DWD 75.02DWD 75.02 Applicability. This chapter applies to the department, applicants, eligible individuals, and representatives of applicants or eligible individuals. An applicant or eligible individual who is dissatisfied with a determination of ineligibility or any determination made by personnel of the division that affects the provision of vocational rehabilitation services under the act, or a decision issued by a hearing officer that affects the provisions of vocational rehabilitation services, may request a timely review of that determination or decision. DWD 75.03DWD 75.03 Definitions. In this chapter: DWD 75.03(2)(2) “Administrator” means the administrator of the division. DWD 75.03(2m)(2m) “Administrator’s representative” means an employee of the department designated by the administrator to represent the department at each hearing. DWD 75.03(3)(3) “Appeal” means a request for relief filed with the division by the applicant or eligible individual based on the determination of ineligibility or the determination affecting the provision of services issued by the division. DWD 75.03(3m)(3m) “Contract administrator” means an employee of the department responsible for administering the contracts with the hearing officer. DWD 75.03(5)(5) “Department” means the Wisconsin department of workforce development. DWD 75.03(5r)(5r) “Determination of ineligibility” means a determination issued by the department to an individual who applies for vocational rehabilitation services and is determined not to be eligible for the services; or a decision issued by the department to an eligible individual receiving services under an IPE and is determined to no longer be eligible for services. DWD 75.03(6)(6) “Division” means the department’s division of vocational rehabilitation. DWD 75.03(7)(7) “File” or “filed” means the physical receipt of a document by the person designated in this chapter. DWD 75.03(8)(8) “Hearing” means a formal review by an impartial hearing officer of the determination of ineligibility or the determination affecting the provision of services issued by the division. DWD 75.03(9)(9) “Hearing coordinator” means an employee of the department within the division who maintains the records of hearings, contacts hearing officers to schedule hearings and ensures that time requirements for the completion and reporting of hearings are observed. DWD 75.03(10)(10) “Hearing request” means a written request for a hearing signed by an applicant or eligible individual to appeal a determination of ineligibility or the determination affecting the provision of services. DWD 75.03(11)(11) “Intent to review” means the department will review the decision of a hearing officer to determine if the decision will stand or be modified. DWD 75.03(12)(12) “IPE” means individualized plan for employment. DWD 75.03(13)(13) “Order of selection” means the order of priority for service, by category, required by 29 USC 721 (a) (5) (A) to ensure that consumers with the most severe functional limitations who need multiple services over an extended period of time or consumers who require specific services or equipment to maintain employment are served before consumers who have less severe functional limitations or do not require multiple services over an extended period of time. DWD 75.03(14)(14) “Party” means an applicant, eligible individual, or their representative or the administrator’s representative. DWD 75.03(15)(15) “Prehearing conference” means a joint face-to-face meeting, a telephone conference, separate meetings or separate telephone calls by the hearing officer with the parties prior to the hearing to formulate a statement of the issues presented by an appeal, identify potential witnesses, establish a schedule for discovery and deadlines for exchange of witness lists and exhibits, receive motions and clarify any remaining issues to be considered or excluded from a hearing. DWD 75.03(16)(16) “Representative” means a parent, guardian, other family member or advocate designated in writing by the applicant or eligible individual, or a representative of the applicant or eligible individual appointed by a court. DWD 75.03(16m)(16m) “Secretary” means the secretary of the department. DWD 75.03 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97; CR 15-055: cr. (2m), am. (3), cr. (3m), r. (4), cr. (5r), am. (8) to (16), cr. (16m), am. (17), Register May 2016 No. 725, eff. 6-1-16; CR 22-008: am. (3), (8), (10), (13), (14) Register June 2022 No. 798, eff. 7-1-22. DWD 75.04DWD 75.04 Right to a hearing. An applicant or eligible individual may appeal a determination of ineligibility or the determination affecting the provision of services including a decision relating to an order of selection for services, whenever vocational rehabilitation services for an individual are denied, reduced, suspended, or terminated. DWD 75.05(1)(1) Time limits. The time limit for filing a hearing request shall be within 180 days after the date of written notice of a determination of ineligibility or a determination affecting the provision of services. Failure to file a hearing request within the 180-day limit shall be cause for the hearing request to be dismissed. DWD 75.05(2)(2) How to file. An applicant or eligible individual shall file a written hearing request and state the issues involved in the appeal and the desired outcome on a form provided by the department with the hearing coordinator. DWD 75.05 NoteNote: To obtain a hearing request form, or for questions relating to filing a hearing request, contact the Hearing Coordinator, Division of Vocational Rehabilitation, P.O. Box 7852, Madison, Wisconsin 53707, telephone (800) 442-3477 or access the form online at http://dwd.wisconsin.gov/dvr/. DWD 75.06DWD 75.06 Acknowledgment of a hearing request. The hearing coordinator shall acknowledge receipt of a hearing request in writing and notify the parties within 5 working days after receiving the request. If a representative has been designated, the hearing coordinator shall notify the applicant’s or eligible individual’s representative in writing. The acknowledgment of a hearing request shall include a copy of this