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<h3>Enhanced Representative Availability Process (ERAP)</h3>
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<!-- picture -->
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<!-- End picture -->
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<p>The Enhanced Representative Availability Process (ERAP) is SSA’s process for representatives to submit their availability for hearings scheduled before Administrative Law Judges. The process is designed to enhance public service for claimants through effective scheduling, provide a uniform and streamlined scheduling experience for representatives and other hearing participants, and increase efficiency and accuracy in scheduling.<br><br>
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This site provides information for representatives regarding the scheduling process, including a video overview of ERAP, contact information, availability submission examples, training materials, glossary of terms, <a href="https://www.ssa.gov/appeals/scheduling_faqs.html" target="_blank">Frequently Asked Questions (FAQs)</a>, and other important scheduling information.
|
||
<br><br>
|
||
<a href="https://youtu.be/3PpR-K_EHmI" title="Enhanced Representative Availability Process Overview VOD" target="_blank">ERAP Overview</a><img src="images/video_erap.png" class="float-center margin-all" width="30" height="30" alt=""/><br><br>
|
||
<strong>Getting Started</strong><br><br>
|
||
If you are new to ERAP, the first step is to tell us that you are ready to form a Designated Scheduling Group (DSG). You may do so by sending us an email indicating that you are ready to request a DSG. Please send the email to: <a href="mailto:OHO.NSD.NSS.ELU.DSG.Rep@ssa.gov">OHO.NSD.NSS.ELU.DSG.Rep@ssa.gov</a> or call us at <strong>1-866-964-1714</strong>. We will then send you an email with instructions for how to request your DSG. To learn more about DSGs, visit the Designated Scheduling Group (DSG) tab below. <br><br>
|
||
|
||
After you send us your DSG information, we will enroll you in ERAP. If we have any questions about the DSG information you submitted, we will contact you. Once you are successfully enrolled in ERAP, you will receive an email confirming that your DSG request has been successfully processed. The email will include the specific date and corresponding Target Scheduling Month (TSM) when you should begin submitting your ERAP-compliant availability.
|
||
<br><br>
|
||
To ask questions about the new process or to receive assistance with how to structure your DSG, please call the ELU at <strong>1-866-964-1714</strong> or email the ELU at <a href="mailto:OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov">OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov.</a>
|
||
|
||
|
||
|
||
</p>
|
||
|
||
|
||
|
||
<!-- END COLUMN -->
|
||
|
||
</div>
|
||
<!-- END ROW -->
|
||
|
||
<!-- ACCORDION WIDGET -->
|
||
<!--<div class="accordion" data-close="true">
|
||
<p class="header"><a href="#">Scheduling Process</a></p>
|
||
<div>
|
||
<p>You have 60 days after you receive the previous determination or decision to request a hearing.</p>
|
||
|
||
<p>To provide a nationally consistent and efficient experience, OHO utilizes a centralized process for scheduling hearings before SSA’s Administrative Law Judges. While some hearings are scheduled by Hearing Offices and National Hearing Centers, most cases are scheduled by centralized scheduling units in OHO’s National Customer Service Centers (NCSCs).</p>
|
||
|
||
</div>-->
|
||
<div class="accordion" data-close="true">
|
||
<p class="header"><a href="#">External Liaison Unit (ELU)</a></p>
|
||
<div>
|
||
<p>The External Liaison Unit (ELU) is a specialized unit within the Office of Hearings Operations (OHO)’s National Scheduling Support (NSS) component. The ELU is primarily responsible for obtaining and monitoring representative availability. ELU staff ensures appropriate collection of availability and enters representative-provided availability into OHO’s scheduling application. </p>
|
||
<p>For questions regarding availability for hearings, the ELU will generally be the first point of contact for representatives.</p>
|
||
|
||
</div>
|
||
|
||
<p class="header"><a href="#">Contacting the ELU</a></p>
|
||
<div>
|
||
|
||
<strong>General Inquiries: Email or Telephone</strong><br><br>
|
||
<p><strong>Email:</strong> Please submit <i>general inquiries</i> regarding OHO’s scheduling and representative availability process, including questions about submission or receipt of monthly availability and any other related questions to the ELU’s general inquiries box: <a href="mailto:OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov">OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov.</a></p>
|
||
<p>Please do not send monthly availability or Designated Scheduling Group (DSG) information to the general inquiry email box. Instead, please use the DSG or appropriate <i>availability</i> email box. </p>
|
||
|
||
<div class="container-yellow border-blue no-bg-image">
|
||
<h3 align="left" style="margin-top: -18px;"><span style="color: rgb(000, 0, 0);"><p><strong>Please do not send Social Security numbers, claim information, or any Personally Identifiable Information (PII) over the Internet. It is never appropriate to send claimant PII to an SSA email box, even if the email is encrypted. The ELU will not respond to emails that include claimant PII.
|
||
|
||
</strong> </p></span></h3>
|
||
</div>
|
||
|
||
<p>
|
||
<strong>Telephone:</strong><p>Contact the ELU at our toll-free number: <strong>1-866-964-1714</strong></p>
|
||
|
||
<p>ELU staff are available to answer scheduling-related questions Monday through Friday, 8:00am to 5:30pm Eastern Time.<br><br>
|
||
|
||
</p>
|
||
|
||
|
||
<p> <strong>Submission of Representative Availability</strong></p>
|
||
<p>Please submit monthly availability for each applicable region using the appropriate regional email address. See the Submitting Representative Availability tab for further information regarding regional availability submission requirements. </p>
|
||
<strong><p>REMINDER: DO NOT DUPLICATE AVAILABILITY ACROSS MULTIPLE REGIONS FOR THE SAME DESIGNATED SCHEDULING GROUP (DSG), AS THIS WILL LEAD TO DOUBLE-BOOKING.</p></strong>
|
||
<br>
|
||
<table class="table table-striped border-all" summary="Listing of OHO/OARO Publications in English">
|
||
<caption></caption>
|
||
<thead>
|
||
<tr>
|
||
<th width="50%" scope="col">Region</th>
|
||
<th width="40%" scope="col">Email Address </th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">1</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION1REP@ssa.gov">OHO.NSD.NSS.REGION1REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">2</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION2REP@ssa.gov">OHO.NSD.NSS.REGION2REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">3</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION3REP@ssa.gov">OHO.NSD.NSS.REGION3REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">4</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION4REP@ssa.gov">OHO.NSD.NSS.REGION4REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">5</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION5REP@ssa.gov">OHO.NSD.NSS.REGION5REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">6</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION6REP@ssa.gov">OHO.NSD.NSS.REGION6REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">7</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION7REP@ssa.gov">OHO.NSD.NSS.REGION7REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">8</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION8REP@ssa.gov">OHO.NSD.NSS.REGION8REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 30px;">9</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION9REP@ssa.gov">OHO.NSD.NSS.REGION9REP@ssa.gov</a></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td style="padding-left: 23px;">10</td>
|
||
<td><a href="mailto:OHO.NSD.NSS.REGION10REP@ssa.gov">OHO.NSD.NSS.REGION10REP@ssa.gov</a></td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p>You will receive an automatic confirmation reply email upon successful submission of your availability.</p>
|
||
|
||
<p></p><strong>Initial Submission or Modification of Designated Scheduling Group (DSG) Information</strong></p>
|
||
<p>Please submit initial requests to create a DSG or requests to modify an existing DSG by encrypted email to the following email address:
|
||
|
||
</p>
|
||
|
||
<a href="mailto:OHO.NSD.NSS.ELU.DSG.REP@ssa.gov">OHO.NSD.NSS.ELU.DSG.REP@ssa.gov</a>
|
||
<br><br>
|
||
<p>See the “Designated Scheduling Group” section for further information regarding Designated Scheduling Groups. </p></ul>
|
||
|
||
</div>
|
||
<p class="header"><a href="#">Due Date for Representative Availability</a></p>
|
||
<div>
|
||
<p>Representatives must provide the Office of Hearings Operations (OHO) with their availability for hearings by the first day of the month, five months before the start of the Target Scheduling Month (TSM). For example, <u>availability for January 2025 is due by August 1, 2024.</u></p><br>
|
||
<div class="column-9">
|
||
<table class="table table-striped border-all" summary="Listing of OHO/OARO Publications in English">
|
||
<thead>
|
||
<tr>
|
||
<th width="54%" scope="col">Representative Availability Due</th>
|
||
<th width="40%" scope="col">Target Scheduling Month </th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr class="ninetypercent">
|
||
<td>August 1</td>
|
||
<td>January</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>September 1</td>
|
||
<td>February</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>October 1</td>
|
||
<td>March</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>November 1</td>
|
||
<td>April</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>December 1</td>
