What this means
m21-5:3.B.8 explains national compensation non-rating quality review checklist. In plain terms, the official guidance says the following is a sample of the National Compensation Non-Rating Quality Review Checklist. It also addresses OAR QA developed these instructions and guidelines to promote consistency and uniformity in the review of cases selected for OAR QA assessment. Use these instructions/guidelines in conjunction with the National Compensation Quality Review Non-Rating Checklist.
How this may help with a claim
Use m21-5:3.B.8 to audit how VA handled national compensation non-rating quality review checklist. Start with the decision date, the issue being reviewed, and the evidence VA was allowed to consider, then compare the record with this rule: The following is a sample of the National Compensation Non-Rating Quality Review Checklist. OAR QA developed these instructions and guidelines to promote consistency and uniformity in the review of cases selected for OAR QA assessment. Cite the exact document and page when raising a factual or procedural error, and use the review rights in the actual notice for any deadline.
What to review in your file
- Check the file against this official condition: 1. Was proper pre-decisional notification provided and/or was proper development to the Veteran/veteran or claimant completed as required by regulations and/or the manual? — ☐ Yes ☐ No ☐ N/A; Error Description —;
- Confirm that the record or notice addresses this source point: Supplemental development letter not sent to Veteran/veteran or claimant as required — ☐
- Document how this stated step or exception applies: Development letter addressing 5103 (if applicable) and evidence requirement for claimed issues, not sent — ☐
Important limits
m21-5:3.B.8 explains VA guidance for national compensation non-rating quality review checklist; it does not guarantee an award or replace the statutes, regulations, binding decisions, and review instructions that control an individual claim. Conditions and exceptions still matter, including this source point: The following is a sample of the National Compensation Non-Rating Quality Review Checklist. The general guideline is that OAR QA will record an error when a DROC action taken violates current regulations or established policies.
Search terms when useful
Phrases that may help when searching your claim file or this library.
- National Compensation Non-Rating Quality Review Checklist
- m21-5:3.B.8
- National Compensation Non-Rating
- Quality Review Checklist
- National Compensation Non-Rating Quality
- This topic includes
- instructions guidelines non-rating review
- non-rating review elements.
Original VA guidance
The official VA text of this section
8. National Compensation Non-Rating Quality Review Checklist
Introduction
This topic includes the
- National Compensation Non-Rating Quality Review Checklist
- instructions and guidelines for non-rating review, and
- non-rating review elements.
Change Date
March 11, 2025
3.B.8.a. National Compensation Non-Rating Quality Review Checklist
The following is a sample of the National Compensation Non-Rating Quality Review Checklist.
Scroll sideways to see the full table.
| 1. Was proper pre-decisional notification provided and/or was proper development to the Veteran/claimant completed as required by regulations and/or the manual? | ☐ Yes ☐ No ☐ N/A |
|---|---|
| Error Description | |
| Supplemental development letter not sent to Veteran/claimant as required | ☐ |
| Development letter addressing 5103 (if applicable) and evidence requirement for claimed issues, not sent | ☐ |
| Pre-decisional (due process) letter not sent | ☐ |
| Supplemental development letter sent, but lacked critical information | ☐ |
| Overdevelopment related to the category which prevented the claim from moving forward to the next step in claims processing (materially delayed the claim) | ☐ |
| Claim erroneously certified ready for decision or promulgated (claim filed on incorrect form or incomplete claim received) | ☐ |
| Development letter addressing 5103 (if applicable) and evidence requirement for claimed issues was sent but lacked critical information | ☐ |
| Claim certified as ready for a decision; however, critical development/notification to the Veteran/claimant was incomplete | ☐ |
| Pre-decisional (due process) letter sent, but lacked critical information | ☐ |
| Higher-Level Review informal conference not held when requested or attempts to schedule not documented properly | ☐ |
| 2. Were all pertinent service treatment records (STRs) obtained/requested or determined to be of record? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| No STRs requested (when necessary) | ☐ |
