TN 1 (11-00)

DI 42548.005 Notifying and Alerting Class Members

A. Process

1. Systems identification

Hyatt class members are identified by a computer systems run.

2. Notification

  1. Systems-generated notices are mailed first-class along with a reply form. (DI 42548.095, Exhibits 1 and 2)

  2. The notice instructs individuals to return the response form within 120 days of receipt of the notice to:

    Office of Central Operations (OCO)
    Attention: Hyatt Coordinator
    P.O. Box 32909
    Baltimore, MD 21241-2909

    The date an individual receives the notice will be deemed to be five days after the date of mailing, unless the individual shows that he/she did not receive the notice within the five day period.

  3. Central Office (CO) will also issue posters and press releases in North Carolina advising class members of their rights under the settlement agreement.

3. Responses

  1. Individuals may respond by:

    • returning the bar-coded response form to a post office box in OCO, or

    • contacting the FO or OHA in person, or

    • contacting the FO in writing or by telephone (see DI 42548.006), or

    • contacting any SSA office by telephone.

  2. OCO scans the response forms to record receipt on the Civil Action Tracking System (CATS).

  3. CO mails acknowledgement notices.

4. Timeliness of response

Timeliness of response is determined by the system in CO.

Individuals who receive a notice must reply within 120 days of receiving the notice.

Individuals who did not receive a notice must request review within the later of:

  • Two years from the date of the initial mailing of the Primary and Settlement Subclass Notices; or

  • 120 days after the second mailing of the Primary and Settlement Subclass Notices.

CO screens for timeliness of reply. If a reply is not timely, alerts requesting the FO to develop “good cause” are generated.

5. Undeliverable notices

Undeliverable notices are processed in the following manner.

  1. Undeliverable notices are returned to OCO.

  2. OCO scans the undeliverable notice cases to record them on CATS.

  3. CO conducts a system matching operation with the North Carolina Department of Human Resources to obtain current addresses for notices returned as undeliverable.

  4. CO remails notices to all new addresses based on the matching operations.

B. Procedure

Following entry of the reply forms into CATS, OCO receives an alert-query package for each responder. After receiving the package proceed as follows.

1. Association

  1. Associate the response form with the alert and related queries (DDBQ, MBR Supplemental Security Record (SSR), AR-25, PCACS, earnings record).

  2. If the response form cannot be located, annotate the alert “UTL Response Form.”

2. Alert-Query package

  1. Examine the alert and queries

    • Identify late responders by placing the following remark on the alert: “Late Filing - Good Cause Development Necessary”.

    • Remember that timely responders do not contain an identifying remark.

  2. Forward Title II, XVI and CON alerts for folder retrieval.

  3. Forward Title UNK alerts with SSR/MBR and DDBQ queries showing “no record” to the disability technician.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0442548005
DI 42548.005 - Notifying and Alerting Class Members - 04/08/2013
Batch run: 04/08/2013
Rev:04/08/2013