Source: http://www.vadrs.org/frsview.asp?cid=7
Timestamp: 2016-02-05 23:57:39
Document Index: 381286369

Matched Legal Cases: ['§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 47', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361', '§ 361']

Job Seekers: DRS Policy and Procedure Manual: Chapter Details
DRS Manual
DRS Policy and Procedure Manual
Chapter 15. - APPEALS
1. Mandatory Client Notification of Right to Appeal
A. Mandatory Client Notification of Right to Appeal
A1. Mandatory Client Notification of Right to Appeal
2. Issues for Appeal
A. Issues for Appeal
A1. Issues for Appeal
3. Providing VR Services During Appeal
A. Providing VR Services During Appeal
A1. Providing VR Services During Appeal
4. Client Meeting and Case Staffing
A. Client Meeting and Case Staffing
A1. Client Meeting and Case Staffing
5. Referral to Client Assistance Program (CAP)
A. Referral to Client Assistance Program (CAP)
A1. Referral to Client Assistance Program (CAP)
6. Informal Administrative Review (IAR)
A. Informal Administrative Review (IAR)
A1. Informal Administrative Review
A. Mediator Pool
A1. Mediator Pool
B. Mediation Request
B1. Mediation Request
C. Mediation Process
C1. Mediation Process
A. Hearing Officer Pool
A1. Hearing Officer Pool
B. Hearing Request
B1. Hearing Request
C1. Hearing Process
9. Administrative Review of Hearing Decision
A. Administrative Review of Hearing Decision
A1. Administrative Review of Hearing Decision
10. State Complaint to Vendor
A. State Complaint to Vendor
A1. State Complaint to Vendor
11. No Vendors Will Accept DARS Fee
A. No Vendors Will Accept DARS Fee
A1. No Vendors Will Accept DARS Fee
[REVISED: 4/24/15] DRS shall (per 2014 Public Law 113-128, Section 413 (c) (2) (A) and (B) and 2001 Federal Regulation 34 CFR § 361.57 and 2001 Federal Regulation 34 CFR § 361.18 (e) and 2001 Federal Regulation 34 CFR § 361.43 and State Regulation 22 VAC 30-20-181) inform all clients, using appropriate modes of communication and including contact names and addresses, of the right to proceed directly to a Hearing, apply to the Client Assistance Program (CAP) for assistance, request Mediation, and request an Informal Administrative Review when: The person applies for VR services. Notice is printed on the Application RS-5a form. An ineligibility determination is made. Notice is printed on the Notice of Case Closure letters. The Individualized Plan for Employment (IPE) is developed or substantially amended. Notice is printed on the IPE signature sheet and RS-4b form. The case will be closed. Notice is printed on the Closed-Rehab and Closed-Other letters. An Informal Administrative Review is conducted. Notice is printed on the Informal Administrative Review Decision letter. The case is assigned to a priority category if the agency is operating under an Order Of Selection (see Chapter 2.2, ORDER, Policy 1). Notice is printed on the OOS Closed Categories waiting list letter. Back to Chapter Index
[ REVISED: 6/1/13] Federal law and regulation do not (per federal policy directive RSA-PD-09-03 and Federal Register, Vol. 66. No. 11, issued January 17, 2001, Page 4431) define the types of determinations or issues that can be challenged through Informal Administrative Review, Mediation, or Hearing. Examples of determinations for appeal include, but are not limited to: Applicant eligibility for VR services. Nature, contents, or scope of the Individualized Plan for Employment (IPE). Quality of counseling services, responsiveness, attentiveness, competence, etc. Failure to obtain a change of counselor can be challenged. This does not mean a change in counselor may be the best answer to a real or perceived problem or that DRS should relinquish its responsibility for essential administrative decisions regarding case assignments, caseloads, and effective use of staff time. Delivery or quality of other VR services, including usefulness, effectiveness, location, timing, and frequency. Cost of services, including DRS funding, refusal to pay for certain services, comparable benefits, fee schedule and maximum allowances, etc. Termination of a service, case closure, WWRC dismissal, etc. Back to Chapter Index
[REVISED: 4/24/15] During Mediation, Informal Administrative Review, Hearing, or Administrative Review of a Hearing decision, DRS shall not (per 2014 Public Law 113-128, Section 413 (c) (7) and 2001 Federal Regulation 34 CFR § 361.57) suspend, reduce, or terminate any VR services already being provided by DRS or WWRC or vendors, even if those services are at issue in the appeal, unless: The client requests a suspension, reduction, or termination of a service; or The service has not yet begun; or DRS or WWRC has evidence that the services have been obtained through client misrepresentation, fraud, collusion, or criminal conduct; or Services are contraindicated by new medical or psychological information obtained by DRS or WWRC (per agency mandate); or DRS or WWRC considers client behavior or actions to be a danger to the health or safety of the client or others, WWRC dismisses a client as a result of a Standards of Conduct disciplinary action, etc. (per agency mandate). If the client or DARS brings an action in court following an Administrative Review of a Hearing decision, pending review by the court DARS shall (per 2001 Federal Regulation 34 CFR § 361.57) implement the Hearing decision, including the final decision from an Administrative Review of a Hearing decision.