| Incomplete STRs requested (i.e., not all periods of service/branches requested or improperly requested) | ☐ |
| Necessary National Guard or Reserve records not requested | ☐ |
| Incomplete National Guard or Reserve records requested or improperly requested | ☐ |
| Claim certified as ready for a decision; however, not all STRs were obtained or certified as being unobtainable, to include final attempt letter if necessary | ☐ |
| Overdevelopment related to the category which prevented the claim from moving forward to the next step in claims processing (materially delayed the claim) | ☐ |
| 3. Were all pertinent Federal records (other than STRs) obtained/requested or determined to be of record? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Identified VAMC treatment records not obtained/requested or only partially obtained/requested | ☐ |
| Service personnel records not requested (when necessary) or incomplete service personnel records requested (i.e., not all periods of service/branches requested) | ☐ |
| SSA records not requested (when necessary) | ☐ |
| Identified Vet Center records not requested or only partially obtained/requested | ☐ |
| Service verification for all periods of active duty and/or other periods of service related to claimed issues not requested or requested incorrectly | ☐ |
| JSRRC request not submitted when necessary | ☐ |
| JSRRC Formal Finding not complete when stressor or exposure unable to be verified (when necessary) | ☐ |
| Federal records (to include personnel records) from other agencies not obtained/requested (e.g., federal prison, OPM, Dept. of Labor) | ☐ |
| Claim certified as ready for a decision; however, not all necessary Federal records were obtained or certified as being unobtainable (when required) to include final attempt letter or VAF 27-0820. | ☐ |
| Claim certified as ready for decision; however available VAMC records were not obtained to include the Final Notification Letter | ☐ |
| Overdevelopment related to the category which prevented the claim from moving forward to the next step in claims processing (materially delayed the claim) | ☐ |
| 4. Were all pertinent private/non-Federal records obtained/requested or determined to be of record? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Overdevelopment related to the category which prevented the claim from moving forward to the next step in claims processing (materially delayed the claim) | ☐ |
| State or local government records not requested or requested incorrectly (e.g., prison records or incarceration information) | ☐ |
| Private non-medical records not requested or requested incorrectly | ☐ |
| Private medical records not requested | ☐ |
| Claim certified as ready for a decision; however, not all necessary private or non-Federal records were obtained (when required) | ☐ |
| 5. Were all necessary examinations/medical opinions requested and correct? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Necessary examinations not requested (or rescheduled) | ☐ |
| Necessary medical opinion not requested | ☐ |
| Examination/opinion request incomplete or incorrect -- failure to identify all correct disabilities or identifying incorrect disabilities | ☐ |
| Examination/opinion request incomplete or incorrect -- selecting incorrect examination type/DBQ | ☐ |
| Examination/opinion request incomplete or incorrect -- incorrect jurisdiction based on the ERRA tool | ☐ |
| Examination/opinion request incomplete or incorrect -- failure to identify or include pertinent information such as evidence to review. C-file not sent to examiner when required. | ☐ |
| Examination incorrect - Examination not warranted | ☐ |
| Medical opinion incorrect - Opinion not needed or inappropriate legal question requested. Including failure to upload the ERRA screenshot when required. | ☐ |
| Claim certified as ready for a decision; however, not all necessary examinations/opinions were obtained | ☐ |
| Overdevelopment related to the category which prevented the claim from moving forward to the next step in claims processing (materially delayed the claim) | ☐ |
| 6. Were all issues addressed and decided? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Pension not addressed and decided | ☐ |
| Dependents not addressed and decided | ☐ |
| All drill pay adjustments not addressed and decided | ☐ |
| All claimed issues not addressed and decided by rating decision | ☐ |
| All claimed issues not addressed and decided administratively (not by rating) (e.g., apportionment claims) | ☐ |
| Award generated prior to determining eligibility (such as sufficient service for pension) | ☐ |