|
||
<td>May</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>January 1</td>
|
||
<td>June</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>February 1</td>
|
||
<td>July</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>March 1</td>
|
||
<td>August</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>April 1</td>
|
||
<td>September</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>May 1</td>
|
||
<td>October</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>June 1</td>
|
||
<td>November</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>July 1</td>
|
||
<td>December</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
</div>
|
||
</div>
|
||
|
||
<p class="header"><a href="#">Scheduling Cycle</a></p>
|
||
<div>
|
||
<p>A scheduling cycle is typically 6 months, including the entire Target Scheduling Month (TSM). The months of a scheduling cycle are calculated starting with the month in which the cycle begins. For example, the scheduling cycle for a TSM of June begins January 1 and ends on June 30. Representative availability is due at the beginning of a scheduling cycle. For example, using a TSM of June, representative hearing availability is due on January 1.</p>
|
||
</div>
|
||
|
||
<p class="header"><a href="#">How to Submit Representative Availability </a></p>
|
||
<div>
|
||
<p>Each month, representatives will submit their availability for hearings for appropriate regions for their Designated Scheduling Group (DSG). </p>
|
||
|
||
<p><strong>Designated Scheduling Groups (DSGs)</strong></p>
|
||
|
||
Representatives who wish to provide us their monthly availability must first set up a DSG. A DSG is a group of representatives for which availability is provided. A DSG may be comprised of one representative or multiple representatives, depending on the structure of the representative’s practice group. Some representatives, such as those in firms, business entities, or other groups, prefer to provide availability for a consolidated group of representatives, rather than for individual representatives.<br>
|
||
|
||
<br>
|
||
Representatives structure their practice groups in a variety of ways. Some representatives handle a case individually from start to finish, including personally attending a hearing with a claimant. <br><br>
|
||
|
||
Other representative practice groups may be larger, and these practice groups may assign hearing coverage to other partners, associates, or contract representatives closer in time to the hearing. These types of practice groups often prefer to provide SSA <i>consolidated</i> availability for a group of representatives. <br><br>
|
||
|
||
If a representative or practice group wishes to provide availability for a consolidated group of representatives, the DSG will contain multiple affiliated representatives. OHO will use the DSG to track availability for hearings for the group. <br><br>
|
||
|
||
On a monthly basis, representatives will provide hearing availability for the DSG to the ELU. Local hearing offices and National Hearing Centers will then schedule hearings pursuant to the availability provided for the DSG. <br><br>
|
||
|
||
|
||
All representatives who provide availability must be part of a DSG. Submitting information about a DSG is the first step in the scheduling process. Representatives only need to complete this step one time, unless the representative or practice group seeks to modify the DSG. <strong>The ELU will not accept monthly availability submissions from a representative who is not part of a DSG. </strong> <br><br>
|
||
|
||
Before providing their first availability submission, representatives must provide information about their DSG to us by encrypted email. The representative is responsible for determining the composition of the DSG and a representative may modify the DSG in the future, also via encrypted email. DSG modification requests must be received prior to the due date for submitting representative availability for a scheduling cycle in order to take effect for that scheduling cycle. For example, if a DSG wishes to begin submitting email availability for the Target Scheduling Month (TSM) of June, the representative(s) must submit DSG creation information prior to January 1.<br><br>
|
||
|
||
See the Designated Scheduling Groups and the <a href="https://www.ssa.gov/appeals/scheduling_FAQs.html" title="scheduling_FAQs" target="_blank">FAQs</a> Scheduling tabs for additional information.<br><br>
|
||
<strong>Submitting Monthly Availability</strong><br><br>
|
||
<ul class="arrow">
|
||
<li><strong>Where to Submit Monthly Availability </strong></li>
|
||
Representative communication regarding availability will be with the ELU. Representatives should submit availability by email to the appropriate regional email box. The subject line of the email should include the name of the DSG, region, and the TSM. As a reminder, the ELU will send an email to the DSG contact person requesting representative availability for the DSG in advance of the due date.
|
||
<br> <br>
|
||
<strong>Note:</strong> Beginning in November 2024, we are starting a phased rollout of the Representative Availability Portal (Portal). The Portal is a modern and easy-to-use website that streamlines the availability submission process for representatives. The Portal will be an alternative to emailing availability. DSGs who wish to register users for the Portal will be included on the registration list in order of the date we receive their registration interest email. During the phased national rollout, we plan to register users who are on the registration list in groups each month. If you have any questions or want to sign up for the Portal, please contact the ELU at: <a href="mailto:OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov">OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov</a>, or by calling us at (866) 964-1714.
|
||
</ul>
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>When to Submit Monthly Availability </strong></li>
|
||
Representatives, through their DSGs, must provide OHO their availability for hearings by the first day of the month, five months before the start of the TSM. For additional information about the scheduling cycle, please refer to the Scheduling Cycle tab.
|
||
</ul>
|
||
<br><br>
|
||
<div class="column-9">
|
||
<table class="table table-striped border-all" summary="Listing of OHO/OARO Publications in English">
|
||
<thead>
|
||
<tr>
|
||
<th width="54%" scope="col">Representative Availability Due</th>
|
||
<th width="40%" scope="col">Target Scheduling Month </th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr class="ninetypercent">
|
||
<td>August 1</td>
|
||
<td>January</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>September 1</td>
|
||
<td>February</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>October 1</td>
|
||
<td>March</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>November 1</td>
|
||
<td>April</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>December 1</td>
|
||
<td>May</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>January 1</td>
|
||
<td>June</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>February 1</td>
|
||
<td>July</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>March 1</td>
|
||
<td>August</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>April 1</td>
|
||
<td>September</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>May 1</td>
|
||
<td>October</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>June 1</td>
|
||
<td>November</td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td>July 1</td>
|
||
<td>December</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
</div>
|
||
<br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br><br>
|
||
<div class="container-blue">
|
||
<p>Approximately 10 days before the deadline to submit representative availability, we will send a reminder email using the contact information provided for a representative’s DSG. For example, for a TSM of June, availability is due by January 1. A reminder email will be sent on or about December 21. The reminder email will include the deadline to submit availability, along with instructions for providing availability.</p>
|
||
</div>
|
||
|
||
<ul class="arrow">
|
||
<li><strong>Who Should Submit Monthly Availability?</strong></li>
|
||
<p>We recommend that representatives who have at least 5 cases pending in schedulable statuses in a particular region or 20 cases pending in schedulable statuses nationally provide availability for <i>each</i> region where they have such cases pending.</p>
|
||
<p>OHO uses representative-supplied availability to schedule hearings and will not call representatives when scheduling cases for a TSM. If a representative does not supply availability, or provides availability too late in the Scheduling Cycle, OHO will assume that the representative is fully available for scheduling and proceed to schedule their cases for hearings on that basis. OHO generally will not call representatives who have not submitted availability.</p>
|
||
</ul><br>
|
||
|
||
<ul class="arrow">
|
||
<li><strong>Providing Availability to Multiple Regions</strong></li>
|
||
<p>Each month, representatives, through their DSG, should provide their availability for each region where they have cases pending a hearing. The DSG must provide separate availability information via email to the appropriate email address for each region where they have cases pending. <strong>Representatives must not duplicate availability for one DSG across multiple regions to ensure that there is no double-booking of the same representative.</strong></p>
|
||
<p>Representatives may submit availability to each applicable regional mailbox for the TSM as soon as it is ready, up to 11 months beyond the current TSM’s deadline. Submissions for subsequent months will not be accepted.</p>
|
||