[REVISED: 10/1/15] For assistance with VR case and client issues, the supervisor is available to meet with the client and counselor and to staff the case with the counselor. The district manager is available to assist with issues the supervisor cannot resolve. Staff may request a policy exception.
[REVISED: 4/24/15] The client or counselor may contact the Client Assistance Program (CAP) advocates and attorneys for information about client rights and assistance in resolving issues with the VR case, and the client may apply for CAP representation during an appeal. CAP services are available at no cost (per 2001 Federal Regulation 34 CFR § 361.57) through disAbility Law Center of Virginia (dLCV), 1512 Willow Lawn Drive, Suite 100, Richmond VA 23230, (804) 225-2042 (Voice and TTY), or toll free 1-800-552-3962 (Voice and TTY).
[REVISED: 10/1/15] Within 60 calendar days (per agency mandate) of a DRS determination or most recent DRS-client communication regarding a client issue, the client or counselor may ask the supervisor, verbally or in writing, to conduct an Informal Administrative Review (IAR) of a counselor determination. If the determination was rendered to the client by the supervisor, the client or supervisor may ask the district manager to conduct the IAR. If the district manager made the decision or participated in the decision, the request may be made to the DRS Director. Within ten (10) business days (per agency mandate) after receiving the IAR request, staff conducting the IAR shall render a written decision to the client and counselor that includes: who requested the IAR and date, the issue addressed, the decision reached, the rationale (including any relevant laws, regulations, and DRS policy and procedure), and (per 2014 Public Law 113-128, Section 413 (c) (2) and 2001 Federal Regulation 34 CFR § 361.57) the right to proceed directly to a Hearing, apply to CAP for assistance, and request Mediation. The IAR Decision Letter in AWARE may be used. While the IAR is pending staff may request a policy exception that would resolve the issue. The deadline may be extended with client approval. The IAR decision shall become part of the VR case record.
[REVISED: 4/24/15] The VR appeals coordinator shall maintain a list of Supreme Court of Virginia certified mediators who meet federal qualification requirements (per 2014 Public Law 113-128, Section 413 (c) (4) (C) and 2001 Federal Regulation 34 CFR § 361.57 and 2001 Federal Regulation 34 CFR § 361.5(b)(43)): Is not a public employee (other than administrative law judge, Hearing examiner, state office of mediators, or institution of higher education). A mediator is not considered to be a DARS employee solely by being paid for Mediation services; Is not a member of the DARS State Rehabilitation Council; Has not been involved in the vocational rehabilitation of the client; Is knowledgeable about the VR program and laws and regulations and policies; Has been trained in effective mediation techniques consistent with any state-approved or –recognized certification, licensing, registration, or other requirements. Supreme Court of Virginia certified mediators meet this requirement; and Has no personal or professional or financial interest that would conflict with objectivity. Back to Chapter Index
[REVISED: 10/1/15] Mediation supplements, not replaces, counselor and management role in resolving VR case issues. The client and district manager may consider Mediation when i) a Hearing is pending (per 2014 Public Law 113-128, Section 413 (c) (4) (A) and 2001 Federal Regulation 34 CFR § 361.57) or ii) the issue (per agency mandate) has risen within the past 60 calendar days through the supervisor or from an Informal Administrative Review (IAR) decision. Mediation is (per 2014 Public Law 113-128, Section 413 (c) (4) (B) (i)) voluntary. It shall not (per 2014 Public Law 113-128, Section 413 (c) (4) (B) (ii) and 2001 Federal Regulation 34 CFR § 361.57) be used to deny or delay a Hearing unless the client and district manager agree in writing to a specific extension of the Hearing deadline. While Mediation is pending, staff may request a policy exception that would resolve the issue. Non-negotiable decisions are usually not appropriate for Mediation. With client agreement, the district manager sends the Mediation Request and Confidentiality form (RS-8) to the VR appeals coordinator to initiate the process. If the district manager turns down a client Mediation request, the client must be notified of the right to proceed directly to a Hearing and to apply to CAP for assistance and should be notified of other avenues to resolve issues.
