Rehabilitation Services Chapter ALABAMA DEPARTMENT OF REHABILITATION SERVICES BUSINESS ENTERPRISE PROGRAM ADMINISTRATIVE CODE

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1 Rehabilitation Services Chapter ALABAMA DEPARTMENT OF REHABILITATION SERVICES BUSINESS ENTERPRISE PROGRAM ADMINISTRATIVE CODE CHAPTER DUE PROCESS TABLE OF CONTENTS Review - General Administrative Review Conference With The Commissioner Full Evidentiary Hearing Review - General. (1) In the event a vendor is dissatisfied with any SLA action arising from the operation or administration of his/her facility, he/she should first contact their BEP representative to attempt to resolve the dispute. If the matter remains unresolved, the vendor may request an administrative review. (2) A vendor who is dissatisfied with SLA action not directly affecting the operation or administration of his/her facility may request a conference with the commissioner. February 23, Administrative Review. The purpose of an administrative review is to provide an informal process through which a vendor has the opportunity to address and resolve disagreements, issues or SLA actions affecting the operation or administration of his/her facility. An administrative review to resolve disagreements, issues or SLA actions directly affecting the operation or administration of his/her facility is a prerequisite to a commissioner's conference. The following procedures will be utilized for an administrative review: Supp. 6/30/

2 Chapter Rehabilitation Services (a) A vendor shall request in writing, to the BEP director within 15 calendar days of the occurrence of the disputed matter, an administrative review. The request shall specify the circumstances for which an administrative review is sought. The BEP director will appoint two or more SLA staff members who have not been directly involved with the affected vendor to serve on the review team. Failure of the vendor to request an administrative review within the above time frame shall constitute a waiver of his/her right to same resulting in the action becoming final and not subject to further review. (b) The BEP director will notify the vendor of the time and place for the review. (c) vendor: An administrative review may be dismissed if the 1. withdraws the request in writing; 2. is in default for failure to appear; or 3. request is not submitted within the time frame identified in item (a) above. (d) The vendor will be informed, in writing, of the review team's decision within 15 days of the administrative review, including information regarding the next level of review. Should the SLA not respond within the required 15 days the vendor may proceed to the next level of due process. (e) A copy of the administrative review decision will be filed in the vendor's BEP file. February 23, Amended: Filed March 6, 2017; effective April 20, Conference With The Commissioner. A conference with the commissioner may be requested when a vendor is dissatisfied with an administrative review decision or is dissatisfied with SLA actions not directly affecting the operation or administration of his/her facility. A conference with the commissioner shall be non-evidentiary and not of record. Supp. 6/30/

3 Rehabilitation Services Chapter The following procedures will be utilized for a conference with the commissioner: (a) A vendor shall request, in writing, a conference with the commissioner within 15 calendar days of receipt of the administrative review decision or at anytime he/she is dissatisfied with SLA actions not directly affecting his or her facility. (b) The request shall specifically describe the matter in dispute or the alleged error committed by the review team in reaching its decision. In the case of any dispute that arises from the operation or administration of a vendor's facility, no new issue or dispute not previously addressed and/or resolved by the administrative review team shall be considered. (c) The conference with the commissioner shall be scheduled within 45 calendar days of receipt of a properly filed request. (d) The SLA shall dismiss a request for conference with the commissioner if the vendor: 1. withdraws the request in writing; 2. is in default for failure to appear; or 3. dispute is a new issue or problem not previously addressed by the administrative review team. (e) The commissioner will issue, in writing to the vendor, a final decision within 15 calendar days of the conference and inform him/her of the next level of due process. Should the SLA not respond within the required 15 calendar days the vendor may proceed to the next level of due process. February 23, Amended: Filed March 6, 2017; effective April 20, Full Evidentiary Hearing. In the event a vendor is dissatisfied with the decision of the commissioner, he/she may request a full evidentiary hearing. Generally, a conference with the commissioner is a prerequisite to a full evidentiary hearing; Supp. 6/30/

4 Chapter Rehabilitation Services however, the SLA will provide an opportunity for a full evidentiary hearing prior to taking adverse action such as suspension or termination of a vendor's license. The request for a full evidentiary hearing shall specifically identify the matter in dispute and the error(s) committed in the decision of the commissioner. No new issue or dispute may be raised which was not previously addressed in either the administrative review or the conference with the commissioner. The following procedures shall be utilized for a full evidentiary hearing: (a) A vendor must file a request for a full evidentiary hearing, in writing, within 30 days after receipt of the commissioner's decision. The request shall be presented to the ADRS commissioner personally or by certified mail, return receipt requested. (b) A vendor may represent himself/herself or be represented by his designee, at his own expense. (c) Reader services or other communication or accommodating services shall be arranged for the vendor, if requested in writing. (d) The hearing shall be held within 45 days of the request at the ADRS office in Montgomery, Alabama. The department, upon the receipt of a proper and timely request will schedule the hearing. The vendor shall be notified, in writing, of the time and date of the hearing. (e) The hearing officer shall be an impartial official, appointed by the commissioner, who has had no involvement with either the issues, the administration, or the operation of BEP. (f) The hearing officer shall conduct a full evidentiary hearing, maintain order, and make a sufficient record of the proceedings. To accomplish these ends, the hearing officer shall have the power to rule on all procedural and evidentiary matters necessary and set such schedules for the effective conduct of the hearing. (g) The hearing officer may schedule a pre-hearing conference to facilitate the clarification of disputed issues to be reviewed, the exchange of witness lists, the exchange of exhibits and objections thereto, and may address other matters that would facilitate the resolutions of the dispute. The hearing shall be open to the public unless otherwise determined by the hearing officer. Any of the parties may request a closed hearing which shall also be determined by the hearing officer. Supp. 6/30/

5 Rehabilitation Services Chapter (h) The burden of proof shall be upon the vendor to establish, by sufficient evidence, the irregularity of the decision of the commissioner. (i) The vendor and the SLA may present their position by either oral or documentary evidence, or both. Each party may submit rebuttal evidence and conduct such examination and cross-examination of witnesses. (j) All exhibits that may be introduced into evidence at the hearing shall be filed with the hearing officer and provided to the other party at least five days prior to the date of the hearing, consistent with the pre-hearing order of the hearing officer. Any party failing to exchange exhibit(s) and witness list(s) at least five days prior to the hearing shall be prohibited from introducing the exhibit(s) or offering the testimony of the witness(es), as the case may be. (k) An official authorized to take oaths shall swear all witnesses who testify. (l) At the request of either the vendor or SLA a transcript shall be made of the hearing. The SLA shall maintain the transcript. The vendor will be provided a copy of the transcript at cost. (m) The testimony, exhibits, transcript if requested, and all papers and documents admitted into evidence at the hearing shall constitute the exclusive record for decision. (n) The decision of the hearing officer shall address the principle issue(s) for review and relevant facts presented at the hearing, and the applicable provisions of law, regulation, or SLA policy. The hearing officer shall decide each issue(s). If necessary, the reason and basis for remedial action(s) are within the power of the hearing officer to resolve the matter(s) in dispute. The decision shall be rendered within 30 days after the hearing, unless an expansion of time is required. The decision shall be mailed to the vendor by certified mail and furnished to the SLA. (o) If the vendor is dissatisfied with the full evidentiary hearing decision, he/she may request that a federal arbitration panel be convened by filing a complaint with the Secretary of the United States Department of Education. Supp. 6/30/

6 Chapter Rehabilitation Services February 23, Amended: Filed March 9, 2004; effective April 13, Amended: Filed March 6, 2017; effective April 20, Supp. 6/30/