<p>Please note that representatives are expected to consider the number of their schedulable cases in each region close in time to the availability deadline for the TSM. Accordingly, it is advisable for representatives to submit availability no earlier than 10 days prior to the availability deadline for the TSM, and no later than the TSM’s availability deadline.</p>
|
||
<p>Please be sure to include the name of your DSG, the region, and the TSM for which you are providing availability in the subject line of the email.</p>
|
||
<p>If a DSG does not provide availability by the deadline, the DSG will be considered fully available in each region where the DSG’s affiliated representatives have five or more cases pending in a schedulable status.</p>
|
||
<p>Schedulable statuses include the following pre-hearing statuses in Electronics Record Express (ERE): Master Docket, Pending Review, Pre Hearing Review, Pending Folder Assembly, Folder Assembly, Pre Hearing Development, Pending ALJ Assignment, and Ready to Schedule.</p>
|
||
<p>We will send an email informing the DSG about each region and TSM where it will be considered fully available when we do not receive timely availability. Please note that we will consider your DSG to be fully available in each region where the DSG has five or more schedulable cases and timely availability was not provided. Accordingly, we may schedule more than one hearing at the same time for your DSG in multiple regions.</p>
|
||
</ul><br>
|
||
|
||
<ul class="arrow">
|
||
<li><strong>Required Monthly Availability Information </strong>
|
||
<p>For each region where a representative has cases pending in schedulable statuses, the representative must provide the ELU with the following information:</p>
|
||
</li>
|
||
</ul>
|
||
<ul>
|
||
<ul>
|
||
<ul>
|
||
<li>The name of the DSG, the region, and the TSM. This information must be included in the subject line of the email.</li><br>
|
||
<li>The number of available representatives per the DSG for the TSM.<br><br>
|
||
<ul>
|
||
<li style="list-style: circle;">For the purposes of providing monthly availability, an available representative is any representative who will handle hearings for the TSM for the DSG. The representative could be a principal or non-principal representative. The representative could also be a partner, an associate, an attorney from another firm or group, a non-attorney representative, or a contract representative.</li><br>
|
||
</ul>
|
||
</li>
|
||
</ul>
|
||
|
||
<ul>
|
||
<li>The days and times of availability for each DSG’s available representative(s) </li><br>
|
||
<ul>
|
||
<li style="list-style: circle;">If indicating that a representative is available for a “full day,” we will assume that the representative is available during the business hours and time zone of the regional office of the region for which the DSG is providing availability.</li><br>
|
||
</ul>
|
||
</ul>
|
||
<ul>
|
||
<ul>
|
||
<ul>
|
||
<ul>
|
||
<li style="list-style:disc;">For each available representative, the DSG must indicate which days in the TSM they are available, and may indicate a time range for that day, for example:</li><br>
|
||
<ul>
|
||
<li>An across-the-board time availability for one or all available representatives of the DSG that does not vary per day, OR</li>
|
||
<li>All representatives in the DSG are available full days, OR </li>
|
||
<li>One representative in the DSG cannot attend hearings which start prior to 10:00am, OR </li>
|
||
<li>One representative cannot attend a hearing starting later than 2:00pm, OR</li>
|
||
<li>One representative can attend hearings which start from 8:30am – 12:00pm, and are available again for hearings which start 3:00pm – 4:00pm</li>
|
||
</ul><br>
|
||
</ul>
|
||
</ul>
|
||
</ul>
|
||
</ul>
|
||
|
||
|
||
|
||
|
||
<ul>
|
||
<li><strong>OPTIONAL:</strong> Whether there is a daily cap on the number of hearings to be scheduled for each available representative, and, if so, the capped number for each available representative per available day, and/or</li>
|
||
</ul>
|
||
<ul>
|
||
<li><strong>OPTIONAL:</strong> Whether there is a maximum cap of hearings to be scheduled for the DSG for the month, and if so, the capped number for the DSG</li><br>
|
||
</ul>
|
||
<ul>
|
||
<li>For example, for the DSG of <i>Doe and Associates,</i> for the TSM of August, there are 5 available representatives for hearings. One of them is available starting each day at 9:30am, and the other 4 are all available full days. They are all available each day of the month, except one is unavailable on 8/13 and another is unavailable on 8/23; a max of 150 total hearings for the month for the group is requested.</li><br>
|
||
<li>In the monthly availability submission, <i>Doe and Associates</i> should submit availability for August by email as follows:</li><br>
|
||
<ul>
|
||
<li style="list-style: circle;">Subject line: Doe and Associates – Region 1 - August TSM</li>
|
||
<li style="list-style: circle;">5 available representatives, request a max cap for DSG of 150 total hearings</li>
|
||
<ul>
|
||
<li style="list-style:disc;">Representative 1: Available all days, available from 9:30am to COB; max 3 hearings per day</li>
|
||
<li style="list-style:disc;">Representative 2: Available all days, full days; max 4 hearings per day</li>
|
||
<li style="list-style:disc;">Representative 3: Available all days, full days; max 4 hearings per day</li>
|
||
<li style="list-style:disc;">Representative 4: Available all days except 8/13, full days; max 4 hearings per day</li>
|
||
<li style="list-style:disc;">Representative 5: Available all days except 8/23; max 4 hearings per day</li>
|
||
</ul>
|
||
</ul>
|
||
</ul>
|
||
|
||
|
||
|
||
|
||
|
||
|
||
|
||
<br>
|
||
|
||
<p><strong>REMINDER: PLEASE DO NOT DUPLICATE AVAILABILITY ACROSS MULTIPLE REGIONS FOR THE SAME DSG, AS THIS WILL LEAD TO DOUBLE-BOOKING</strong></p>
|
||
</div>
|
||
|
||
<div class="accordion" data-close="true">
|
||
<p class="header"><a href="#">Designated Scheduling Groups (DSGs)</a></p>
|
||
<div>
|
||
<p>Designated Scheduling Groups (DSGs) </p>
|
||
<p>A DSG is a group of representatives for which availability is provided. A DSG may be comprised of one representative or multiple representatives, depending on the structure of the representative’s practice group.
|
||
</p>
|
||
|
||
<p><strong>Designated Scheduling Required Information</strong></p>
|
||
<ul>
|
||
<li>A DSG is a scheduling group of a representative’s choosing. It can include only one representative, or multiple representatives. If a representative opts to provide availability for a consolidated group of representatives, the DSG will contain multiple representatives.</li>
|
||
<li>The representative must provide us information about the DSG, even if the representative is a solo practitioner. In that case, the DSG will include only that representative, and it will be considered a scheduling group of one. </li>
|
||
<li>The representative is responsible for determining the composition of the DSG and for choosing the name of the DSG. </li>
|
||
<li>Before the first month that the representative provides hearing availability, the representative must provide OHO with information regarding the representative’s DSG. The representative only needs to provide this information one time, unless there are subsequent changes to the DSG. A DSG may be modified in the future by written request. </li>
|
||
<li>OHO will use the DSG to track availability for hearings for the DSG. On a monthly basis, representatives will provide hearing availability for the DSG. In the context of providing monthly availability, representatives will be required to inform OHO about the number of representatives in the DSG available for hearings and the monthly availability for each. </li>
|
||
<li>For the purpose of creating a DSG, a representative is not required to tell us the exact number of representatives affiliated with the DSG. However, the representative is required to provide the name of at least one representative associated with and responsible for providing availability for the DSG and may provide the names of additional representatives affiliated with the DSG if desired. </li>
|
||
<li>For the purposes determining whether to provide names of affiliated representatives as part of DSG, a representative may want to list individual representatives as an official part of a DSG if those representatives are closely associated with the DSG, such as a partner, associate, or other employee/of counsel, and generally do not handle cases for other groups or firms. This is particularly true if the affiliated representatives appear on 1696s at the time that availability is submitted or at the time in the scheduling cycle that the NCSCs begin to schedule the cases. Contract representatives who handle hearings for multiple firms, business entities, or other groups of representatives would generally not be listed as part of a DSG, though would count as an available representative for the purposes of providing monthly availability. </li></ul>
|
||
|
||
|
||
</div>
|
||
</div>
|
||
<p class="header"><a href="#">Designated Scheduling Groups (DSG)</a></p>
|
||
<div>
|
||
|
||
<p>A DSG is a group of representatives for which availability is provided. A DSG may be comprised of one representative or multiple representatives, depending on the structure of the representative’s practice group. </p>
|
||
|
||
<p>Some representatives, such as those in firms, business entities, or other groups, prefer to provide availability for a consolidated group of representatives, rather than for individual representatives. Representatives who wish to provide us their monthly availability must first set up a DSG. </p>
|
||
|
||
<p>Representatives structure their practice groups in a variety of ways. Some representatives handle a case individually from start to finish, and will personally attend a hearing with a claimant. </p>