[REVISED: 10/1/15] Mediator Selection. The district manager shall select the lowest cost (per Chapter 14.1, PURCHASING, Policy 6) mediator from the list provided by the VR appeals coordinator, unless a higher cost is justified (such as lowest cost vendor cannot schedule a timely meeting, rotating among vendors with same fee, etc.) Representation During Mediation. The mediator shall (per 2014 Public Law 113-128, Section 413 (c) (3) (B) and 2001 Federal Regulation 34 CFR § 361.57) allow the client and DRS staff an opportunity to be represented by an attorney or other advocate. The client shall be responsible for client representation costs and shall have the opportunity to apply for CAP assistance (see Policy 5: Section A of this chapter). A legally incompetent client must bring a legal guardian to the Mediation. Transportation Costs for Mediation. Subject to DRS Transportation and PAS policies, the counselor may reimburse the client, but not others, for transportation costs to and from the Mediation session. Mediator Costs. DRS shall (per 2014 Public Law 113-128, Section 413 (c) (4) (D) and 2001 Federal Regulation 34 CFR § 361.57 pay the mediator costs. The DRS local office establishes the mediator as a vendor and processes the mediator invoice for payment. ADA Costs for Mediation. The client has the right to request and receive reasonable accommodations regarding accessibility under P.L. 101-336 Americans with Disabilities Act of 1990 paid by DRS. Scheduling Mediation. The mediator shall (per 2014 Public Law 113-128, Section 102 (c) (4) (E) and 2001 Federal Regulation 34 CFR § 361.57) manage the Mediation process and arrange the date and location of the Mediation meeting that is convenient to the participants. Confidentiality During Mediation. The participants shall be required to sign a confidentiality pledge. Notes and discussions, but not threats of bodily harm to self or others, during the Mediation session shall (per 2014 Public Law 113-128, Section 102 (c) (4) (G) and 2001 Federal Regulation 34 CFR § 361.57) be confidential and may not be used as evidence in any subsequent Hearing or civil proceeding. Evidence During Mediation. Participants may (per 2014 Public Law 113-128, Section 413 (c) (3) (A) and 2001 Federal Regulation 34 CFR § 361.57) present evidence and other information that supports their position. The client may ask the counselor for one (1) free copy of the VR case record, subject to policy in Chapter 1.1, CONFIDENTIALITY, Policy 3. Written Mediation Agreement. Any agreement reached by the parties to the dispute in the Mediation process shall (per 2014 Public Law 113-128, Section 102 (c) (4) (F) be set forth in a written mediation agreement. The Mediation agreement shall (per agency mandate) require district manager or supervisor pre-approval. A Mediation agreement is valid when (per 2001 Federal Regulation 34 CFR § 361.57) it is signed by the client and DRS, and is consistent with federal and state laws and regulations and DRS policy and procedure. The agreement (per 2001 Federal Regulation 34 CFR § 361.57) shall become part of the VR case record with a copy to the client, and it may be used as evidence in a Hearing and civil proceeding. It is not a contract. However, the client and staff are expected to adhere to it, and problems with compliance shall be handled through any of the established channels to resolve client issues or to close the case. Terminating Mediation. The mediator or a participant may (per 2001 Federal Regulation 34 CFR § 361.57) terminate Mediation at any time, and the client or district manager may request a Hearing on the client issue. Back to Chapter Index
[REVISED: 4/24/15] The VR appeals coordinator shall maintain a list of hearing officers who are a notary public as required by Virginia law (per § 47.1-12 of the Code of Virginia) to administer the oath to witnesses and (per 2014 Public Law 113-128, Section 413 (c) (5) (B) and 2001 Federal Regulation 34 CFR § 361.57 and State Regulation 22 VAC 30-20-181) are jointly selected by the State Rehabilitation Council and DARS Commissioner and meet (per 2014 Public Law 113-128, Section 404 (16) and 2001 Federal Regulation 34 CFR § 361.57) federal qualification requirements: Is not an employee of a public agency (other than an administrative law judge, Hearing examiner, or employee of an institution of higher education). An individual is not considered to be an employee of a public agency solely because the individual is paid by the agency to serve as a hearing officer; Is not a member of the DARS State Rehabilitation Council; Has not been involved previously in the vocational rehabilitation of the VR client; Has knowledge of the delivery of VR services, the State Plan, and the federal and state regulations governing the provision of services; Has received training with respect to the performance of official duties; and Has no personal, professional, or financial interest that would be in conflict with the objectivity of the hearing officer. Back to Chapter Index
