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

A. Reviews by Office of the General Counsel (OGC) and Office of Facilities and Security Management (OFSM)

You may request review by OGC and OFSM. If based on their reviews, you make additional changes to the notice language clearance package, you will need approvals again from the Office of Analysis, Integration, and Performance Oversight, the Office of Income Security Programs Notices Team, and any stakeholders who previously approved. For more information, see NL 00101.015.

1. OGC review

OGC review of notice language clearance packages is optional. The notice author may request OGC review after all other offices reviewed and approved the notice language changes. OGC will provide advice and comments at the staff level unless executive level approval was requested. OGC will:

•

provide advice regarding legal sufficiency and privacy compliance,
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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 OGC at ^OGC OPL Controls.

2. OFSM review

OFSM 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 OFSM at ^DCMS OFSM DLS Controls

B. Submit for implementation

1. Information required for implementation

Provide the following information to the component implementing the language:

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Final notice language clearance package with the complete Notice Language Clearance Package Approval Sheet attached.
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Target implementation date.
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Implementation plans.
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Funding information (if already known).
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Name(s) of the notice(s).
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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:

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Document Processing System (DPS) language, submit the package to ^DCLP OISP NSPS Controls.
•

Hearing Office notices in the Hearings and Appeals Case Processing System (HACPS), submit the package to ^DCDA OHO HQ OCALJ Controls.
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All other notice language changes, submit the package to the Office of the Chief Information Officer (OCIO) – ^OCIO Controls.
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  For Disability Determination Services (DDS) notice language, also include ||DCO ODD on the "to" line of the email.

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 the Office of Communications, the implementing component completes the online Translation Request Form . Please allow at least ten 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.

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.

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.

Send a sample copy of the newly implemented notice (in English and, if available, Spanish) from the system(s) that generate it to ^DCLP OISP 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: 07/11/2025
Rev:07/11/2025

Program Operations Manual System (POMS)