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61 wherever the dispute can be resolved by scrutiny of documents and/or thorough investigation. (f) The social services agency must hold agency conferences when such conference is requested as provided for in 18 NYCRR 358-3.8. The conference may not be used to inhibit the appellant's right to a fair hearing. Agency conferences must be scheduled before the date of the fair hearing. If the appellant is contesting a denial of expedited participation in the SNAP, the conference must be scheduled within two business days of the conference request, unless the appellant requests a later date. (g) The social services agency must bring the necessary information and documentation to any agency conference, including a telephone conference, to explain the reason for the agency determination and to provide a meaningful opportunity to resolve the problem. (h) Except for telephone agency conferences approved pursuant to subdivision (i) of this section, a representative of the social services agency must appear with the case record at the agency conference. Such representative must have reviewed the case and must have the authority to make binding decisions on behalf of the social services agency, including the authority to withdraw the intended action. (i) Social services agencies may provide telephone conferences upon prior approval of OAH. The OAH may approve such requests in its discretion, where holding an in-person conference is not feasible. (j) The social services agency must send copies of all correspondence relating to the conference and fair hearing to the authorized representative of the appellant. 18 NYCRR 358-4.3 Responsibilities and rights in the fair hearing process. (a) The social services agency must provide complete copies of its documentary evidence to the hearing officer at the fair hearing and also to the appellant or appellant's authorized representative, where such documents were not provided previously to the appellant or appellant's authorized representative in accordance with 18 NYCRR 358-3.7 and 18 NYCRR 358-4.2(c). Such documents must be provided without charge. (b) Except as provided in subdivision (c) of this section, a representative of the social services agency must appear at the hearing along with the case record and a written summary of the case. Such representative must: 1. have reviewed the case; and 2. be prepared to present evidence in support of the action, including: i. the case number; ii. the applicable category or categories or type of public assistance or care, medical assistance, SNAP benefits or services involved; iii. the names, addresses, relationships and ages of persons affected; iv. the determination regarding which the hearing request was made;