map-based searches
(3) Quick searches for topics of
specific interest
It also contains links to:
(4) An "about" page with basic
information about the Clearinghouse
(5) Clearinghouse materials that have been specifically identified as training materials
(6) A form for submitting feedback on the Clearinghouse
At the upper right you can:
(7) Log in, if you have a General User or Contributor account
(8) Register for a General User or Contributor account if you don't already have one.
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2, Users and Accounts
Although any member of the public can access the Clearinghouse as described above, it is intended
primarily for state and EPA NPDES permit writers and other practitioners. Such users are encouraged to
register as General Users or (preferably) Contributors to gain additional site privileges.
A, General Users
A General User is anyone who registers in order to obtain additional privileges beyond simply querying
resources, such as:
• Suggesting resources to include in the Clearinghouse
• Flagging "favorite" resources for quick access at any time
• Subscribing to receive email updates for new additions/edits under user-specified conditions
B. Contributors
A Contributor is an EPA or state user who is interested in routinely editing or adding information to the
Clearinghouse on behalf of an agency. Each state and EPA Region should designate at least one
Contributor. In addition to the tasks available to a General User, a Contributor can also:
• Submit edits to existing information in the Clearinghouse
• Flag resources for deletion
To create a General User or Contributor account: Click the "Create Account" link in the upper-right
corner of the public landing page and request to be registered as either a General User or Contributor.
You can request to switch from a General User to Contributor account, or vice versa, by submitting a
request at the Submit Feedback tab.
3. Clearinghouse Contents
NPDES permitting resources cover a vast array of topics, ranging from administrative procedures to highly
technical analyses and evaluations. This section describes the general categories of resources that
populate the Clearinghouse.
A, Regulations
In July 2022 EPA will populate the Clearinghouse with links to the federal NPDES regulations.
Additionally, states, tribes, and territories may want to share their own regulations related to NPDES
permitting.
B, Policy
EPA has developed policies on topics such as combined sewer overflows (CSOs), water quality trading,
and animal feeding operations that are suitable for the Clearinghouse. In addition, states may have
developed specific policies related to topics such as implementing water quality standards,
conducting use attainability analyses, or implementing antidegradation regulations that would be
helpful to permit writers in other states.
C, Guidance
EPA has populated the Clearinghouse with guidance documents that apply at the federal level, such as
the NPDES Permit Writers' Manual, the Technical Support Document for Water Quality-Based Toxics
Control, and the Guidance Manual for Developing Best Management Practices. EPA also has
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developed numerous guidance documents for specific NPDES topics such as industrial stormwater,
municipal separate storm sewer systems (MS4s), nutrient discharges, watershed-based permitting,
and aquaculture.
Likewise, many states have developed specific permitting guidance resources that they may want to
share with other states. State-specific guidance could include procedures for evaluating reasonable
potential, implementing whole effluent toxicity (WET) requirements in permits, and implementing
water quality criteria or water quality variances.
D, Example Permits
Permit writers often encounter unique permitting situations and would benefit from widespread
sharing of information regarding how they faced the permitting scenario, challenges encountered,
resolutions developed, and permitting strategies implemented. The Clearinghouse can be particularly
effective as a way for permit writers to share interesting permitting approaches with each other -
particularly permits and fact sheets involving unique or technically challenging scenarios.
i. Templates
Many states use templates for permits, fact sheets, administrative letters, response-to-comment
documents, water quality assessment technical memos, and effluent limitation rationales. Permit
writers would benefit from widespread sharing of templates, as an effort to promote consistency in
permitting approaches.
F, Calculators/Models/Tools
Permit writers use a variety of tools during permit development, including technology-based effluent
limitation spreadsheets, water quality assessment tools, reasonable potential analysis spreadsheet
tools, whole effluent toxicity tools, and water quality models.
G, Training
EPA has developed various in-person and web-based trainings, many of which have training modules
or presentation materials available online. For example, the NPDES Permit Writers' Course is available
as a web-based training course in addition to the in-person intensive course. Further, online trainings
exist for the Water Quality Standards Academy and for pretreatment, WET, and water quality trading
program areas. In addition, many states conduct in-house NPDES training, for which they may want to
share reference materials.
II, Responses to comments
Responding to public comments on a draft permit can be time-consuming, and permit writers would
benefit from sharing their approaches to this step in the permit development process.
