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1. Clearly explain the basis for questioned decisions or actions to DEAP applicant/client; 2. Explain his/her rights and the Fair Hearing proceedings to the applicant/client; 3. Provide the necessary forms and explain to the applicant/client how to file his appeal, and, if necessary, how to fill out the forms; and 4. Advise the applicant/client that he may be represented by an attorney, relative, friend or other spokesperson and explain that he may contact his local bar association to locate the legal services available in the county. E. Procedures relating to the method of appeal will be as follows: 1. A hearing request must be made to the agency which notified the applicant/client of its decision or action. When an appeal is taken, the appeal letter and proposed action must be forwarded to the OCS Administrator with a copy to the LIHEAP Program Manager. 2. A request for a hearing must be made in writing. Appeals must specify the action appealed from and must be signed by the applicant/client. 3. If an oral request for a hearing is made, the agency which receives the request will give the applicant/client the appropriate form to complete and submit. 4. Every appeal must bear the signature of the applicant/client. 5. All appeals must be made to the contractor agency which notified the applicant/client of its decision or action. The agency which receives the request will date stamp the appeal upon receipt and forward it to the OCS Administrator within 3 working days. F. Agency staff responsibility upon receipt of a hearing request will be as follows: 1. When the contractor agency receives a request for a hearing, regardless of form, it will date stamp it upon receipt and review the complaint of the appellant to ascertain that the decision in question is in accordance with programmatic regulations and policies and to determine what additional steps, if any, should be taken to resolve the issue without a hearing. 2. The contractor agency shall offer the appellant the opportunity for an agency conference to resolve the appeal if possible.