Retention Date: 01/15/2025 - Until Hearings, Appeals, and Litigation Law Manual (HALLEX) and Standard Hearings Operations Procedure (SHOP) Revisions Published
Descriptive Summary: The purpose of this Chief Judge Bulletin (CJB) is to provide guidance during the phased rollout of the Hearing Recordings and Transcriptions (HeaRT) software. HeaRT is a recording solution that uses Microsoft (MS) Teams to record hearings and generate automated transcripts. HeaRT is only available for cases scheduled in the Hearings and Appeals Case Processing System (HACPS) and will replace the Digital Recording and Processing (DRAP) system and Verbatim Hearing Reporter (VHR) log notes.
This CJB sets forth the procedures for the use of HeaRT by contract VHRs and hearing office (HO) employees performing VHR duties. While in effect, to the extent that the guidance in this CJB differs from the Hearings, Appeals, and Litigation Law Manual (HALLEX) and Standard Hearings Operations Procedure (SHOP), follow the guidance set forth in this CJB.
HeaRT Implementation
OHO’s Office of Electronic Services and Systems Integration, Division of Electronic Services (DES) is in the process of rolling out HeaRT to individual HOs. A schedule with the projected date each HO will begin using HeaRT is available on the HeaRT SharePoint. Prior to each office’s HeaRT rollout date, HeaRT training materials will be shared with all contract VHRs and HO employees. Contract VHRs and relevant HO employees will also receive training on the use of HeaRT.
Offices instructed to use HeaRT can find the HeaRT User Guide for Accessing Audio Recordings and Transcripts and the HeaRT VHR User Guide on the HeaRT SharePoint.
Until DES instructs offices to use HeaRT, offices must continue to record hearings using DRAP and prepare log notes according to the business process as set forth in HALLEX I-2-6-40 and SHOP section 4.4.
Cases Requiring DRAP
HeaRT does not support recording cases scheduled through the Case Processing and Management System (CPMS), or Electronic Non-Medical (ENM) repository cases regardless of the processing system in which they are scheduled. Hearing offices will therefore continue to record hearings in DRAP and prepare VHR log notes for ENM cases and cases scheduled through CPMS (HALLEX I-2-6-40).
DES will notify all hearing offices when it is possible to use HeaRT to record ENM cases scheduled through HACPS.
Please direct questions to your Regional Office (RO) support staff. RO support staff should follow the support protocol for escalating technical issues and may refer program-related questions or unresolved issues to their Headquarters’ contacts in the Office of the Chief Administrative Law Judge.
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