|
||
|
||
<p>Other representative practice groups may be larger, and these practice groups may assign hearing coverage to other partners, associates, or contract representatives closer in time to the hearing. These types of practice groups often prefer to provide SSA <i>consolidated</i> availability for a group of representatives. </p>
|
||
|
||
<p>If a representative or practice group wishes to provide availability for a consolidated group of representatives, the DSG will contain multiple affiliated representatives. OHO will use the DSG to track availability for hearings for the group. On a monthly basis, representatives will provide hearing availability for the DSG to the ELU, and the External Liaison Unit (ELU), and local hearing offices and National Hearing Centers will schedule hearings pursuant to availability provided for the DSG. All representatives who wish to provide availability must be part of a DSG. Submitting information about a DSG is the first step in the scheduling process. Representatives only need to complete this step one time, unless the representative or practice group wants to make changes to the DSG. <strong>The ELU is not able to accept monthly availability submissions from a representative who is not part of a DSG.</strong></p>
|
||
|
||
<p>Before providing their first availability submission, representatives must communicate their DSG information to us by <strong><a href="https://www.ssa.gov/appeals/documents/email_encryption_instructions.pdf" target="_blank">encrypted email. </a></strong> Representatives are responsible for determining the initial composition of the DSG and may modify the DSG in the future via encrypted email.</p>
|
||
|
||
|
||
|
||
<strong>DSG Information</strong>
|
||
|
||
<ul>
|
||
<li>A DSG is a scheduling group of a representative’s choosing. It can include only one representative, or multiple representatives. If a representative opts to provide availability for a consolidated group of representatives, the DSG will contain multiple representatives and will be considered a “consolidated” DSG.</li><br>
|
||
<li>A representative must create a DSG and provide us information about the DSG, even if the representative is a solo practitioner. In that case, the DSG will include only that representative, and it will be considered a scheduling group of one, or a “solo” DSG.</li><br>
|
||
<li>Representatives are responsible for determining the composition of the DSG and for choosing the name of the DSG. </li><br>
|
||
<li>Before a representative is able to provide monthly hearing availability, the representative must provide the ELU with information regarding their DSG. Representatives only need to provide this information one time unless the representative wishes to make subsequent changes to the DSG. A DSG may be modified in the future via email.</li><br>
|
||
<li>OHO will use the DSG to track availability for hearings for the DSG. On a monthly basis, representatives will provide hearing availability for the DSG. In the context of providing monthly availability, representatives will be required to inform the ELU about the number of representatives in the DSG available for hearings and the monthly availability for each. See the “How to Submit Representative Availability” tab for more information. </li> <br>
|
||
|
||
<li>A representative is required to tell us the names of all representatives “affiliated” with the DSG. An affiliated representative of a DSG is a representative who is closely associated with the individual representative or group of representatives for whom availability will be submitted by the DSG. For example, in the case of a firm or larger practice group that will submit consolidated availability, affiliated representatives would normally include partners, associates, other practice group employees, or of-counsel attorneys who generally do not handle cases for other groups or firms. This is particularly true if the affiliated representatives appear on the Claimant’s Appointment of Representative form (1696) or similar document at the time that availability is submitted or by the time in the scheduling cycle that the hearing offices or National Hearing Centers begin to schedule the cases.</li><br>
|
||
<ul>
|
||
<li>Contract representatives who handle hearings for multiple firms, business entities, or other groups of representatives would <i>generally not</i> be listed as part of a DSG, though they would count as <i>available</i> representatives for the purposes of providing monthly availability.</li><ul></ul>
|
||
<ul><br>
|
||
<li>For example, <i>Doe and Associates</i> is comprised of 1 partner, Doe, and 2 associates, Brown and Smith. Doe contracts with contract representative Jones to handle 10 cases per month. Doe would not list Jones in the DSG, but would note Jones' availability in the monthly scheduling availability.</li></ul></ul></ul>
|
||
|
||
|
||
<ul class="arrow">
|
||
<p><li><strong>Submission or Modification of DSG Information</strong></p>
|
||
|
||
Representatives should submit initial DSG information and requests to modify existing DSG information by <strong>encrypted email</strong> to the following email address:
|
||
<br>
|
||
|
||
<a href="mailto:OHO.NSD.NSS.ELU.DSG.REP@ssa.gov">OHO.NSD.NSS.ELU.DSG.REP@ssa.gov</a>
|
||
<br><br>
|
||
For general inquiries, representatives may contact the ELU by email or telephone:<br>
|
||
<a href="mailto:OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov">OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov</a><br><br>
|
||
<strong>Phone:</strong><br>
|
||
Toll-free <strong>1-866-964-1714</strong><br>
|
||
<strong>Monday through Friday</strong><br>
|
||
<strong>8:00am to 5:30pm Eastern Time.</strong><br><br>
|
||
|
||
|
||
|
||
<div class="container-blue">
|
||
<strong>Privacy Notice:</strong> Sections 205(a) and 206 of the Social Security Act, as amended, and 404.1740(b)(3)(iii) of the Code of Federal Regulations, allow us to collect this information. We will use the information you provide to us to schedule hearings for your DSG and to communicate with you. The information you provide is voluntary. However, failing to provide all or part of the requested information may prevent accurate and timely scheduling. We will manage your information in accordance with our <a href="https://www.ssa.gov/agency/privacy.html" title="Internet Privacy Policy." target="_blank">Internet Privacy Policy.</a></div></ul>
|
||
|
||
<ul class="arrow">
|
||
<p><strong><li>Required DSG Information</li> </strong></p>
|
||
Representatives must submit the following DSG information prior to submitting monthly availability to the ELU:</ul>
|
||
<ul><ul>
|
||
<li><strong>The name of the DSG</strong></li>
|
||
<ul><li>The name should include the name of the firm or the representative, or both. For Consolidated DSGs, the name must include the name of the practice group. Extraneous language, such as “Esq.” or “DSG,” should be avoided. No two DSGs can have the same name.</li>
|
||
<li>For example: <i>Jane Doe Group,</i> or <i>Doe and Associates/Patty Jones</i></li></ul></ul><br>
|
||
<ul>
|
||
<li><strong>The name of all Affiliated Representatives</strong> </li>
|
||
<ul><li>We require the name(s) and SSA-issued Registration, Appointment and Services for Representatives Identification (RASR) Representative ID(s), if any, of any representative(s) affiliated with the DSG. </li>
|
||
</ul></ul><br>
|
||
<ul>
|
||
<li><strong>DSG type (and modification, if any). See the “DSG Types and Modification” tab for more information.</strong> </li>
|
||
<ul><li>Solo </li>
|
||
<li>Solo with Geographic modification</li>
|
||
<li>Solo with Solo Secondary modification </li>
|
||
<li>Consolidated</li>
|
||
<li>Consolidated with Hybrid modification</li>
|
||
<li>Consolidated with Geographic modification</li>
|
||
<li>Consolidated with Unlimited Availability modification</li>
|
||
</ul></ul> <br>
|
||
|
||
<ul>
|
||
<li><strong>Contact information for the DSG:</strong> </li>
|
||
<ul><li>Name of contact person(s) (this may be a representative or another individual, such as a scheduling coordinator) </li>
|
||
<li>Address</li>
|
||
<li>Telephone number(s)</li>
|
||
<li>Fax number, if any</li>
|
||
<li>Email address (the email address provided will be used for scheduling purposes)</li>
|
||
<li>EIN(s), if any, associated with the DSG</li>
|
||
</ul></ul>
|
||
|
||
</ul>
|
||
<br>
|
||
|
||
<div class="archive">
|
||
<p><span style="color:darkblue;"><strong>REMINDER:</strong></span> Do not send Personally Identifiable Information (PII) via unencrypted email. The DSG information requested above is PII and must be encrypted prior to emailing the information to us.</p></div>
|
||
<p><strong>Encryption instructions are located here: <a href="https://www.ssa.gov/appeals/documents/email_encryption_instructions.pdf" target="_blank">EMAIL ENCRYPTION INSTRUCTIONS </a></strong> </p>
|
||
<p><strong>Please include only the minimal personal information that is necessary for your DSG, as outlined above.</strong> When contacting the ELU, do <u>not</u> send any claimant or case specific PII.</p>
|
||
<p><strong>Please note: </strong>A representative cannot be affiliated with more than one DSG unless each DSG has a different EIN. For example, if Jane Smith is an affiliated representative with one DSG, she cannot be in a second DSG if that second DSG has the same EIN. She can be an affiliated representative in two or more DSGs if each have different EINs. Similarly, more than one DSG may have the same EIN, so long as each DSG has different affiliated representatives.</p>
|
||
|
||
</div>
|
||
<p class="header"><a href="#">DSG Types and Modifications</a></p>
|
||
<div>
|
||
<p><strong>DSG Types: Solo and Consolidated</strong></p>
|
||
|
||
<p>When submitting Designated Scheduling Group (DSG) information, representatives must choose a DSG <i>type</i>. The two types of DSGs are Solo and Consolidated.
|
||
</p>
|
||
<br>
|
||
|
||
<table class="table table-striped border-all" summary="Listing of OHO/OARO Publications in English">
|
||
<caption> </caption>
|
||
<thead>
|
||
<tr>
|
||
<th width="54%" scope="col"><strong><center>Solo Type</center></strong></th>
|
||
<th width="40%" scope="col"><strong><center>Consolidated Type </center></strong></th>
|
||
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr class="ninetypercent">
|
||
<td>Recommended for Practice Groups that:
|
||
</td>
|
||
<td><center>Recommended for Practice Groups that:</center></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td><ul><li>Consist of solo practitioners, or</li>
|
||
<li>Are larger practice groups that assign coverage of hearings to a specific representative at the start of the hearing process before the hearing is scheduled.</li></ul>
|
||
</td>
|
||
<td><ul><li>Internally assign available representatives to hearings after the hearing has been scheduled.</li>
|
||
</ul></td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
|
||
<p><strong>DSG Type Examples</strong></p>
|
||
<ul>
|
||
<li>Attorney John Doe is a solo practitioner who represents claimants before SSA. He is the only affiliated representative in the DSG. His DSG is named <i>John Doe</i></strong>. John Doe has created a <i><strong>Solo</strong></i> DSG.</li>
|
||
|
||
<li>Jane Doe owns and runs a large law firm that has many associate representatives. She also utilizes contract representatives to cover hearings in certain geographic locations. Jane Doe does not attend hearings. Her DSG includes herself and all associate representatives as affiliated representatives. Her DSG does not include contract representatives as affiliated representatives. She names her DSG <i>Jane Doe Law Firm</i>. Jane Doe has created a <strong><i>Consolidated</i></strong> DSG.</li></ul>
|
||
|
||
<p><strong>DSG Type Monthly Availability Submission Examples</strong></p>
|
||
<p><strong>Solo Type</strong></p>
|
||
<ul>
|
||
<li>The representative who will appear at the hearing must submit the Claimant’s Appointment of Representative form (1696) or similar document as either a principal or non-principal representative by the time monthly availability is submitted.</li>
|
||
|
||
<li>The DSG will usually only include one affiliated representative.</li>
|
||
|
||
<li>Monthly availability submissions will include only one available representative for the DSG </li>
|
||
|
||
<li><strong>Example</strong> of Solo DSG availability:</li>
|
||
<ul>
|
||
<li>The representative is available all days, full days, except unavailable on 08/23; max hearings 4 per day.</li><ul> </ul></ul></ul>
|
||
|
||
|
||
<p><strong>Consolidated Type</strong></p>
|
||
|
||
<ul>
|
||
<li>At least one representative affiliated with the DSG must appear on a Claimant’s Appointment of Representative, Form 1696 or similar document by the time that availability is submitted.</li>
|
||
|
||
|
||
<li><strong>Example</strong> of Consolidated DSG availability for Available Representatives:</strong></li>
|
||
<ul>
|
||
<li>Representative 1: Available all days beginning at 9:30am</li>
|
||
<li>Representative 2: Available full days on Tuesdays and Fridays. Available beginning at 9:30am on Mondays and Wednesdays</li>
|
||
<li>Representative 3: Available all days, full days except 08/23</li>
|
||
|
||
|
||
<ul> </ul></ul></ul>
|
||
|
||
|
||
<!--<p><strong>DSG Type Examples</strong></p>
|
||
<ul>
|
||
<li>Attorney John Doe is a sole practitioner who hears cases before SSA. He is the only affiliated representative in the DSG. His DSG is named John Doe. John Doe has created a Solo DSG.</li>
|
||
|
||
<li>Jane Doe owns and runs a large law firm that has many associate representatives. She also utilizes contract representatives to cover hearings in certain geographic locations. Jane Doe does not attend hearings personally. Her DSG includes herself and all associate representatives as affiliated representatives. Her DSG does not include contract representatives as affiliated representatives. She names her DSG Jane Doe Law Firm. Jane Doe has created a Consolidated DSG.</li></ul>-->
|
||
|
||
|
||
<p><strong>DSG Modifications: Hybrid, Geographic, Solo Secondary, and Unlimited Availability
|
||
|
||
</strong></p>
|
||
<p>There are four available DSG modifications: Hybrid, Geographic, Solo Secondary, and Unlimited Availability.</p>
|
||
|
||
<ul>
|
||
<li>Both Solo and Consolidated DSGs can use the Geographic modification. </li>
|
||
<li>Only Consolidated DSGs can opt for the Hybrid or Unlimited Availability modifications. </li>
|
||
<li>Only Solo DSGs can opt for the Solo Secondary modification.</li>
|
||
<li>A DSG may have no more than one modification.</li>
|
||
|
||
<ul> </ul></ul></ul> <br>
|
||
<br>
|
||
<strong>Hybrid and Geographic Modifications</strong>
|
||
<table class="table table-striped border-all" summary="Listing of OHO/OARO Publications in English">
|
||
<caption> </caption>
|
||
<thead>
|
||
<tr>
|
||
<th width="54%" scope="col"><center><strong>Hybrid Modification</strong></center></th>
|
||
<th width="40%" scope="col"><center><strong>Geographic Modification</strong></center></th>
|
||
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr class="ninetypercent">
|
||
<td>Recommended for DSGs that:
|
||
</td>
|
||
<td><center>Recommended for Consolidated DSGs that:</center></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td><ul><li>Typically, internally assign available representatives to cases after the hearing has been scheduled, but</li>
|
||
<li>Want to ensure that a particular available representative’s availability is used when scheduling remand or supplemental hearings.</li></ul>
|
||
</td>
|
||
<td><ul><li>Want to assign hearings to available representative(s) based on geographic location, and/or </li>
|
||
<li>Want to indicate availability on certain days for a particular geographic location(s).</li>
|
||
</ul></td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
|
||
|
||
<p><strong>Hybrid Modification</strong></p>
|
||
|
||
<ul>
|
||
<li>At least one Representatives affiliated with the DSG must appear on the Claimant’s Appointment of Representative, Form 1696, or similar document at the time that availability is submitted.</li><br>
|
||
<li>Some or all available representatives are identified by name when submitting monthly availability.</li><br>
|
||
<li>Individual representative availability will only be considered when scheduling for remand or supplemental hearings. For all other cases, SSA will not match a particular case to a particular identified available representative’s availability.</li><br>
|
||
<li>In order for a particular remand or supplemental hearing to be scheduled with a particular representative, that representative must submit a 1696 or similar document as either a principal or non-principal representative by the time monthly availability is submitted for the Target Scheduling Month (TSM). Additionally, that representative must be an affiliated representative of the DSG. </li><br>
|
||
|
||
|
||
<li><strong>Example: </strong>Availability submission for Consolidated DSG type with Hybrid modification:</li>
|
||
<ul>
|
||
<li>Representative 1 (A. Associate): Available all days, full days, except unavailable on 08/17</li><br>
|
||
<li>Representative 2 (B. Associate): Available full days on Tuesdays and Fridays. Available beginning at 9:30am on Mondays and Wednesdays</li><br>
|
||
<li>Representative 3: Available all days, except 8/23, full days</li><br>
|
||
<li>Representative 4: Available all days beginning at 9:30am</li>
|
||
|
||
|
||
<ul> </ul></ul></ul>
|
||
<p><strong>Geographic Modification</strong></p>
|
||
|
||
<div class="container-blue">
|
||
<strong> Note:</strong> Providing a geographic preference for each day is not mandatory and, in many cases, not necessary. By <i>not</i> selecting a geographic preference for a particular day, representatives provide more flexibility to SSA schedulers, resulting in greater scheduling efficiencies for claimants. Moreover, SSA’s upgraded scheduling technology allows schedulers to avoid logistical and travel conflicts for representatives and ensures that an individual representative is able to attend all hearings scheduled for the same day.</div>
|
||
|
||
|
||
|
||
|
||
<ul>
|
||
<li>Consolidated DSGs with a Hybrid modification may not have a Geographic modification. </li><br>
|
||
<li>Representatives can choose to include geographic preferences for a particular day, to include a specific hearing office, a state, multiple states, or an entire region.</li><br>
|
||
<li>With certain exceptions, such as Alaska, representatives may not include permanent remote sites or claimant-only video locations (COV) as a geographic preference. </li><br>
|
||
<li>Representatives may not include a general or blanket limitation for available representatives to appear only at telephonic hearings or online video hearings. </li><br>
|
||
<li>Geographic preferences are considered requests for an available representative to appear at in-person and VTC hearings at one or more particular geographic locations on a specific day. To ensure timely scheduling of hearings, available representatives may be scheduled for hearings in geographic locations other than those indicated in the DSG’s monthly availability submission.<br><br>
|
||
<li>Geographic preference is only considered when scheduling in-person or VTC hearings.</li><br>
|
||
|
||
</li>
|
||
|
||
<li><strong>Example:</strong> Availability submission for <i>Solo</i> DSG type with Geographic modification:</li>
|
||
|
||
<ul><li>Available Representative 1 is available all days, full days, except is unavailable on 08/23. Representative 1 covers the Detroit HO on Mondays and Tuesdays, Grand Rapids HO on Wednesdays and Thursdays, and Lansing HO on Fridays.</li></ul><br>
|
||
<li><strong>Example:</strong> Availability submission for <i>Consolidated</i> DSG type with Geographic modification.</li>
|
||
<ul><li>Representative 1: </li>
|
||
<ul><li>Available July 1, 5, 7, 9, 10, 15, 18, 19, each day from 8:30am – 2:00pm. Covers New York State, South Jersey HO, and Newark HO.</li></ul></ul><br>
