BASIC (09-15)

NL 10630.120 What are the Steps in the Notice Clearance Process?

The steps in the notice clearance process are:

  1. The policy component, or another initiating component, identifies the need for new or revised notice language. If the initiating component is not a policy component, the initiating component sends the new or revised language to the appropriate policy component to determine if the language addition or change is necessary. The initiating component should include any background information and the rationale for the new language or the revision to existing language. The initiating component may also collaborate with the policy component on the suggested language additions or revisions.

  2. The policy component drafts the notice language and prepares a notice clearance package.

    The clearance package includes:

    1. existing prior language within a sample notice (including English and Spanish versions whenever possible);
      NOTE: Existing Spanish language is found in the Language Development Facility (LDF) http://policynet.ba.ssa.gov/ldfsearch.nsf ;

    2. proposed language;

    3. all the fill-in choices;

    4. an explanation of how the language will be used;

    5. an estimate of the volume and how often the language will be used (for example, indicate whether the notice is a one-time or periodically released notice and the volume and frequency of the notice release); and

    6. a sample notice with the new or revised language highlighted.

  3. The policy component may send the clearance package to the Office of Income Security Programs, Notice Improvement Staff (NIS) for a pre-review via email to ^OISP NSPS Controls.

  4. NIS may review the clearance package and provide language recommendations to the policy component. If NIS does not conduct a pre-review, they will advise the policy component to continue the clearance process.

  5. The policy component shares the clearance package at the staff level with the mandatory and any optional reviewing components. The policy component determines the time period for response.

  6. The policy component considers and resolves comments and sends a revised clearance package back to all reviewing components for concurrence.

  7. If OMB clearance is also required, the policy component obtains clearance through OPLM. See OMB Clearance Process.

  8. If the language addition or change is minor and is not sensitive in nature, concurrence at the Associate Commissioner (AC) level is not required.
    If the language addition or change is not minor or is sensitive in nature, the policy component sends the clearance package for AC level concurrence. Policy may need to send the package out more than once to obtain AC level concurrence from all components.

  9. After policy obtains the required level of concurrence, the policy component sends the final clearance package to the appropriate systems component(s) for implementation. The policy component continues to work with systems to implement the change.

  10. The systems component sends the final clearance package to OCOMM, Office of Communications Planning and Technology (OCPT), Office of Media Development (OMD) for the Spanish language translation.

  11. The policy component sends the final clearance package and implementation information to the Notice Improvement Staff (NIS) for documentation purposes via email to ^OISP NSPS Controls.

  12. The policy component is responsible for notifying users that the language is available and completing any necessary POMS updates.

For more detailed information on the steps in the notice clearance process, see NL 00610.110 Notice Language Clearance Process.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0910630120
NL 10630.120 - What are the Steps in the Notice Clearance Process? - 10/06/2015
Batch run: 10/06/2015
Rev: