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● An agency supervisor is required to attend, with the case manager and/or appeals representative encouraged to participate.
● If the customer cannot be reached by phone, the agency should send a letter advising the customer to contact the agency within seven (7) days if they wish to discuss the appeal.
● If no response is received, the formal hearing process proceeds. During the conference: ● Allow the customer to explain their concerns.
● Communicate in plain language, avoiding acronyms and technical terms.
● Do not discourage the customer from pursuing the hearing.
● If the customer chooses to withdraw the appeal, they must complete a Withdrawal of Request for Fair Hearing form. The original should be sent to OAH by mail or fax, with a copy retained in the case file and provided to the customer.
The agency must document the outcome and discussion of the pre-hearing conference in the OHEP database notes section. Hearing Packet If the customer proceeds to an OAH hearing, the local agency must prepare and send a hearing packet to the customer (and their attorney/representative, if authorized) at least six (6) days before the hearing. Failure to do so may result in a hearing postponement. The hearing packet must include: ● A Hearing Summary outlining the issue and supporting evidence.
● The Request for Fair Hearing form.
● The OAH Notice of Hearing.
Updated May 2025