CT Process


Complete the following actions when the hearing request is received:

  • Date stamp the written hearing request on the date received.
  • Forward the written hearing request to the OLCRAH.  Include the following requestor information on a separate paper if not included in the hearing request:
    • Name 
    • Address
    • Individual identification number
  • Provide a postmarked envelope, when appropriate.
  • Review the case record and the actions at issue:  
    • If the review determines changes are required:
      • make the required changes,
      • notify the EDG of the change, 
      • ask if they wish to proceed to the agency conference or fair hearing, 
      • advise the EDG to submit a written withdrawal if they don’t wish to proceed with an agency conference or fair hearing, and
    • If the review determines the changes can’t be made: 
      • explain the actions at issue will not be completed, 
      • ask if they wish to proceed to the agency conference or fair hearing, and
      • advise the individual they can submit a written withdrawal if they are satisfied with the explanation and actions. 

Note:  Fax or call OLCRAH if you receive a written withdrawal.  

  • Prepare a written summary including the following information:
    • A brief summary of the case situation.
    • All relevant facts about the issue.
    • The policy citations for the agency’s actions.
    • Your name and phone number.
    • Copies of all relevant information, documents, notices, and ImpaCT screens.
  • Submit the summary to your Supervisor for review and approval by the Operations Manager.
  • Send the EDG, their authorized representative (if applicable), and OLCRAH a copy of the summary and exhibits no later than 5-working days before the scheduled hearing date.
  • Offer an agency conference to the EDG/authorized representative to discuss the agency’s actions.
  • Advise OLCRAH immediately: 
    • if an expedited hearing is needed, or
    • when there are changes to the EDG’s/representative’s circumstances.

Agency Conference

7 CFR § 273.15(d)(1)


Agency conferences are held at the local level to discuss the issue prior to a fair hearing.  The agency conference is scheduled within 2-working days from the date of the hearing request.  

Note:  The EDG has the right to refuse the agency conference, or schedule the conference later.


Agency conferences are not mandatory.  The EDG can have an agency conference and a fair hearing.  Enter case notes if the EDG chooses not to have an agency conference.


The Supervisor completes an agency conference by reviewing the issue with the EDG/authorized representative and tries to come to an agreement on the action taken.  The EDG can proceed to a fair hearing regardless of the outcome of the agency conference.  

Expedited Service Denial Conference Timeframes

7 CFR § 273.15(d)(2)


EDGs disagreeing with a denial of expedited service will have an opportunity for a conference within 2-working days of the day the objection is made.  

Note:  The EDG has the right to schedule the conference later.