Provide background information.

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  Explain the changes.

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    If creating new language, explain why the new language is needed.

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    If deleting language, explain why we no longer need the existing language.

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  Explain when to generate and how to use the language (in which notices and under what situations).

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  Describe the notice's audience.

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  Show where the language should appear in the notice (the order of paragraphs).

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  Provide the desired timeframe to implement the new or revised notice.

Provide the estimated number of notices mailed per year.

Identify the stakeholders with a vested interest in the language.

Identify the systems that generate the notice. Contact ^OCIO Controls for help identifying the notice system.

Provide the UTI language ID or snippet name for the new or updated language.

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  Find Language IDs in the Language Development Facility (LDF).

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  Find snippet names in Customer Communications Management (CCM).

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  For notices in other notice systems e.g., the Document Generating System (DGS), Hearing and Appeals Case Processing System (HACPS) and the Disability Case Processing System (DCPS), please follow your current work-flow process to obtain this information if necessary.

Provide a list of the enclosures we include with the notice and for each enclosure, explain whether to:

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  Continue to include a copy of the enclosure with mailed copies of the notice.

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  Remove it from the mailed notice because we are providing a link to access online.

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  Remove it from the notice entirely because we no longer require the enclosure.

Provide the current language (English and Spanish).

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  Label all language in the notice with the appropriate language IDs or snippet names if applicable.

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  Provide the current fill-ins.

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  Provide the current Flesch-Kincaid reading grade level, see NL 00610.020.

Provide the revised language with the new or revised portions highlighted. 

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  Label all language in the notice with the appropriate language IDs or snippet names if applicable.

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  Provide the fill-ins for the revised language with new or updated fill-ins highlighted.

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  Provide the revised Flesch-Kincaid reading grade level.

Attach Notice Language Clearance Package Approval Sheet (complete Section A).

Attach a clean copy of the full notice prior to the changes as a Word document. If a UTI or snippet is used in multiple notices we only need one sample notice to see the UTI or snippet in context.