Automatic Hearing Process

• Fails without good cause to comply with VS requirements.

NOTE: On the first working day of the following month, the Vocational Services (VS) department generates a non-compliance list from VSAS.

• Reviews cases in the non-compliance list.
• If the non compliance is: 
  • Invalid:
    • Updates the Hearing disposition in VSAS to “H3 - Discontinuance and Sanction are reversed. Action Corrected.” Refer to VSAS - County Hearings Disposition Codes for important information.
    • If non-compliance is questionable, prior to canceling the hearing, follows the steps below:
      • Emails the last Employment Counselor (EC) in record and copies the VS Supervisor and Lead(s) to clarify any confusion. The email Subject Line must read “Urgent Administrative Error Review.” The first sentence in the email must read “Please respond within 24 hours.”
      • If an agreement between AO and EC is not reached, follows the escalation process (EC Supervisor - Appeals Supervisor).
    • Ensures that the client is scheduled for a VS appointment.
    • If an appointment has:
      • Been scheduled:
        • Reprints the appointment letter and mails it to client
      • Not been scheduled:
        • Contacts the VS lead to request that an appointment be scheduled and be sent to the client.
  • Valid:
    • Mails the Notice of Proposed Action/Hearing Appointment (GA 239) to the client.
    • Generates an “Appeals Position Statement and Notice of Hearing Decision” (GA 3300) after NOA review.
    • Returns valid Position Statement to Appeals Clerk, on the day of the scheduled hearing.

• Receives a Notice of Proposed Action/Hearing Appointment (GA 239) with information on the Automatic Hearing appointment; date, time, and location.
• Appears to the scheduled hearing appointment.

• Receives valid GA 3300 from AO and prepares copies for the client and the Hearing Officer, on the day of the scheduled hearing.
• Checks-in client on Hearing Appointment list.
• Distributes materials to AO and client, and the original to Hearing Officer.
• Provides client a Hearing Ticket.

• Greets and escorts the client to the Hearing Room.

• Conducts the Hearing.
• Completes the GA 3300 with his/her decision and returns it to the AO.

• Receives the GA 3300 from Hearing Officer and follows the steps below:
• If decision is to:
  • Reverse county’s proposed action:
    • Makes appropriate entries in VSAS, see and contacts the VS lead(s) to request that a VS appointment be scheduled and be sent to the client.

    • Note: If a future VS appointment is already scheduled in VSAS, re-prints the appointment letter and provides it to the client.

  • Upheld county’s proposed action:
    • Enters disposition code in VSAS.

    • Important: Disposition codes MUST be entered in VSAS no later than 12:00 PM on the Hearing date.

    • Note: VSAS data (disposition codes) is pulled by Information System on the Hearing date, after conclusion of the scheduled hearings. This data is used by CalWIN to complete automatic entries in the Display Sanction/POI/Penalty Detail. With these entries the claimant’s GA benefits will be sanctioned and/or discontinued. Failure to enter the disposition codes timely will affect the automated sanction process. Refer to Client No Show for Automatic Hearing below. 

• Forwards all documents/forms to the Appeals Clerk.

Note: The client may request for an Administrative Review upon receipt of Position Statement.

• Forwards a copy of the GA 3300 to the client and all documents to IDM.