|
||
|
||
<ul><li>Representative 2: </li>
|
||
<ul><li>Available July 6, 9, 11, 15, 18, 20, 25, each day from 8:30am to 3:00pm. Covers Albany HO and Syracuse HO.</li></ul></ul><br>
|
||
|
||
<ul><li>Representative 3: </li>
|
||
<ul><li>Available all days, full days. Covers New York State hearings on Mondays, Tuesdays, and Wednesdays, and New Jersey hearings on Thursdays and Fridays.</li></ul></ul><br>
|
||
|
||
<ul><li>Representative 4: </li>
|
||
<ul><li>Available July 1, 2, 3, 10, 11, 15, 22, full days, covers Region 2.</li></ul></ul><br>
|
||
|
||
<li><strong>Example:</strong> Availability submission for <i>Consolidated</i> DSG type with Geographic modification:</li>
|
||
<ul><li>Rep 1, 2, and 3 available all days, full days in Arkansas</li></ul>
|
||
<ul><li>Rep 4 available all days 8am-2pm in Region 6, max 2 hearings per day</li></ul>
|
||
<ul><li>Rep 5 available all days, full days, in Oklahoma HO except July 12 and 14</li></ul>
|
||
<ul><li>Total hearings requested to be scheduled for the DSG for the TSM: 100</li></ul>
|
||
|
||
|
||
</ul>
|
||
<ul> </ul></ul></ul>
|
||
|
||
|
||
<br>
|
||
<strong>Solo Secondary and Unlimited Availability Modifications</strong>
|
||
<table class="table table-striped border-all" summary="Listing of OHO/OARO Publications in English">
|
||
<caption> </caption>
|
||
<thead>
|
||
<tr>
|
||
<th width="54%" scope="col"><center><strong>Solo Secondary Modification</strong></center></th>
|
||
<th width="40%" scope="col"><center><strong>Unlimited Availability Modification</strong></center></th>
|
||
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr class="ninetypercent">
|
||
<td>Recommended for Practice Groups that:
|
||
</td>
|
||
<td><center>Recommended for Consolidated DSGs that:</center></td>
|
||
</tr>
|
||
<tr class="ninetypercent">
|
||
<td><ul><li>Maintain a principal representative on all Appointment of Representative documentation for the practice group throughout the hearing process.</li>
|
||
<li>Assign coverage of hearings for some or all of the practice group’s cases to specific non-principal representatives from the practice group at the start of the hearing process/before the hearing is scheduled.</li>
|
||
<li>Do not want to submit consolidated availability for the practice group. Instead, want to ensure that the specific non-principal representative’s availability is used when scheduling hearings for the non-principal representative’s assigned cases.</li></ul>
|
||
</td>
|
||
<td><ul><li>Have sufficient representatives to cover all scheduled hearings in all regions, no matter when the hearing is scheduled. </li>
|
||
<li>Want to provide ongoing unlimited representative availability instead of providing monthly availability. </li>
|
||
<li>Understand that by selecting this modification, we will schedule hearings for the DSG at any time.</li>
|
||
</ul></td>
|
||
</tr>
|
||
</tbody>
|
||
</table> <br>
|
||
|
||
|
||
<p><strong>Solo Secondary Modification</strong></p>
|
||
|
||
<ul>
|
||
|
||
<li>The DSG will provide availability for a representative who appears as a <i>non-principal</i> representative on the Claimant’s Appointment of Representative, Form 1696, or similar document.</li> <br>
|
||
<ul>
|
||
<li>Both the non-principal representative for whom availability will be provided and the representative who appears as the principal representative on the non-principal representative’s cases must be affiliated with the DSG.
|
||
|
||
</li><br>
|
||
<li>Both the principal and non-principal representative affiliated with the DSG <b>must</b> appear on the Claimant’s Appointment of Representative, Form 1696, or similar document at the time that availability is submitted. If the non-principal representative is not included on a 1696 or similar document by the time that monthly availability is submitted, we will not be able to associate a particular case with the availability submitted by the DSG. </li><br>
|
||
<li>Both the principal and non-principal representatives’ names must be part of the DSG name. </li><br>
|
||
<li>Monthly availability submissions will include only one available representative. </li>
|
||
|
||
|
||
<ul> </ul></ul></ul> <br>
|
||
|
||
|
||
<p><strong>Unlimited Availability Modification </strong></p>
|
||
|
||
<ul>
|
||
|
||
<li>The DSG is not required to submit monthly availability. SSA will schedule hearings for dates and times without limitation. .</li><br>
|
||
<li>Specifically, we will schedule hearings for the DSG at any time, without consulting any availability or requested maximum hearings for a TSM. We will assume there is no limit to the number of available representatives for the DSG, such that multiple hearings for the DSG may be scheduled on the same day at the same time, even within the same region. Hearings will also be scheduled without ensuring buffer times for travel or for scheduling hearings on the same day with different ALJs.</li><br>
|
||
<li>If the DSG subsequently is no longer able to provide unlimited availability on an ongoing basis and wishes to provide monthly availability, the DSG must first email the ELU by encrypted email to remove the Unlimited Availability modification and to modify the DSG.
|
||
|
||
</li>
|
||
<ul>
|
||
</ul></ul>
|
||
|
||
|
||
</div>
|
||
|
||
|
||
|
||
|
||
|
||
|
||
|
||
|
||
|
||
|
||
|
||
<p class="header"><a href="#">Scheduling FAQs</a></p>
|
||
<div>
|
||
<a href="https://www.ssa.gov/appeals/scheduling_faqs.html" target="_blank">Scheduling FAQs </a>
|
||
<!--<ul class="arrow">
|
||
<li><strong>What is the "NCSC?"</strong> </li>
|
||
<ul><li>The National Customer Service Centers (NCSCs) are primarily responsible for scheduling cases for hearing. The NCSCs are centralized units that provide standardized and consistent scheduling of hearings for Hearing Offices (HOs) and National Hearing Centers (NHCs) nationwide.</li></ul></ul>
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>How should I determine if I should give "firm/entity/group/consolidated" or “individual" availability? </strong></li><ul><li>This depends on how representatives choose to handle their own caseloads. If your firm or group typically assigns representatives from within your own firm or group to hearings close in time to the hearing date, a "firm/group availability" may be the most appropriate. However, if you are a solo practitioner or your firm's representatives handle cases from start to finish, individual availability may be the most appropriate. </li></ul></ul>
|
||
|
||
<br>
|
||
<ul class="arrow"> <strong>
|
||
<li>I am a solo practitioner; how should I submit my availability?</li>
|
||
</strong>This depends on how representatives choose to handle their own caseloads. If your firm or group typically assigns representatives from within your own firm or group to hearings close in time to the hearing date, a "firm/group availability" may be the most appropriate. However, if you are a solo practitioner or your firm's representatives handle cases from start to finish, individual availability may be the most appropriate.</ul>
|
||
<ul>
|
||
<ul><li>For example, for the TSM of September, for the DSG of S. Practitioner, Esq. Group, I am available on August 5, 9, and 17 for the full day and am available for up to three cases per day for each of those days. </li>
|
||
<li>Or, I am available on August 5, 9, 10, 11, 17, and 19 but cannot attend a hearing that starts 3:30pm CT or later on any of those days, and request that you do not schedule more than 20 hearings total for me in August. </li></ul></ul></ul>
|
||
|
||
<br>
|
||
<ul class="arrow"> <strong>
|
||
<li>My firm uses subcontractors/contract representatives to cover hearings. How should I submit my availability?</li>
|
||
</strong>
|
||
In this case, your DSG might include only one representative (yourself). When providing monthly availability, you should indicate to the NCSC how many contract representatives will be available to cover hearings on a given day and, if desired, how many cases each contract representative can handle per day or month. You do not need to provide the names of the representatives at the time you submit availability to the ELU, but you should provide the number of representatives who will be available to handle hearings that month and their specific availability. </ul>
|
||
<ul>
|
||
<ul><li>For example, the C. Representative Esq. Group will have three available representatives each day in August, all for full days, with up to three hearings per day for each representative. </li>
|
||
</ul></ul>
|
||
<br>
|
||
<ul class="arrow">
|
||
|
||
<li><strong>My firm does not use subcontractors, but each associate representative has a distinct caseload. Additionally, a partner at the firm is the primary representative for all cases, but the specific secondary representative on a case is the associate who will handle the hearing. How should we submit our availability</strong> </li>
|
||
<ul>
|
||
<li>In this case, you should consider creating two separate DSGs. For instance, if Paul Partner is a partner in the firm and the primary representative listed on all the 1696s submitted, and Paul Partner has two associates with distinct caseloads, then the firm may want to consider creating the following two DSGs: Paul Partner/Abigail Associate Group and Paul Partner/Adam Associate Group. Each month, the firm would submit two sets of availability per each Region as necessary, one for each of the DSGs. </li>
|
||
<li><strong>PLEASE NOTE: </strong>If planning to set DSGs in the manner described above, it is critical that the secondary representative submit a 1696 before or concurrent to submitting availability. If at the time that availability is submitted, the non-primary representative is not listed as a secondary representative on a submitted 1696, schedulers will not be able to associate a particular case with the availability submitted by the scheduling group.</li></ul></ul></ul>
|
||
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>How will my cases be scheduled?