[REVISED: 6/1/13] DARS Hearing Request. Within 60 calendar days (per agency mandate) after Mediation is terminated without a valid agreement, the regional director may (per 2001 Federal Regulation 34 CFR § 361.57) request a Hearing on the issues. Client Hearing Request. The DRS local office or VR appeals coordinator must receive the signed written request for a Hearing within 60 calendar days (per agency mandate) after the most recent DRS-client communication regarding the issue, date of DRS decision affecting the VR case, Informal Administrative Review decision date, or Mediation refusal to meet/written agreement/termination date. The request may be on the Request For Hearing form (RS-9) and must include the issue, desired resolution, dates available for the Hearing, any ADA accommodation requested, contact information, and client informed written consent for DRS to provide the hearing officer with client contact and other VR case information as exhibits and testimony. Hearing Request Acknowledgement. Staff receiving a written Hearing request shall (per agency mandate) immediately forward it to the VR appeals coordinator in the Policy and Planning Division for processing. The VR appeals coordinator shall (per agency mandate) send the client a Hearing request acknowledgement, Hearing process explanation, and Client Assistance Program (CAP) information, with a copy to appropriate DRS staff. Back to Chapter Index
[REVISED: 4/24/15] Hearing Officer Selection. The VR appeals coordinator shall provide the randomly (per 2014 Public Law 113-128, Section 413 (c) (5) (C) (i) and 2001 Federal Regulation 34 CFR § 361.57) selected hearing officer with the Hearing request, acknowledgment letter, Hearing deadline and location, and client and regional director contact information. Hearing Officer Disqualification. The client or regional director may ask the hearing officer to disqualify him- or herself from a case. The hearing officer must disqualify him- or herself when the hearing officer believes he or she cannot conduct an impartial Hearing. The VR appeals coordinator shall then randomly select another hearing officer and the Hearing process shall begin anew. Representation During Hearing. The hearing officer shall (per 2014 Public Law 113-128, Section 413 (c) (3) (B) and 2001 Federal Regulation 34 CFR § 361.57) allow the client and DRS to be represented by counsel or other advocate during the Hearing process and the client to apply for Client Assistance Program (CAP) assistance (See Policy 5: Section A1 of this chapter). The client shall be responsible for any costs associated with client representation. Transportation Costs For Hearings. Subject to DRS Transportation and PAS policies, the counselor may reimburse the client, but not others, for transportation costs to and from the Hearing. Hearing Officer Costs. DARS shall (per 2001 Federal Regulation 34 CFR § 361.57) pay the hearing officer costs. The hearing officer is hired on state contract and the VR appeals coordinator processes the hearing officer invoice for payment using Central Office funds. ADA Costs for Hearing. The client has the right to request and receive reasonable accommodations regarding accessibility under P.L. 101-336 Americans with Disabilities Act of 1990 paid by DRS. Communicating With Hearing Officer. Substantive issues shall not be discussed with the hearing officer off the record, or outside the Hearing, or without the other party being present. All communication to and from the hearing officer must (per agency mandate) be in writing and the hearing officer shall ensure the other party receives a copy. Scheduling pre-Hearing conferences and Hearings is not a substantive issue. Hearing Held at DRS office or WWRC. The Hearing shall (per agency mandate) be held at the DRS (or WWRC) office serving the client, and the regional director shall ensure space is reserved for the Hearing. The hearing officer may change the location for good cause upon request by the client or regional director. Written Notice of Scheduled Hearing. Within 10 calendar days (per agency mandate) after accepting the case, the hearing officer shall notify the client and regional director in writing of the Hearing date, time, place, and rights, with a copy to the VR appeals coordinator. The client and DARS have the right (per 2001 Federal Regulation 34 CFR § 361.57 and State Regulation 22 VAC 30-20-181) to be present at the Hearing. 