I-1-5-4. Hearing Office Processing

A. Oral Inquiries Generally

When the HO directly receives an oral litigation-related inquiry, the HO will ask the caller to submit a written inquiry and send it to the HOD, unless the inquiry relates to a pending case. If the caller objects to submitting a written inquiry, the HO may, if necessary, refer the caller to the OPPE Director at the telephone number in I-1-5-2. Regardless of whether the caller expresses an intent to submit a written inquiry or is referred to the OPPE Director, the HO will make a written report of contact containing the information listed in I-1-5-2 C. for each litigation-related inquiry and immediately furnish the written report of contact to the HOD.

The HOD will:

1. send a copy of each written report of contact and the original of any subsequent written inquiry, if any, to the OPPE Director;

2. send a copy of each written report of contact and subsequent written inquiry, if any, to the OHA Regional Office (RO) for its information; and

3. send a copy of each written report of contact and subsequent written inquiry, if any, to the Office of the Chief Administrative Law Judge (OCALJ) for its information to:

   Director, Division of Field Practices and Procedures
   Office of the Chief Administrative Law Judge
   Office of Hearings and Appeals
   5107 Leesburg Pike, Suite 1500
   Falls Church, VA 22041

B. Oral or Written Inquiries Concerning Pending Cases

When the HO receives an oral or written litigation-related inquiry that relates to a pending case, the HO will involve the HOD as outlined in A. above and the HOD will:

1. complete steps 1.and 2. as outlined in A. above (except only send a copy of any original written inquiry);

2. if circumstances warrant, telephone the OHA RO and OCALJ, to discuss the inquiry;

3. coordinate any action that the HO must take as a result of the inquiry; and

4. provide the OHA RO, OCALJ, and OPPE Director with a copy of any written response.

C. Written Referrals from DCPI

When the HO receives from DCPI a written report of contact of an oral litigation-related inquiry, as described in I-1-5-3 B., the HOD will:

1. if circumstances warrant, provide a copy of the written report of contact to the OHA RO and OCALJ for their information;

2. telephone the OPPE Director to ensure his knowledge of the DCPI referral and, if necessary, discuss the HO's proposed response, if any;

3. ensure that the HO takes timely and appropriate action as a result of the inquiry; and

4. provide the OHA RO, OCALJ, and OPPE Director with a copy of any written response.