Effective Dates: 07/11/2025 - Present Previous | Next

TN 10 (02-26)

NL 00101.020 Post-Clearance Steps for a Notice Language Clearance Package

A. Reviews by Program, Fiscal, and Disclosure Law (PFDL) and Printing and Postage

You may request review by Program, Fiscal, and Disclosure Law (PFDL) and Printing and Postage. If based on their reviews, you make additional changes to the notice language clearance package, you need approvals again from FieldOpsPerformance, Program Policy and Data Exchange (PPDX) Notices and Publications Team, and stakeholders who previously approved. For more information, see NL 00101.015.

1. Program, Fiscal and Disclosure Law review

Program, Fiscal and Disclosure Law (PFDL) review of notice language clearance packages is optional. The notice author may request their review after all other offices reviewed and approved the notice language changes. They provide advice and comments at the staff level unless executive level approval was requested. They will:

  • •

    provide advice regarding legal sufficiency and privacy compliance,

  • •

    identify legal risks associated with proposed new or revised notice language, and

  • •

    consider the legal impact, if any, of removing an enclosure from a notice or providing the enclosure online only.

Send the notice language clearance package with the required review and approvals checked off on the approval sheet to Program, Fiscal and Disclosure Law (PFDL) at ^LP PFDLaw Controls.

2. Printing and Postage review

Printing and Postage reviews the clearance package to determine if there are any updates that may affect contracts for printing notices before the package is submitted for implementation.

Send the notice language clearance package to Printing and Postage at ^FM Lgst Controls.

B. Submit for implementation

1. Information required for implementation

Provide the following information to the component implementing the language:

  • •

    Final notice language clearance package with the complete Notice Language Clearance Package Approval Sheet attached.

  • •

    Target implementation date.

  • •

    Implementation plans.

  • •

    Funding information (if already known).

  • •

    Name(s) of the notice(s).

  • •

    Whether to remove the enclosure(s) from the mailed version of the notice.

2. Where to send the notice package for implementation

Submit the notice language clearance package and all information needed for implementation:

  • •

    Document Processing System (DPS) language, submit the package to ^LP PPDX NSPS Controls.

  • •

    Hearing Office notices in the Hearings and Appeals Case Processing System (HACPS) and Disability Determination Services (DDS) notice language, submit the package to ^DA DIGovernance Controls.

  • •

    All other notice language changes, submit the package to the Chief Information Officer (CIO) ^CIO Controls.

3. Spanish translation

Some notice systems produce notices in both English and Spanish.

The component implementing the notice language obtains the Spanish translation.

To request translation from the Multilanguage Team in Communications, the implementing component completes the online Translation Request Form. Please allow at least 20 business days for translation requests.

For information about when a Spanish notice is required, see NL 00601.600.

C. When implementation is complete

When the new or revised language is available for use, the Notice Author is responsible for the following actions.

  1. 1. 

    Notify users that the new or revised language is available by preparing an Administrative Message (AM), Emergency Message (EM), or a Program Operations Manual System (POMS) transmittal. For issuing instructions in AM or EM, refer to AO 40410.000 and for POMS, refer to AO 40305.000.

  2. 2. 

    Update POMS for manual notice language and for Supplemental Security Income (SSI) automated notice language. (Systems handles documenting POMS for automated notice language other than SSI.)

  3. 3. 

    Send a sample copy of the newly implemented notice (in English and, if available, Spanish) from the system(s) that generate it to ^LP PPDX NSPS Controls for record keeping purposes.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0900101020
NL 00101.020 - Post-Clearance Steps for a Notice Language Clearance Package - 07/11/2025
Batch run: 06/26/2026
Rev:07/11/2025