Consider the Resource's Unique Qualities of Interest to Permit Writers. Contributors should consider a
resource's unique and innovative qualities when evaluating it for potential addition to the Clearinghouse.
For example, all authorized states issue permits to municipal wastewater treatment plants to limit the
discharge of conventional pollutants, but most states also face permitting scenarios unique to them based
on factors such as geographical differences, existing water quality issues, bordering state waterbody
concerns, stakeholder activity, or unique industrial permitting situations.
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4. Retrieving Resources
The Clearinghouse offers several ways to search for resources from the Home screen:
(1) Search directly by entering a search term (e.g., "model," "stormwater") in the Search space in
the header bar.
(2) Click a Quick Search button at bottom to quickly find resources for Pretreatment, Nutrients,
PFAS, and Stormwater.
(3) Click the Map Search button to fund resources authored by a particular state, EPA Region,
tribe, territory, or international entity.
Go to the Search Screen for a tailored search by (4) clicking "Resources" in the header bar or
(5) the "Search Resources" button further down the page. When you reach the Search screen,
enter a search term in the Search space in the header bar or use filters (see below) to narrow
your search by category.
A, Using Filters
From the Search page you can use different combinations of filters to perform a robust search for
resources that have been tagged as meeting certain criteria. There are eight categories of filters:
Dischargers, Pollutants, Permit Development, Special Topics, Resource Types, Author, Geographic
Area, and Dates.
Clicking on a category (e.g., "Dischargers") yields a list of filters in that category (e.g., "All Industrial")
and in some cases sub-filters (e.g., "Non-Process Water"). You can apply the "OTHER" filter to capture
search terms not specifically listed in the filter list.
You can search across multiple categories and filters as follows:
• You can apply several filters within a category to search for resources that meet any of
several conditions (i.e., a Boolean operator of "or"). For example, in the Pollutants category,
checking "Nutrients" and "Pathogens" will generate a list of resources that have been flagged
for either Nutrients or Pathogens.
• You can also apply filters to search across categories to narrow a search to resources that
meet more than one condition (i.e., a Boolean operator of "and"). For example, clicking
"Aquaculture" in the Dischargers category and "Nutrients" in the Pollutants category will
generate a list of resources that have been tagged for both nutrients and aquaculture.
Apply filters and sub-filters by moving between categories and checking the appropriate boxes. Click
"Apply Filters" after you've chosen filters and sub-filters in the desired categories.
After you've applied the filters, the selected filters show up in blue boxes at the top of the search
screen. You can remove individual filters, or all filters, by clicking the "X" in those boxes. You can also
adjust your search by checking or unchecking filter boxes on the search screen and clicking "Apply
Filters" when finished.
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B. Managing Search Results
After a search, the Search Management Bar (under the search category headings) allows manipulation
of search results.
All users have the following options for managing search results using the Search Management Bar:
Narrow search further. Type any search term in the search box. You can search a specific column
by clicking on the dropdown arrow next to the magnifying glass.
Export results. Click "Export Your Results" to export the search results to an Excel spreadsheet.
Specify number of rows. Select a specific number of search results to display, or "all." The
Clearinghouse displays the first 50 results as a default.
General Users and Contributors have additional options in the Search Management Bar:
Specify custom reports. The dropdown menu defaults to "Primary Report/' which displays the
results of the current search. You can also -
• Select "2. My Resources Favorites" to narrow the search to your Favorite resources;
• Select any other user-defined reports you might have saved with the "Actions" dropdown
menu (described next).
Select other Display actions. Click on the "Actions" dropdown menu to:
• Select which columns display;
• Filter results according to user-specified search terms;
• Specify the number of records to display per page;
• Change the display format;
• Save a user-defined report that will appear under the Reports menu above; and
• Get online help for these functions.
Note that the display actions are in effect for the current search only and need to be reset for
each new search.
Click on column heading to change the display. You can:
• Sort the results in ascending or descending order;
• Filter the results by column content;
• Hide that column; or
• Display the contents of that column in text format before the row.
Note that changes to the display characteristics are effective only for a particular search, and the
display resets for each new search.