| Active duty period not addressed | ☐ |
| No action taken on AEW | ☐ |
| 7. Was necessary administrative decision or award generated/completed and correct? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Payment change (other than dependent or withholding action) not valid | ☐ |
| Necessary payment change not effectuated | ☐ |
| Pension income incorrect resulting in incorrect rate of pay | ☐ |
| Administrative decision provided incorrect entitlement outcome | ☐ |
| Administrative decision was not procedurally complete (e.g., missing signatures, all decision(s) not provided, relevant evidence not discussed) | ☐ |
| Burial award processed incorrectly | ☐ |
| Accrued award processed incorrectly | ☐ |
| Restoration Resumption of benefits not implemented or implemented incorrectly | ☐ |
| Award not suspended/terminated or award suspended/terminated incorrectly | ☐ |
| Award adjusted prior to expiration of due process period (60 days) | ☐ |
| Decision maker considered and/or listed evidence received after the record closed for a higher-level review | ☐ |
| 8. Were all dependency adjustments and/or decisions correct? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Dependent spouse established, denied, or removed incorrectly | ☐ |
| Dependent minor biological child/children established, denied, or removed incorrectly | ☐ |
| Dependent minor step-child/children established, denied, or removed incorrectly | ☐ |
| Dependent minor adopted child/children established, denied, or removed incorrectly | ☐ |
| Dependent school age child/children established, denied, or removed incorrectly | ☐ |
| Dependent helpless child/children established, denied, or removed incorrectly | ☐ |
| Dependent parent established, denied, or removed incorrectly | ☐ |
| Surviving spouse established, denied, or removed incorrectly | ☐ |
| Surviving child established, denied, or removed incorrectly | ☐ |
| Dependency adjustment effective date incorrect | ☐ |
| Decision maker failed to readjudicate issue on the merits when new and relevant evidence was of record | ☐ |
| 9. Were all required withholdings/reductions correctly implemented? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Retired pay not withheld or withheld incorrectly | ☐ |
| Severance pay not withheld or withheld incorrectly | ☐ |
| Drill pay not withheld or withheld incorrectly | ☐ |
| Adjustment due to incarceration not implemented or implemented incorrectly | ☐ |
| Hospital adjustments not implemented or implemented incorrectly | ☐ |
| CRDP or CRSC adjustment incorrect | ☐ |
| Recoupment of separation pay not implemented or implemented incorrectly | ☐ |
| Apportionment not executed or executed incorrectly | ☐ |
| Attorney fee not withheld or withheld/calculated incorrectly | ☐ |
| 10. Was the claimant properly notified? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Notification letter failed to explain how to obtain or access evidence used in the decision | ☐ |
| A summary of the applicable laws and regulations (AMA tentative 2/14/2019) | ☐ |
| Notification letter failed to provide review options to the claimant to seek review of the decision (AMA tentative 2/14/2019) | ☐ |
| Notification letter not sent and/or not documented in file | ☐ |
| Notification letter has incorrect effective dates and/or payment rates | ☐ |
| Notification letter does not provide or incorrectly provides the amount of any benefits VA is withholding and the reason for the withholding | ☐ |
| Failure to notify outcome of all issues decided by a rating decision | ☐ |
| Notification letter fails to explain the decision made | ☐ |
| Notification letter failed to include summary of evidence considered (excluding evidence discussed in preceding proposed adverse action or evidence provided in rating decision for rating-related issues) | ☐ |
| Notification letter failed to provide appellate rights, or appellate rights were provided incorrectly | ☐ |
| Courtesy copy of the notification letter was not sent to the appropriate appointed representative (including failure to include a private attorney's address on the cc line) | ☐ |
| Notification letter failed to notify claimants of potential entitlement to additional benefits | ☐ |
| Non-rating higher-level review decision failed to provide notice that there was evidence received after the record closed that was not considered | ☐ |
| Non-rating decision failed to list favorable findings when required for denials | ☐ |
| Non-rating decision failed to explain elements met and/or not met | ☐ |
| 11. Were all systems accurately updated? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Date of claim incorrect | ☐ |