chapter, and information on appeal rights and the Wisconsin client assistance program. DWD 75.07DWD 75.07 Time limit for hearing. A hearing shall be held within 60 calendar days of the receipt of the hearing request by the hearing coordinator unless the parties agree to a specific extension of time. DWD 75.08DWD 75.08 Motions relative to a hearing. Motions shall be in writing and may be filed at any time prior to a scheduled hearing. A motion shall state the grounds of the motion and the relief or order requested. Briefs, affidavits, documentary evidence and other papers in support of a motion shall be filed with the motion and the hearing officer. Motions relative to a hearing may include any of the following: DWD 75.08(1)(1) Motion to extend time limits. A motion to extend any time limit, including the 60-day time limit for holding a hearing. DWD 75.08(2)(2) Motion to dismiss a hearing request for lack of subject matter jurisdiction. A motion to dismiss a hearing request on the grounds that the department does not have subject matter jurisdiction may be filed at any time. DWD 75.08(3)(3) Motion to amend a hearing request. A motion to expand or restrict the nature or scope of the hearing. DWD 75.08(4)(4) Motion to withdraw a hearing request. An applicant, eligible individual, or their representative may withdraw from the appeal process at any time. DWD 75.08(5)(5) Motion for a substitute hearing officer. Either party may file a motion for a substitute hearing officer for reasons of conflict of interest, bias, or qualifications. DWD 75.09DWD 75.09 Identification of a representative. DWD 75.09(1)(1) Administrator’s representative. An administrator’s representative shall be designated for each hearing. DWD 75.09(2)(2) Representative of applicant or eligible individual. An applicant or eligible individual may designate a representative for a hearing. As provided under 34 CFR 370.4, upon the request of an applicant or eligible individual, the Wisconsin client assistance program may provide assistance and advocacy services for the applicant or eligible individual and may be the designated representative of an applicant or eligible individual. DWD 75.09(3)(3) Notice of representation. Notice of representation shall be filed with the hearing officer as part of the prehearing conference under s. DWD 75.14, or within 5 working days in advance of the scheduled hearing. If the representative of the applicant or eligible individual has been properly designated in writing prior to a hearing request, that designation shall be valid for a hearing unless revoked by the applicant or eligible individual. If the applicant or eligible individual is not present at a hearing to introduce a representative, the hearing officer may require the representative to present identification before the hearing may proceed. DWD 75.10(1)(1) Documents filed with representative. If the applicant or eligible individual has designated a representative in writing, all correspondence and other documents related to the hearing shall be sent by mail or electronic mail to the representative of the applicant or eligible individual. For documents sent by mail or electronic mail, the date the document is received by the applicant, eligible individual, or their representative determines the date of filing. DWD 75.10(2)(2) Filing in person. For papers filed in person, the date the applicant, eligible individual, or their representative receives the document determines the filing date. DWD 75.10(3)(3) Document exchange. Filing of any document with the hearing officer or the hearing coordinator constitutes a certification that a copy of the document has been served on the other parties. DWD 75.10 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97; CR 15-055: am. (1), (2) Register May 2016 No. 725, eff. 6-1-16; CR 22-008: am. (1), (2) Register June 2022 No. 798, eff. 7-1-22. DWD 75.11DWD 75.11 Services while a hearing officer’s decision is pending. Pending the decision of a hearing officer, the department may not suspend, reduce, or terminate vocational rehabilitation services including evaluation and assessment services and IPE development unless any of the following apply: DWD 75.11(1)(1) The services were obtained through misrepresentation, fraud, collusion, or criminal conduct. DWD 75.11(2)(2) The applicant, eligible individual, or, in appropriate cases, the applicant’s or eligible individual’s representative requests a suspension, reduction, or termination of services. DWD 75.11 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97; CR 15-055: renum. 75.11 to 75.11 (intro.) and (1) and am., cr. (2) Register May 2016 No. 725, eff. 6-1-16; CR 22-008: am. (2) Register June 2022 No. 798, eff. 7-1-22. DWD 75.12DWD 75.12 Hearing officer qualifications. A hearing officer shall be impartial and have knowledge of the delivery of vocational rehabilitation services, the requirements of the state plan for services under the act, federal regulations and state regulations and policy governing the provision of the services and the procedures for conducting an impartial hearing. The hearing officer shall not: DWD 75.12(1)(1) Be an employee of the department or other public agency except as an administrative law judge, a hearing examiner or an employee of an institution of higher education. An individual is not considered an employee of the department solely because the individual is paid by the department to serve as a hearing officer. DWD 75.12(2)(2) Be a member of the state rehabilitation planning advisory council. DWD 75.12(3)(3) Have been previously involved in the vocational rehabilitation of the applicant or eligible individual. DWD 75.12(4)(4) Have any personal or financial interest that may conflict with the hearing officer’s obligation to be objective. DWD 75.12 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97; CR 15-055: am. (intro.), (1), (3) Register May 2016 No. 725, eff. 6-1-16. DWD 75.13DWD 75.13 Authority of the hearing officer. DWD 75.13(1)(1) The hearing officer shall conduct a prehearing conference with the parties as specified under s. DWD 75.14. The hearing officer may receive and act on motions under