Non-Automatic Hearing Process

• Files a written request for a Fair Hearing.

• Receives Fair Hearing request.
• Creates a case file with program, case details, and case members.
• Enters request in GA Fair Hearing log.
• Makes entries in the Maintain Filing Information for County Hearings Subsystem in CalWIN.
• Forwards case file to Appeals Supervisor.

• Receives case file from Appeals Clerk.
• Schedules the next available non-automatic hearing within the next 30 days. (not to exceed 60 days).
• Completes the "Non-automatic Hearing Appointment Slip” (GA 1123) and attaches to the case file.
• Assigns and forwards the case file with GA 1123 to the AO.
• Enters data in the GA-Fair Hearing log, including hearing, assignment information and appointment date.

• Receives case file from Appeals Supervisor
• Reviews case to determine Aid Paid Pending (APP) and hearing issue.
• Note: If APP is granted, a request is sent to clerical to create a TMT for APP process at the GA office.
• If this is a:
  • County error:
    • Requests clerical to create a TMT for correction of the error at GA office. Refer to Common Place Handbook [“Compliance Request and Escalation Process,” page 37-23]
    • Contacts client to discuss the case and offer Conditional Withdrawal. If client: 
      • Accepts Conditional Withdrawal:
        • Sends GA 21 to client.
        • Documents in Maintain Filing Information for County Hearings Subsystem in CalWIN.
        • Submits all documents for IDM.
      • Does NOT accept Conditional Withdrawal:
        • Schedules a hearing date.
        • Prepares Position Statement.
        • Sends a copy of the Position Statement to clerical on the hearing date.
  • NOT a county error:.
    • Contacts the client to discuss the case and offer withdrawal. If client:
      • Accepts withdrawal:
        • Sends GA 21 to client.
        • Documents in Maintain Filing Information for County Hearings Subsystem in CalWIN.
        • Submits all documents for IDM.
      • Does NOT accept the withdrawal:
        • Prepares Position Statement.
        • Mails the scheduled hearing appointment (Refers to GA hearing log for appointment date).
        • Sends a copy of the Position Statement to clerical on the hearing date.

• Appears for Hearing appointment.

• Checks-in client on Hearing Appointment list.
• Receives Position Statement from AO on the day of the scheduled hearing.
• Prepares copies of Position Statement for client and Hearing Officer.
• Gives client a Hearing ticket.
• Distributes materials to AO and client and original to hearing Officer.

• Greets and escorts the client to the Hearing Room.

• Conducts the Hearing and returns the Position Statement and Notice of Hearing Decision (GA 3300) to the AO.
• Makes a decision within 10 days.

• Receives the GA 3300 from Hearing Officer.
• Updates County Hearings window in CalWIN.
• Requests for clerical to create a TMT request for District Office to make appropriate corrections on granted hearings.
• Sends client the original Decision Statement document.
• Submits all documents/forms to the Appeals clerk for IDM processing.

NOTE: The client may request for an Administrative Review upon receipt of the Notice of Hearing Decision. See: Administrative Review by Director. 

• Does not appear to the scheduled Hearing.

• Collects the “Appeals Position Statement and Notice of Hearing Decision” (GA 3300) from clerical.
• Forwards the GA 3300s to the Hearing Officer for decision.

• Completes the GA 3300 for all no shows and returns these to the Appeals AO.

• Receives the GA 3300s from Hearing Officer and forwards to clerical.

• Receives the GA 3300s from the AO.
• Sends the GA 3300 to the client and submits all documents for IDM processing.

NOTE: The client may request for an Administrative Review upon receipt of Notice of Hearing Decision. See: Administrative Review by Director.