|
||
</strong><br><br>
|
||
Cases will be scheduled on a "first in, first out" (FIFO) basis with expedited processing for Agency determined critical cases. </li></ul>
|
||
<br>
|
||
|
||
<ul class="arrow">
|
||
<li><strong>How will I communicate my availability to the NCSC?
|
||
</strong><br><br>
|
||
Representative will submit availability to the NCSC External Liaison Unit (ELU) via email . </li></ul>
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>When do I communicate with the local Hearing Office or National Hearing Center?
|
||
</strong>
|
||
|
||
For general availability questions or concerns, please contact the ELU. <br><br>
|
||
If you have a scheduling-related question or concern about a particular case and the hearing is within 30 days, please contact the servicing Hearing Office or National Hearing Center. <br><br>
|
||
For scheduling-related questions or concerns about a particular case and the hearing is not scheduled within the next 30 days, please contact the NCSC Hub for the appropriate Region. <strong> Please do not send any case-specific information or other case-specific PII via email.</strong></li>
|
||
</ul>
|
||
<br>
|
||
|
||
<ul class="arrow">
|
||
<li><strong>What if I have a conflict?
|
||
</strong><br><br>
|
||
|
||
If it is more than 30 days from the scheduled hearing date, please contact the appropriate NCSC Hub.<br><br>
|
||
If it is 30 days or fewer from the scheduled hearing date, please contact the servicing Hearing Office or National Hearing Center. <br><br>
|
||
If a Notice of Hearing has been issued for a particular case and the representative has a conflict or otherwise needs to request a change in the time and place of the hearing, requests must be directed to the assigned Administrative Law Judge.<br><br>
|
||
<strong>Please do not send any case-specific information or other PII via email.</strong></li>
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>I have multiple representatives in my firm who handle hearings. Do I have to submit individual availability for all of them?
|
||
</strong><br><br>
|
||
|
||
You must submit availability for your chosen DSG. If you choose to provide consolidated availability for the representatives in your firm, you should include your representatives in the monthly availability provided for the DSG. </li>
|
||
|
||
</ul>
|
||
<br>
|
||
<ul class="arrow"> <strong>
|
||
<li>I have cases in multiple Regions. Do I have to submit individual availability for each Region?</li></strong><br><br>
|
||
<strong>Yes,</strong> If a representative has hearings in more than one Region, the representative must provide availability for each applicable Region and submit availability via email to the appropriate Regional NCSC email address. <br><br>
|
||
<p>Please note that schedulers consider a representative’s availability Regionally and do not generally consider availability provided to other Regions while scheduling cases. Accordingly, please do not duplicate availability across multiple Regions, as this will lead to double booking.</p>
|
||
<p>For example:</p>
|
||
</ul>
|
||
<ul>
|
||
<ul><li>Assume a firm has 6 representatives available to conduct hearings in 2 Regions and all 6 representatives are part of the same DSG. In that situation, for Region A, the group could indicate that there are 3 available representatives who can attend hearings and that they are available all days for full days and for Region B, the group could indicate the same for the other 3 representatives. </li>
|
||
<li>Alternatively, the DSG contact could indicate that for Region A, all 6 representatives are available for the first two weeks of the Target Scheduling Month with all days available, and for Region B, indicate that all 6 representatives are available for the last two weeks of the Target Scheduling Month. </li>
|
||
<li>However, the group would <strong>NOT</strong> want to indicate that all 6 representatives were available all days for both Region A and Region B, as the schedulers will assume all 6 representatives are available all days of the month for both Regions, and the representatives will be double booked. </li></ul></ul></ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>What if I am an appointed principal representative, but I typically do not personally appear at hearings? Am I part of the DSG and should I include myself in the monthly availability count as an available representative?
|
||
</strong><br><br>
|
||
In this situation, you must identify yourself as part of the DSG, particularly considering you are the appointed principal representative on many cases associated with the DSG.<br><br>
|
||
However, when providing monthly availability for the DSG, you should not include yourself in the monthly count of available representatives. For monthly availability purposes, you should only indicate the number of representatives available to attend hearings in the Target Scheduling Month. When providing monthly availability, you are not required to identify the names of the available representatives. You only need to provide the number of representatives available to attend hearings in the Target Scheduling Month and the availability for each.</li>
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>I know I am required to provide information about Designated Scheduling Groups by encrypted email, and that I must provide my monthly availability by email. Is it permissible for me to email the NCSC about scheduling related questions regarding specific cases if I encrypt the email? </strong><br><br>
|
||
|
||
<strong>No</strong>, When providing information about a DSG, be sure to encrypt professional representative personally identifiable information (PII).When providing monthly availability, you are not providing any PII and there is no need to encrypt the email.
|
||
<br><br>
|
||
However, it is NEVER appropriate to communicate by email if you are including CLAIMANT PII, even if the email is encrypted. For non-scheduling, case specific questions, or for scheduling-related case specific questions 30 days or fewer prior to the scheduled hearing date, you may call the servicing Hearing Office or National Hearing Center or use the secure messaging function in ERE. OHO is working to develop a secure messaging portal which will allow for case-specific scheduling inquires. However, until the secure messaging system is ready, please call the appropriate NCSC about case specific scheduling questions or concerns. </li>
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>Is there guidance regarding how to encrypt an email to the NCSC that contains Designated Scheduling Group representative PII?
|
||
</strong><br><br>
|
||
<strong>Yes,</strong> Encryption instructions are located here: <a href="/appeals/documents/email_encryption_instructions.pdf" target="_blank">EMAIL ENCRYPTION INSTRUCTIONS </a></li>
|
||
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>Am I required to provide a maximum number of cases my DSG would like to handle in a month and/or am I required to provide a maximum number of cases each individual available representative would like scheduled per day?</strong><br><br>
|
||
|
||
<strong>No,</strong> You are not required to provide a maximum number of cases/maximum case cap.</li>
|
||
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>Do I need to wait until the due date in a scheduling cycle to provide availably for my DSG for a Target Scheduling Month?
|
||
</strong><br><br>
|
||
|
||
<strong>No,</strong> You do not have to wait. However, we require separate emails to each Regional mailbox for each Target Scheduling Month</li>
|
||
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>As the representative, do I need to submit my availability personally for the DSG, or can a non-representative employee or designee submit it for me?
|
||
</strong><br><br>
|
||
A representative can choose to have another individual submit availability on behalf of the DSG and is able to name a contact person for the DSG. </li>
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>What happens if I do not submit my availability to the NCSC?
