I-4-1-14.Obtaining Transcriptions of Hearing Recordings
Last Update: 12/1/14 (Transmittal I-4-35)
A. Submitting Request for a Transcription
When the claim(s) file is electronic, the Office of Appellate Operations' (OAO) Court Case Preparation and Review Branch (CCPRB) staff will create a compact disc (CD) of any recording contained in the electronic folder pertaining to the final agency decision. The CD will be sent to the contracts staff for processing under the timeframes in Hearings, Appeals and Litigation Law (HALLEX) manual I-4-1-14 B below.
When a paper claim(s) file is involved, CCPRB staff will duplicate any CDs contained in the paper file that pertain to the final agency decision. The CCPRB staff will send duplicate CDs to the contracts staff for processing under the timeframes in HALLEX I-4-1-14 B below.
CCPRB staff must not postpone the request for recording transcription while awaiting the resolution of any other issues present in the court case.
B. Determining Transcription Priority
CCPRB staff requests hearing transcripts with the following priority:
If a case is due in court in 14 days or less, the delivery schedule is 1 workday. If the transcript is not received within 2 workdays, CCPRB staff will follow up with the contracts staff.
For cases due in court in 15-30 days, the delivery schedule is 5 workdays. If the transcript is not received within 6 workdays, CCPRB staff will follow up with the contracts staff.
When a case is not due in court for more than 30 days, the delivery schedule is 10 workdays. If the transcript is not received within 15 calendar days, CCPRB staff will follow up with the contracts staff.
All court remand cases are assigned a 10 workday delivery schedule unless the Commissioner must meet a court-imposed time limit.
C. Sending a Hearing Transcript Request to the Contractor
When the contracts staff receives a request for hearing transcription, a transcription diary must be entered into the Appeals Review Processing System (ARPS). The staff must separate the recordings for the various contractors, prepare an inventory list for each contractor, and route the recording to the contractor for transcription.
D. Receipt of the Hearing Transcript from the Contractor
When the contractor returns the completed hearing transcripts, the contracts staff will:
Date stamp each transcript and 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.
1. No Deficiencies in the Transcript
If there are no deficiencies in the transcript, the contracts staff will place the transcript on the shelf for pick-up by the CCPRB staff and enter the return to the CCPRB in ARPS. The contracts staff will immediately advise the CCPRBs when one and five-day transcripts are returned by the contractors due to their priority nature.
2. Deficiencies in the Transcript
If contracts staff management determines that the transcript is deficient or if the contractor submits a report indicating the recording is inaudible, then the contracts staff must:
Enter the audit information in ARPS;
Notify the appropriate CCPRB staff;
Audit the hearing;
Make appropriate changes on the transcript;
Remove the name of the contractor who prepared the transcript and sign his or her name as the auditor/transcriber, OAO HQ;
Document the defects and corrections;
Update any necessary information in ARPS; and
Place the transcript on the shelf for pick-up by the appropriate CCPRB staff.
On receipt, CCPRB staff will verify the hearing recording is inaudible. The case will be assigned to an analyst for further action, as explained in HALLEX I-4-1-25.
Pursuant to HALLEX I-4-1-53 B, a court record assistant may also refer a transcript to the contracts staff for an audit. The case will be assigned and processed as described above in HALLEX I-4-1-14 D.2.