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5. Submitting, Editing, and Deleting Resources
(General Users and Contributors)
General Users and Contributors can submit resources to add to the Clearinghouse or save them in draft
form. They can also edit and delete resources they have submitted.
The Clearinghouse Administrator will review all resource submissions, edits, and deletions and will notify
you once your submission is approved or denied.
A, Uploading a Resource
1. Access the Clearinghouse at https://www.epa.gov/npdes/permit-writers-clearinghouse or by clicking
the link to the Clearinghouse from epa.gov/npdes.
2. Log into your account and click on "Add Resource."
Provide summary information for the resource:
lesource Title
Provide a clear, complete title to ensure users can perform productive queries and ascertain whether
the resource is of interest. Ensure facility names, identifying values (e.g., NPDES number), and
publication numbers are accurate.
2) Resource URL/Hyperlink
Provide the resource's URL/hyperlink. Confirm that it is readily accessible through the hyperlink and
does not require special log-in credentials.
3) Resource Author
Provide the name of the organization that is the official agency author of the resource. Spell out the
official agency name; do not use acronyms (e.g., use Maryland Department of the Environment rather
than MDE).
lesource Description
Provide a one- or two-sentence description of the resource that provides a strong understanding of
the subject matter and identifies unique attributes, including likely search terms if possible. (Since
searches will return results for any words in the Resource Description, consider adding likely search
terms.)
5) Resource Year
Provide the year the resource is dated, or enter "undated" or "unknown" if necessary.
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Apply tags:
The ability to apply tags, and for users to filter searches based on those tags, is perhaps the
Clearinghouse's most powerful feature. In the "Additional Information" section, carefully apply tags for
the resource by selecting the applicable value for each category as follows:
When a category is checked, all of its subcategories are checked automatically but can be unchecked
individually according to the needs of the search. As a general rule, apply tags for only the most relevant
categories or subcategories.
dischargers
Select the most appropriate Discharger category ("All Industrial," "All Stormwater," etc.) or
subcategory(ies) ("Non-Process Water," "Process Water," etc.).
2) Pollutants
Consider the question, "What unique pollutants does this resource address?" Rather than checking all
pollutants addressed, check only those of specific and unique interest.
3) Permit Development
This broad category includes specific resource types (e.g., applications and NOIs), analytical
components (e.g., mixing zones, anti-backsliding), and categories of permit requirements (e.g.,
monitoring, standard conditions). Consider the question "What interesting or unique permit
development components does this resource highlight?" and select all that apply.
pecial Topics
This broad category includes specific program components (e.g., 316(b), CSOs), processes
(consultation with Services), and tools (NetDMR). Consider the question, "What interesting or unique
special topics does the resource address?" and select all that apply.
5) Resource Iype
The "Resource Type" tag identifies what the resource is—e.g., calculator, permit, policy, regulation.
Select all types that apply.
6) Resource Author (type)
Indicate whether the resource author is an academic author, government agency (federal, state,
territory, tribe, or local), private entity, or non-governmental organization. In most cases the
Contributor should belong to the organization identified as the Resource Author.
eographic Area
If the resource applies to a specific geographic area, select it. If it applies to a particular state, select
the corresponding EPA Region as well. Likewise, if the resource applies to an entire EPA Region, select
all of the states in that Region. If the geographic area is unspecified or the resource applies nationally,
select "National" (i.e., do not select all EPA Regions and U.S. states individually).
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A. Helpful Hints for tagging,
"opics covered under multiple categories
Resources typically fall under several categories, so be sure to tag filters and sub-filters under each
applicable category to ensure the resource will reliably be returned as a search result. For example, if
you are submitting a permit for a municipal wastewater treatment plant, you might tag filters in the
"Dischargers," "Pollutants," "Permit Development," and "Special Topics" categories. If a topic isn't
addressed under a particular heading, leave the check-boxes under that heading blank.
2) Resources categorized as "Other"
If you categorize a resource as belonging to an "other" topic or category, select "Other" and then
include the applicable keywords in the Resource Description to ensure it will be returned when a user
searches using one of those keywords.