|
||
</strong>
|
||
|
||
If a representative does not submit any availability to the NCSC, the NCSC will assume you are fully available for case scheduling. </li>
|
||
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow"><li><strong>
|
||
How will I know if I have given sufficient availability to the NCSC?
|
||
</strong><br>
|
||
You should provide availability commensurate with the number of claimants you decide to represent. You are responsible for monitoring the number of cases you and/or the representatives in your DSG agrees to represent. You are also responsible for understanding how many cases you have pending in pre-hearing statuses in each Region. You should provide sufficient availability for OHO to schedule hearings in a manner that keeps pace with the number of claimants you agree to represent and with the number of cases in pre-hearing statuses that OHO is able to schedule, in a manner that does not delay our ability to schedule your clients’ cases.</li>
|
||
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>What if I do not give sufficient availability to the NCSC?
|
||
</strong><br>
|
||
|
||
If sufficient availability is not received, the NCSC will contact you by email and phone to communicate the additional amount of availability required. We will communicate using the scheduling contact information associated with your DSG. You will have five (5) business days to provide additional availability. <br><br>
|
||
We ask that you reply to us by phone if you agree to increase your availability or submit the additional availability to the appropriate email box. You will be able to provide us information regarding additional available days and/or additional affiliated representatives by email for the Target Scheduling Month. <br><br>
|
||
If we do not hear from you after five (5) business days, we will send you a second email and send you a letter. If no response is received after another five (5) days, the NCSC will schedule additional cases as it deems appropriate, based on the representative’s pending caseload. We will attempt to accommodate the additional availability on the days previously identified as available for the Target Scheduling Month. However, if you did not provide us additional days or representatives to cover the additional hearings we need to schedule, we may need to schedule cases for days and times that you did not indicate as available for your Designated Scheduling Group.
|
||
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>What if I need to change my availability?</strong>
|
||
Representatives can submit changes in availability to the appropriate ELU Regional email address. However, please attempt to submit any changes in availability to us as soon as possible to prevent errors or potential double booking.</li>
|
||
</ul>
|
||
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>Is there a phone number for the NCSC?
|
||
</strong><br>
|
||
|
||
<strong>1-866-964-1714.</strong> Please see the Contacting the National Customer Service Centers tab for more information.</li>
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>How will I know if my availability has been received?
|
||
</strong><br>
|
||
|
||
You will receive an automated reply confirming receipt of your availability submission</li>
|
||
</ul>
|
||
|
||
|
||
<br>
|
||
<ul class="arrow"><li><strong>
|
||
How can I verify that my availability has been annotated correctly?
|
||
</strong><br>
|
||
|
||
Representatives can monitor their schedules in ERE once a case has been entered into our case processing system. If the hearing has not yet been noticed, or if it is more than 30 days from the scheduled hearing date, the representative can contact the appropriate NCSC with any concerns. <br><br>
|
||
If a representative has a scheduling related question and it is 30 days or fewer before the scheduled hearing, the representative should contact the servicing Hearing Office or National Hearing Center.<br><br>
|
||
If a Notice of Hearing has been issued for a particular case and the representative has a conflict or otherwise needs to request a change in the time and place of the hearing, requests must be directed to the assigned Administrative Law Judge.</li>
|
||
</ul>-->
|
||
</div>
|
||
|
||
<p class="header"><a href="#">Glossary of Terms</a></p>
|
||
<div>
|
||
<a href="https://www.ssa.gov/appeals/scheduling_glossary.html" target="_blank">Glossary of Terms </a>
|
||
<!--<br>
|
||
<ul class="arrow">
|
||
<li><strong>NCSC</strong><br>
|
||
The National Customer Service Centers (NCSCs) are primarily responsible for scheduling cases for hearing. The NCSCs are centralized units that provide standardized and consistent scheduling of hearings for Hearing Offices (HOs) and National Hearing Centers (NHCs) nationwide.</li>
|
||
</ul>
|
||
<br>
|
||
<ul class="arrow">
|
||
|
||
<li><strong>NCSC Hubs</strong><br>
|
||
There are 5 NCSC Hubs. Each Hub schedules for one or more aligned Region(s). </li>
|
||
</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>ELU</strong><br>
|
||
The External Liaison Unit (ELU) is a specialized unit within the NCSC. The ELU is primarily responsible for obtaining and monitoring representative availability. ELU staff ensures appropriate collection of availability and enters representative-provided availability into OHO’s representative availability tracking application. The ELU also collects and maintains ALJ and Vocational Expert availability. </li>
|
||
</ul>
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>DSG</strong><br>
|
||
A Designated Scheduling Group (DSG) is a representative-identified scheduling group. The DSG can include only one representative, or multiple representatives. If a representative would like to provide availability for a consolidated group of representatives, the DSG will contain multiple representatives. We will use the DSG to track availability for hearings for the group. On a monthly basis, representatives will provide hearing availability for the DSG, and the NCSC will schedule hearings pursuant to availability provided for the DSG. Submitting information about a DSG is the first step in the scheduling process and NCSCs are not able to accept monthly availability submissions from a representative who is not part of a DSG. </li>
|
||
</ul>
|
||
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li><strong>FIFO</strong><br>
|
||
We attempt to schedule cases for hearing on a First In, First Out (FIFO) basis by request for hearing date, absent a case having been identified as a priority case.</li>
|
||
</ul>
|
||
|
||
|
||
<br>
|
||
<ul class="arrow">
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<li><strong>TSM</strong><br>
|
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The Target Scheduling Month (TSM) is the month in which the scheduled hearings will be held. </li>
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</ul>
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<br>
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<ul class="arrow"><br>
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<li><strong>OHO</strong><br>
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The Office of Hearings Operations (OHO) has 10 Regional Offices overseeing 163 Hearing Offices (HOs) and 3 Satellite Hearing Offices. </li>
|
||
</ul>
|
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<br>
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||
<ul class="arrow">
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<li><strong>NHC</strong><br>
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The National Hearing Center (NHC) is a part of the Agency's strategy to address the historic hearings backlog and reduce case processing time by increasing adjudicatory capacity and efficiency with a focus on an electronic hearings process. Centralized and fully electronic NHCs handle electronic files and conduct only video hearings. The Administrative Law Judges in the NHC utilize video hearing technology to hear cases from parts of the country with the heaviest workloads. NHCs afford flexibility to balance workloads and assist areas where the need is greatest.</li>
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</ul>
|
||
|
||
<br>
|
||
<ul class="arrow">
|
||
<li> <strong>PII</strong><br>
|
||
Personally Identifiable Information (PII) is any information about an individual maintained by an agency, including (1) any information that can be used to distinguish or trace an individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric records; and (2) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information. <strong>Do send claimant-specific PII in an email and do not sent representative PII via unencrypted email.</strong> Encryption instructions are located here: <a href="/appeals/documents/email_encryption_instructions.pdf" target="_blank">EMAIL ENCRYPTION INSTRUCTIONS </a></li>
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||
</ul>
|
||
<br>
|
||
<p><strong>POSSIBLE OTHER LINKS TO BE INCLUDED ON THE SCHEDULING TAB</strong></p>
|
||
<p>A one-stop shop for scheduling information and relevant links for representatives:</p>
|
||
|
||
<ul class="arrow">
|
||
<li>ERE</li>
|
||
<li>My SSA/Portal </li>
|
||
<li>Electronic 1696</li>
|
||
<li><a href="https://www.ssa.gov/appeals/ho_locator.html" title="Locate a Hearing Office Tool" target="_blank">Locate a Hearing Office Tool</a></li>
|
||
<li>Options for Manner of Appearance</li>
|
||
<li>Link to OVH information </li>
|
||
<li><a href="https://www.ssa.gov/representation/conduct_standards.htm" "title="Standards of Conduct for Representatives" target="_blank">Standards of Conduct for Representatives</a></li>
|
||
<li>Travel Expenses</li>
|
||
<li>Real-time APT information</li>
|
||
|
||
</ul>-->
|
||
</div>
|
||
<p class="header"><a href="#">Training</a></p>
|
||
<div>
|
||
For an overview of the Enhanced Representative Availability Process (ERAP), please view the video below:
|
||
<br><br>
|
||
<a href="https://youtu.be/3PpR-K_EHmI" title="Enhanced Representative Availability Process Overview VOD" target="_blank">ERAP Overview</a><img src="images/video_erap.png" class="float-center margin-all" width="30" height="30" alt=""/>
|
||
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