60-Day Hearing Deadline and Postponement While the Hearing is pending, the client and regional director may try Mediation (See Policy 7: Section B1 of this chapter) or meet to resolve the issue, or the regional director may request a policy exception that would resolve the issue. The Hearing officer shall (per 2001 Federal Regulation 34 CFR § 361.57 and State Regulation 22 VAC 30-20-181) ensure a Hearing is conducted within 60 calendar days after the date any DRS office (or VR appeals coordinator directly) receives the signed written request unless: the client withdraws the Hearing request in writing, the client and regional director agree to a specific extension of time, or (per agency mandate) the hearing officer grants a postponement request that will clearly advance the fair presentation or resolution of the issues. Specific extension of time may be a date or number of days after an event. Pre-Hearing Conference. The hearing officer, client, or regional director may request a pre-Hearing conference to clarify client issues to be addressed at the Hearing or take care of any procedural matters. Procedural matters include scheduling, moving or postponing the Hearing; Hearing On The Written Record; Hearing open to the public; witness and exhibit lists concerns; logistical considerations; and hearing officer disqualification. The hearing officer determines the means (face-to-face, conference call, etc.), schedules, and presides over the pre-Hearing conference. Both parties and their representative must be included. Within 10 calendar days, the hearing officer shall (per agency mandate) document the outcome of the pre-Hearing conference in writing to the participants with a copy to the VR appeals coordinator. Pre-Hearing VR Case Record Review Subject to Chapter 1.1, CONFIDENTIALITY, Policy 1, Section A3, the hearing officer shall (per agency mandate) ensure the client and regional director have an opportunity to review the VR case record before the Hearing. The client may ask the counselor for one (1) free copy of the VR case record. Exhibit and Witness List. Before the Hearing date, the hearing officer shall (per agency mandate) request a list of the proposed exhibits and witnesses from the regional director and client, and rule on any concerns the client or regional director raises. The lists should include all exhibits and witnesses (including the client) relevant to the Hearing issue(s), even if listed by the other party because the other party may decide not to use them at the Hearing. The exhibit lists should identify specific documents and include author and date for reports, case notes, communications, etc. Exhibits. Exhibits may be submitted before or during (bring two copies) the Hearing. Post-Hearing submissions are accepted at hearing officer discretion. Exhibits may include, but are not limited to: VR forms, AWARE screens, purchase authorizations and cancelations and payment approvals, reports, communications including e-mails and letters, counseling and guidance and other case notes, policy, federal and state laws and regulations, federal policy guidance, etc. It is not necessary to submit the entire VR case record. Witnesses. The client shall (per agency mandate) be responsible for any costs associated with client witnesses other than current DARS employees. Because the hearing officer cannot subpoena witnesses, the regional director shall arrange for the presence of all current staff who are on the DARS or client witness list, or requested to be present by the hearing officer. Cancelling the Hearing Request. The client may cancel the Hearing by (per agency mandate) sending a written request to the hearing officer. The hearing officer dismissal shall (per agency mandate) be in writing to the client and regional director with a copy to the VR appeals coordinator. Closed Hearing. All Hearings shall (per agency mandate) be closed to everyone other than the participants and witnesses unless the hearing officer grants a client request for a Hearing open to members of the public. The hearing officer shall determine who from the public may be present. Testimony and Evidence. The hearing officer does not (per 2001 Federal Regulation 34 CFR § 361.57) have authority to settle cases. The hearing officer shall preside over the Hearing; ask if the client wishes to precede or follow DRS in presentation order; allow the client and DRS to make brief opening and closing statements, (per 2014 Public Law 113-128, Section 413 (c) (3) (A)) examine and cross-examine witnesses, and submit and refute written evidence. All testimony shall be given under oath administered by the hearing officer. Hearsay evidence is admissible at the discretion of the hearing officer. The hearing officer may question witnesses; exclude irrelevant, immaterial, insubstantial, privileged, or repetitive evidence; and introduce any regulation, law, policy directive, or other material believed to be relevant not otherwise presented by the client or DARS staff. The client and regional director do not have the right to submit evidence after the Hearing is adjourned unless requested by the hearing officer. The hearing officer may re-open the Hearing to hear additional witness testimony and allow for examination or cross examination of the witness. Verbatim Recording of Hearing. The hearing officer shall (per agency mandate) ensure an accurate verbatim audio recording is made of the Hearing and provide it to the VR appeals coordinator after the Hearing decision is issued. The regional director shall (per agency mandate) provide staff to operate the recording equipment. The VR appeals coordinator shall maintain the verbatim record for 5 years (per DARS records retention schedule with the Library of Virginia). The client may receive one (1) free copy of the verbatim recording to be provided in a format determined by DARS and ADA compliant. No Show and Case Dismissal. The hearing officer is empowered (per agency mandate) to dismiss the case if the client and client representative fail to appear at the scheduled Hearing, the hearing officer sends a written notice to show cause, and the client does not show good cause that satisfies the hearing officer. Hearing On The Written Record Format. A Hearing On The Written Record is a review of the written evidence by the hearing officer without in-person testimony. The client or regional director may (per agency mandate) request a Hearing On The Written Record in writing or during the pre-Hearing conference. The hearing officer may grant the request when the hearing officer believes that it will not impede a full examination of the issue(s). The hearing officer shall provide at least a 10 working-day deadline for the party requesting the written record format to submit written evidence and 10 working-day deadline for the other party to submit a written rebuttal, and shall ensure the other party receives a copy of all submissions. To facilitate a fair presentation of the issues, the hearing officer may ask the parties to submit additional written evidence of a specified nature. If the Hearing On The Written Record process is not conducive to a full examination of the issue(s), the hearing officer may discontinue the review and schedule a Hearing. Hearing Decision. The hearing office shall have authority to render a written decision and (per 2014 Public Law 113-128, Section 413 (c) (5) (A) required action regarding the client vocational rehabilitation services. The hearing officer shall (per 2001 Federal Regulation 34 CFR § 361.57) issue a written decision to the client and DARS commissioner within 30 calendar days after the Hearing. For a Hearing On The Written Record, the hearing officer shall render the written decision within 90 calendar days of the date the DRS local office (or VR appeals coordinator directly) received the written Hearing request. The decision shall (per 2001 Federal Regulation 34 CFR § 361.57) become part of the VR case record. The decision shall include the client and DARS right within (per 2014 Public Law 113-128, Section 413 (c) (5) (E) and 2001 Federal Regulation 34 CFR § 361.57) 20 calendar days to request in writing an Administrative Review of a Hearing decision (See Policy 9: Section A1 of this chapter). A Hearing decision is final and DRS shall implement it within 30 calendar days after the decision date (per agency mandate), unless the client or regional director requests an Administrative Review of a Hearing decision. Distribution of Hearing Decision. The VR appeals coordinator shall send a redacted copy of the decision to (per 2014 Public Law 113-128, Section 412 (a) (21) (A) (ii) (IV) (cc)) the State Rehabilitation Council, to (per 2001 Federal Regulation 34 CFR § 361.57 (k)) RSA attached to the RSA-722 annual appeals report, and to (per agency mandate) the other hearing officers. Back to Chapter Index
