Appendix I, Fair Hearing Case Record Filing Guide

Revision 14-1; March 31, 2014

Always file the most current material on top of the appropriate section.

Left Side of FolderRight Side of Folder

Topmost item(s) are:

  • Fair hearing tracking sheet or Form H4809, Update After Fair Hearing Data Entry Form

Topmost item(s) are:

  • Decision cover letter
  • Fair hearing decision

Use tabs to separate the remaining items:

Correspondence (most recent on top)Administrative Review (for use as needed)

Examples include, but are not limited to:

  • Emails regarding the fair hearing
  • Form H4800, Fair Hearing Request Summary; Form H4803, Notice of Hearing; Form H4804, Request and Authorization for Fair Hearing Record to Remain Open; Form H4806, Request for Another Appointment - Request to Withdraw; and Form H4807, Action Taken on Hearing Decision
  • Appellant's statement of representation
  • Appellant's postponement request

Note: If any of these documents become exhibits, label and file under Exhibits Admitted instead.

Examples include, but are not limited to:

  • Appellant's administrative review request and any accompanying documents
  • Hearings administrator email
  • Email with name of attorney assigned to review
  • Emails relating to decision and/or review
  • Recording of hearing (tape or CD)

Reopen: (for use as needed)

  • Appellant’s request to reopen appeal and any accompanying documents
Exhibits Not Admitted: (for use as needed)Exhibits Admitted:
  • Items determined irrelevant or otherwise inadmissible by the hearings officer
  • Items provided to the hearings officer, but not offered by participants
  • Duplicates of exhibits admitted
  • File exhibits in ascending numeric order