Scoping and Preparing EIA Terms-of-Reference

1. Definition:  Procedure for determining the extent of and approach to an EIA It is carried out at an initial stage of project planning after completion of screening. It involves the following tasks:
1. involvement of relevant authorities and interested and affected parties
2. identification and selection of alternatives
3. identification of significant issues to be examined in the EIA
4. Determination of ToR for the EIA

2. Aim of scoping: The main aim of scoping is:
1. to provide an opportunity for the developer, consultant, relevant authorities and interested and affected parties to exchange information and express their views and concern regarding a project proposal before an EIA is undertaken,
2. to focus the EIA study on reasonable alternatives and only relevant issues so as to ensure that the EIA is useful to decision makers and addressees the concerns of the stake holder and,
3. to facilitate an efficient assessment process that saves time and resources and reduces delays
3. Scoping responsibility and methods:  The developer is responsible for scoping. It may be appropriate to appoint a multi disciplinary team or advisory group to guide the scoping process. The selection of the group members should be to the satisfaction of the EAD. The group should represent a wide range of interests points of view and fields of relevant expertise to project The group should be responsible for a scoping plan or programme which should indicate:
1. the authorities and public that are likely to be concerned
2. how they will be notified
3. what methods will be used to inform them of the proposal and solicit comments
4. at what stage of the EIA opportunities will be provided for public input.
4. Scope of EIA:  Determine the scope of the EIA involves input from interested and affected parties on: 
1. identification and selection of alternatives 
2. identification of significant issues to be addressed 
3. identification of appropriate mitigating measures and 
4. determination of specific ToR for EIA
5. Scoping Report for the EIA: A written report of the results of the scoping exercise should be prepared by the developer for record purposes to the interested affected parties.

The report should at least indicate:

how scoping was undertaken

the authorities represented and affected parties consulted

alternatives which should be examined in EIA the issues of concern

the specific guidelines/ToR) for EIA studies

It is recommended that there should be an opportunity to object to the scoping procedure. The scoping document, now the EIA ToR, thus many be available for public and authority review before investigations are too for advanced. The objections would come in if key parties were not consulted in the scoping or where significant alternatives or issues were omitted from the investigations. This will reduce unnecessary appeal relating to the adequacy of the EIA at a late stage. Model ToR for an ELA are given in Appendix F. The model should only be used as a guide since projects, their status in the project cycle and proponent needs vary widely. ToR contents cannot be standardized. Nonetheless, the minimum contents of ToR are:

1. An introduction which presents the developer, the project proposal, its stage in the project cycle, and the purpose and objectives of the ELA.
2. Project-related information. The project proposal and any alternatives being considered should be described in sufficient detail to guide the development of a study proposal. Available background reports and studies concerning the project and its environment should be summarized to provide an indication of the kinds of information available for the study. Project-related policy, legislation and rules should be outlined, as well as planning and implementation approvals which will be needed from central and local government authorities.
3. Specific EIA requirements should be identified in a ToR, especially the particular environmental concerns to be examined as defined through scoping. These concerns will have been identified through discussions with government and, perhaps, people who may be affected by the project.
4. The need for the EIA to address measures for avoiding, mitigating and managing impacts should be clearly stated. In particular, an environmental management plan for construction, operation and decommissioning phases of the project should be required.
5. The ToR should require that costs be estimated for all measures recommended to deal with anticipated impacts, including the implementation of an environmental management plan. These should include capital, operating and training costs.
6. The ToR should require a detailed work plan describing the overall study strategy, the specific tasks to be undertaken, the EIA team members and their responsibilities, the time schedule for carrying out the work, and the expected outputs.
7. The nature of the relationship among the EIA team, the proponent, government ante public should be addressed. To maximize the opportunity for good environmental planning and design, the ToR should specify that the EIA teamwork in close collaboration with the proponent's engineering team. Thus, the EIA team should be given the mandate to participate in project planning as well as impact assessment.
8. The ToR should indicate who should be consulted during the work from both the public and private sectors. Most importantly, the proponent's expectations for the extent of public consultation should be emphasized. The ToR should require that a consultation strategy be clearly presented (e.g. consultation objectives, list of stakeholder or audiences, methods to reach audiences, scheduling of consultation activities, how consultation results will be analyzed). Guidance on public consultation is given in Appendix G of these guidelines.
9. Some ToRs indicate the format of the EIA. This is a useful guide for the team preparing the ELY but, as a minimum requirement, the EIA should contain the information discussed in Appendix C of these guidelines. 
10. Expectations for meeting EAD requirements (e.g. report contents, number of copies of the report, responding to review comments) should be specified.