I-1-0-7. Checklist for Authors of HALLEX Issuances

A. Determine Need for Revision

Decide if it is necessary to issue a new instruction or guideline, or revise an existing instruc­tion or guideline.

B. Guidelines for Issuances and Clearance Procedures

The authoring component will:

1. Determine if the new issuance should be a procedural instruction, desk guide, or temporary instruction.

2. Prepare the draft text, using the HALLEX template.

3. Prepare a draft transmittal sheet. Enter a brief background statement of the action or events preceding the issuance and an explanation of the substantive changes to previ­ously issued material.

4. Distribute the draft transmittal for comment within OHA, preferably via e-mail. The sample clearance route slip at I-1-0-8 may be used, as well as any similar document (e.g., e-mail message), as long as the pertinent information contained in I-1-0-8 is included. The OHA reviewing audience includes OPPE, OCALJ and OAO. Distribute the draft transmittal to other OHA and SSA components and the Office of the General Counsel, if the material warrants it.

5. Revise the draft to incorporate adopted comments and suggestions.

6. Summarize the comments and responses using the format at I-1-0-9.

7. Using a binder, prepare a background book. Include in the book the draft that was circulated for comment, the comments received and the comment summary. If the trans­mittal changes or incorporates an existing instruction, also include that instruction and any other background material that is necessary.

8. Forward the final transmittal and the background book through OPPE and the Execu­tive Secretariat (ES) to the Associate Commissioner for approval. Include a file box copy of the material for signoff purposes. The file box copy should include the signoff by the author and authoring component head. The final transmittal must be in a Word document and must include the diskette.

C. OPPE Responsibilities

1. Review a final transmittal for accuracy and for consistency with other instructional material.

2. Forward the transmittal with the background book and diskette to the Associate Commissioner through ES.

3. After the Associate Commissioner approves the transmittal, forward the transmittal to be uploaded to the Policy Repository. Retain the background book and original file box copy of the material for historical purposes and as documentation that the appropriate clearances were obtained.

D. ES Responsibilities

1. Review the transmittal for editorial and program accuracy and for consistency with the Associate Commissioner's policy guidelines.

2. Provide the transmittal and the background book to the Associate Commissioner.

3. If substantive changes are necessary, return the transmittal to the authoring component through OPPE.

4. After the Associate Commissioner approves the transmittal, forward the background book, diskette and transmittal to OPPE.