3) Focus on unique or innovative aspects
Be careful when selecting sub-filter tags, and focus on the unique or innovative aspects of the
resource. For example, all permits issued to municipal wastewater treatment plants will include
effluent limits for BOD and TSS, but those are not likely what is unique and interesting about that
permit, so don't tag "Conventional Pollutants" under "Pollutant Type." Rather, if another aspect of
the permit was unique enough to add to the Clearinghouse, consider a filter reflective of that unique
feature.
ilter-specific tips
For purposes of the Clearinghouse (and recognizing that official definitions may differ), follow
these tips to avoid overlap or confusion among tags with similar meanings.
"Indirect Discharger" vs. "Pretreatment Program":
Tag a resource as "Indirect Discharger" if it specifically addresses topics related to indirect
dischargers to POTWs, such as an industrial user permit or IU inspection protocols. Tag a
resource with "Pretreatment Program" when it addresses broader pretreatment program
information applicable to the POTW control authority such as program submissions, program
review guidance, local limit development, legal authority reviews, or enforcement response
plans.
"Ammonia" vs. "nutrients":
Tag ammonia as a toxic pollutant and not a nutrient. Pollutants considered as nutrients
include phosphorus, phosphate, nitrogen, total Kjeldahl nitrogen, dissolved inorganic
nitrogen, nitrates, and nitrites.
"Priority pollutants" vs. "toxics":
The Toxic Pollutant List was developed in 1976 and subsequently added to the Clean Water
Act by Congress in 1977. The list was intended to be used by EPA and states as a starting point
to ensure that Effluent Guidelines regulations, water quality criteria and standards, and
NPDES permit requirements addressed the problems of toxics in waterways. However, this list
consisted of broad categories of pollutants rather than specific, individual pollutants.
Therefore, EPA developed the Priority Pollutant List in 1977 to make implementation of the
Toxic Pollutant List more practical for water testing and regulatory purposes.
For purposes of the Clearinghouse, use "Priority Pollutants" to refer to the specific list of
chemical pollutants EPA regulates under that designation, and for which EPA has published
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analytical test methods. The Priority Pollutant list is more practical for testing and for
regulation in that chemicals are described by their individual chemical names.
In the context of the Clearinghouse, "Toxic Pollutants" include the general categories of
inorganics, metals, and organic pollutants and pollutant names are more open-ended, such as
"chlorinated benzenes."
Submit the resource (and await confirmation):
After completing the required contact information fields and selecting appropriate and meaningful topic
tags, you can print the information entry page, save it as draft, or submit it for review and approval.
'ving as Draft
At any stage of the process you can save a resource as draft if you're not ready to submit it. Draft
resources are hidden from other users including the Clearinghouse Administrator. A draft resource can be
edited and submitted at any time; see "Editing Resources" below.
2) Submitting
You can submit the resource by clicking the blue "Submit" button at the bottom of the resource
submission page. EPA will send an automatic email reply acknowledging receipt and another notifying you
whether the resource was accepted or declined.
B. Editing Resources
A General User or Contributor can submit edits to any resource that he or she has saved or submitted,
whether the resource is saved as draft, submitted for approval ("Pending"), submitted and approved, or
submitted and declined.
To edit any of your resources, click on "My Items," then "My Resources." In the Reports box, click
1. Pending Resources, 2. Approved Resources, 3. Declined Resources, or 4. My Draft Resources, depending
on the status of the resource you want to edit. Then click the magnifying glass icon for the resource you
want to edit. You can edit any of the fields and resave or resubmit.
Note that:
If you edit and resubmit a resource that has already been Approved or Declined, its status changes to
Pending and it must be re-approved.
You can edit only the resources you have saved or submitted, and not those from other users.
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6. Favorites and Subscriptions
A, Identifying Fawoiite Resources
A General User or Contributor can identify "Favorite" resources for quick access.
• To flag a Favorite resource from a resource list: Check the star at the left of the resource's listing.
• To remove a resource from Favorites, uncheck the star.
• To see your list of Favorites, click My Items and then Favorite Resources.
B. Subscribing to Notifications
A General User or Contributor can subscribe to receive email notifications for new additions of content to
the Clearinghouse that meet certain criteria. To subscribe, click My Items and then My Subscriptions.
7. Providing Feedback
Any Clearinghouse user can submit feedback on specific resources or other Clearinghouse issues. The
Clearinghouse Administrator(s) will consider the feedback and provide a response. From the main landing
page, click "Submit Feedback or Resource." On the submittal page, provide your contact information, click
"Provide Feedback,"
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