[REVISED: 4/24/15] Request for Administrative Review of Hearing Decision Within 20 calendar days after the Hearing decision date (per 2014 Public Law 113-128, Section 413 (c) (5) (E) and 2001 Federal Regulation 34 CFR § 361.57), the client or regional director may request an Administrative Review of the Hearing decision. The review is a paper review by (per 2014 Public Law 113-128, Section 413 (c) (5) (D) (ii)) a designated official from the Office of the Governor. The request must (per agency mandate): Be written, State the specific decision(s) of the hearing officer to be reviewed and may include (per 2014 Public Law 113-128, Section 413 (c) (5) (F) (i)) additional information/evidence supporting the request. It is not necessary to submit the Hearing exhibits, Not include new issues, and Be submitted to the VR appeals coordinator who will forward it and notice of the rebuttal and decision deadline to the reviewing official and the other party, and provide the reviewing official a copy of the Hearing decision and exhibits. Rebuttal. The party not requesting the Administrative Review of a Hearing decision may submit a written rebuttal, which may (per 2014 Public Law 113-128, Section 413 (c) (5) (F) (i)) include additional information/evidence, within (per agency mandate) ten (10) calendar days to the VR appeals coordinator to be forwarded to the reviewing official and other party. Standards of Review for Administrative Review of a Hearing Decision. The reviewing official shall make an independent, final decision and shall not (per 2014 Public Law 113-128, Section 413 (c) (5) (F) (iv)) and 2001 Federal Regulation 34 CFR § 361.57) delegate the responsibility for making the decision to any DARS staff. The reviewing official shall (per 2014 Public Law 113-128, Section 413 (c) (5)) and 2001 Federal Regulation 34 CFR § 361.57) provide the client and DARS an opportunity to submit additional written evidence and information relevant to the final decision. The reviewing official shall (per 2001 Federal Regulation 34 CFR § 361.57) review the entire Hearing record (decision and exhibits), and ensure that the Hearing decision complies with the approved DARS state plan, the Rehabilitation Act of 1973 as amended in 1998, federal vocational rehabilitation regulations, state law and regulations, and agency policies and procedures which are consistent with federal requirements, and the U.S. and Virginia Constitutions. The review will consider all relevant issues of fact, law and written procedures. If the review issue involves questions of federal or state law, regulation or procedures, the reviewing official may consult with appropriate federal officials and the Virginia Office of the Attorney General and consider their interpretations. Within 30 calendar days after receiving the request (per 2001 Federal Regulation 34 CFR § 361.57), the reviewing official shall send a written decision and the statutory, regulatory or policy grounds for the decision to the client and DARS commissioner, with a copy to the VR appeals coordinator to be forwarded to the regional director, counselor, and supervisor for implementation. The decision shall become part of the VR case record. The reviewing official may affirm, modify or reverse the Hearing decision in whole or in part or refer/remand the case back to the hearing officer for further proceedings. The reviewing official shall not (per 2014 Public Law 113-128, Section 413 (c) (5) (F) (ii) and 2001 Federal Regulation 34 CFR § 361.57) overturn or modify a Hearing decision, or part of a Hearing decision, that supports the client position, unless concluding, based on clear and convincing evidence, that the Hearing decision is clearly erroneous on the basis of being contrary to the approved DRS state plan, the Rehabilitation Act of 1973 as amended in 2014, federal vocational rehabilitation regulations, or state regulations or agency policies which are consistent with federal requirements. The reviewing official may reverse or remand it when finding the Hearing decision to be: i. In violation of constitutional, statutory, regulatory, or written policy provisions; or ii. In excess of the statutory authority of the agency; or iii. Made upon unlawful procedures; or iv Affected by other errors of law, regulation, or written policy; or v. Not reasonably supported by the evidence; or vi. Arbitrary, capricious, or characterized by abuse of, or clearly unwarranted, exercise of discretion. Implementing Reviewing Official Decision. Within 30 calendar days (unless the decision specified another time frame) after the reviewing official issues the Administrative Review decision, DARS shall (per 2014 Public Law 113-128, Section 413 (c) (5) (I)) implement the decision, regardless of whether the client or DARS files a civil action. Distribution of Reviewing Official Decision. The VR appeals coordinator shall send a redacted copy of the reviewing official Administrative Review decision to the State Rehabilitation Council (per 2014 Public Law 113-128, Section 412 (a) (21) (A) (ii) (IV) (cc)), to RSA (per 2001 Federal Regulation 34 CFR § 361.57 (k)) attached to the RSA-722 annual appeals report, and to (per agency mandate) the other hearing officers. Back to Chapter Index
[REVISED: 6/1/13] See Chapter 14.4, VENDORS, Policy 5, Section A1.
[REVISED: 6/1/13] See Chapter 14.1, PURCHASING, Policy 1, Procedures to Authorize VR Services for Consumers, Section A1 (g).