I-4-1-14.Obtaining Hearing Transcripts
Last Update: 6/26/23 (Transmittal I-4-92)
A. Submitting Request for a Transcription
Court Case Preparation and Review Branch (CCPRB) staff regularly run a report to obtain a list of the longest pending cases that need transcriptions. CCPRB staff send the report to the front office contracting officer's representative for assignment to contractors.
B. Sending a Hearing Transcript Request to the Contractor
CCPRB staff will establish a diary in the Appeals Review Processing System (ARPS). The contracting officer's representative will obtain the list of cases from the CCPRB staff and assign the cases based on the previously agreed upon number of cases by turnaround time (1-day, 5-day, 10-day).
C. Receipt of the Hearing Transcript from the Contractor
When the contractor returns the completed hearing transcripts, the contracting officer's representative will:
Enter its return into ARPS; and
Review the returned transcripts to verify proper format, correct the number of pages, and ensure there are no deficiencies that require a recording audit.
Upon receipt of the completed transcript(s), the contracting officer's representative will follow stated invoicing procedures and then forward the completed transcript(s) via email back to the appropriate CCPRB mailbox.
1. No Deficiencies in the Transcript
If there are no deficiencies in the transcript, the contracting officer's representative will send the completed transcript(s) via email to the appropriate CCPRB mailbox. The contracting officer's representative will immediately advise CCPRB staff when one-day transcripts are returned by the contractors, due to their priority nature.
2. Deficiencies in the Transcript
If the contracting officer's representative determines that the transcript is deficient (e.g., the audio recording of the hearing inadequately captured words relevant to the proceedings that are not transcribed; or the transcript contains sounds captured on the audio recording that are unrelated to the hearing and might not have been audible to the hearing participants) or if the contractor submits a report indicating the recording is inaudible or has numerous inaudible portions, then the contracting officer's representative must:
Enter the audit information in ARPS;
Notify the appropriate CCPRB staff;
Document the deficiencies and corrections;
Update any necessary information in ARPS; and
Send the completed transcript(s) via email back to the appropriate CCPRB mailbox.
On receipt, a court legal assistant will review the transcript(s) pursuant to instructions in HALLEX I-4-2-15.
If no deficiencies or inaudibles are identified on the transcript(s), the court legal assistant will add the transcript(s) to the file.
If the court legal assistant's review confirms or reveals deficiencies or inaudibles, the case will be assigned to a CCPRB analyst for further action, as explained in HALLEX I-4-1-15. If the analyst determines the transcript contains errors that can be corrected, the analyst will contact their branch chief for a case-by case assessment. (See HALLEX I-4-2-15 C).