s. DWD 75.08, use the power of subpoena under s. 885.01, Stats., and contact any party prior to a scheduled hearing to obtain needed information or suggest mediation if the parties agree that agreement is possible prior to the hearing. The parties retain all rights under this chapter regardless of their participation or nonparticipation in mediation. DWD 75.13(2)(2) The hearing officer shall control the course and conduct of the hearing to ensure that all required procedures are followed, that the parties are fairly represented and that the issues are presented clearly and briefly. DWD 75.13 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97; CR 15-055: am. (1), (3) Register May 2016 No. 725, eff. 6-1-16. DWD 75.14(1)(1) Purpose. The hearing officer shall ask the parties to participate in a prehearing conference to do one or more of the following: DWD 75.14(1)(a)(a) Formulate a statement of the issue or issues presented by an appeal. DWD 75.14(1)(d)(d) Clarify any other issues to be considered or excluded from a hearing. DWD 75.14(2)(2) Participation. The administrator’s representative shall participate in the prehearing conference. If the applicant, eligible individual, or their representative fails to participate in a prehearing conference without prior notice, the hearing officer shall continue the prehearing conference period for 5 working days. During this period the applicant, eligible individual, or their representative may file a good cause explanation, including the need for reasonable and specific disability accommodations, and request that the prehearing conference be rescheduled. If a good cause explanation is not filed within 5 working days, the hearing officer shall schedule the hearing within the 60-day limit and notify the parties and the hearing coordinator of this decision. The department may review this decision as provided in s. DWD 75.19. DWD 75.14(3)(3) Hearing not delayed by participation in a prehearing conference. Participation in a prehearing conference shall not delay a hearing and does not affect time limits under this chapter. The parties shall not forfeit any rights under this chapter by participating in a prehearing conference or meeting to reach agreement prior to a hearing. DWD 75.14 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97; CR 15-055: am. (title), (1) (intro.), (2), (3) Register May 2016 No. 725, eff. 6-1-16; CR 22-008: am. (2) Register June 2022 No. 798, eff. 7-1-22. DWD 75.15DWD 75.15 Agreement prior to a hearing. DWD 75.15(1)(1) Notice of agreement. If the parties reach agreement prior to a hearing, the hearing officer shall notify the parties by certified mail that the issue has been resolved by mutual agreement and is dismissed without prejudice. The dismissal notice shall include a brief summary of the agreement between the parties and advise the parties that failure to meet the conditions of the agreement shall be grounds for a new hearing request. DWD 75.15(2)(2) If proposed settlement rejected. If either party rejects a proposal prior to a scheduled hearing, the scheduled hearing shall be held without additional notice. DWD 75.15 HistoryHistory: Cr. Register, December, 1996, No. 492, eff. 1-1-97. DWD 75.16(1)(1) Hearing is closed. A hearing shall be closed to the public as a confidential matter unless the applicant, eligible individual, or their representative files a motion to open the hearing within 5 working days in advance of the scheduled hearing. DWD 75.16(2)(2) Hearing not a court. The hearing officer is not bound by the rules of evidence and customary procedures of a court of law. However, the hearing officer shall adhere to the hearing procedures in this section unless there is good cause and shall document, on the record of the hearing, the reasons for deviation from any procedure required under this chapter. DWD 75.16(3)(3) Attendance at a hearing. Parties and witnesses shall attend a scheduled hearing unless a motion has been filed with the hearing officer within 5 working days prior to a scheduled hearing stating reasonable cause for an individual to participate in the hearing, including the need for reasonable and specific disability accommodations, by a live, real time electronic means as an alternative to appearing in person. The hearing officer may grant the request if the other party has no objection. DWD 75.16(4)(4) Testimony by witnesses. Witnesses may testify in person by answering questions posed to them, in narrative form, or by deposition provided that the witness agrees in advance, as part of the deposition, to permit the recording of the testimony and any subsequent cross-examination and the witness understands a subpoena to appear may be issued by the hearing officer based on the information in the deposition. For reasonable and specific disability accommodations or to provide testimony by deposition or electronic means, witnesses shall file a request with the hearing officer within 5 working days prior to a scheduled hearing. The hearing officer may grant the request if the other party does not object provided that the witness agrees in advance and on the record to permit the recording of the witness’s telephone testimony and any subsequent cross-examination. DWD 75.16(5)(5) Identification of witnesses and exhibits. Each party shall file a list of witnesses and submit a copy of exhibits not previously identified in the prehearing conference with the hearing officer and the other party within 5 working days prior to a scheduled hearing. DWD 75.16(6)(a)(a) Recording. The hearing officer shall record each hearing. The applicant, eligible individual, or their representative may obtain one free copy of the recording by contacting the hearing coordinator. No other recording of the hearing is permitted. DWD 75.16 NoteNote: To obtain a copy of the recorded hearing, contact the Hearing Coordinator, Division of Vocational Rehabilitation, P.O. Box 7852, Madison, Wisconsin 53707 or telephone (800) 442-3477.
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Department of Workforce Development (DWD)
Chs. DWD 60-75; Vocational Rehabilitation
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