| End product incorrect | ☐ |
| Payees' addresses incorrect | ☐ |
| All periods of active duty or other service related to claimed issues not verified and updated in all systems (BIRLS/Participant Profile) (EOD, RAD, Branch, Char SVC, Sep Reason, VADS and/or VERIFIED) | ☐ |
| Power of Attorney (POA) information/access not correctly updated in all systems | ☐ |
| Necessary special issues were not entered and/or correct | ☐ |
| Necessary flashes were not entered and/or correct | ☐ |
| Contentions for all claimed issues were not entered and/or correct | ☐ |
| Tracked items for all requested evidence were not entered and updated as necessary (includes disposition and suspense date) | ☐ |
| Direct Deposit information (when there is a pending/running award) - incorrect | ☐ |
| 12. Were all other issues that required correction completed correctly? | ☐ Yes ☐ No ☐ N/A |
| Error Description | |
| Errors not associated with end product under review | ☐ |
| Development Errors not associated with end product under review | ☐ |
| Decision Errors not associated with end product under review | ☐ |
| Payment Errors not associated with end product under review | ☐ |
| Comments for all other actions not associated with end product under review | ☐ |
| Notification errors not associated with end product under review | ☐ |
| Notification - end product under review | ☐ |
| 13. Does this Review contain a traditional BE? | ☐ Yes ☐ No |
FOR EACH “NO” ANSWER RECORDED, PROVIDE A BRIEF NARRATIVE SUMMARY OF THE ERROR AND STATUTORY, REGULATORY, JUDICIAL OR MANUAL REFERENCES. NOTE: DOC ERRORS DO NOT REQUIRE CITATIONS ON THE NATIONAL COMPENSATION NON-RATING QUALITY REVIEW CHECKLIST.
3.B.8. b. Instructions and Guidelines for Non-Rating Review
OAR QA developed these instructions and guidelines to promote consistency and uniformity in the review of cases selected for OAR QA assessment. Use these instructions/guidelines in conjunction with the National Compensation Quality Review Non-Rating Checklist.
For the purpose of measuring technical accuracy under OAR QA assessment, OAR QA considers a case either “accurate” or “in error.” OAR QA will consider a case “accurate” when OAR QA answers all of the questions, with the exception of questions 12 and 13, of the National Compensation Quality Review Non-Rating Checklist as “YES” or “N/A.” OAR QA will consider a case “in error” if the answer to any question is “NO” other than questions 12 and 13.
For each case reviewed, OAR QA must complete and answer all questions on the National Compensation Non-Rating Quality Review Checklist. A “YES” response indicates that the DROC accurately completed the activity associated with the question. A “NO” response indicates that the DROC completed the activity associated with the question “in error.” OAR QA must indicate “N/A” if the question is not applicable to the case under review or if OAR QA previously recorded a “NO” response for the only issue subject to review. OAR QA is required to provide a narrative summary with statutory, regulatory, judicial, or manual references for any “error” or “NO” answer recorded.
The general guideline is that OAR QA will record an error when a DROC action taken violates current regulations or established policies. Examples of outcome-related deficiencies include, but are not limited to, errors that result in an overpayment or underpayment to a claimant.
OAR QA does not record procedural deficiencies as errors. OAR QA records these deficiencies as comments under question 12. However, if the procedural deficiency is severe in nature, OAR QA will record it as an error. OAR QA will record a judgment or a difference of opinion reflecting a possible better practice or solution as a comment rather than an error. If OAR QA identifies an error with an issue not related to the EP under review, then OAR QA also records that error as a comment.
3.B.8. c. Non-Rating Review Elements
The following is a list of explanations for the questions on the National Compensation Non-Rating Quality Review Checklist.
Scroll sideways to see the full table.
| Question | Explanation |
|---|---|
| 1. Was proper pre-decisional notification provided and/or was proper development to the Veteran/claimant completed as required by regulations and/or the manual? | 38 CFR 3.159 states that upon receipt of a substantially complete application, VA must notify the claimant and the claimant's representative, if any, of any information, and any medical or lay evidence, not previously provided that is necessary to substantiate the claim. As part of that notice, VA must indicate which portion of that information and evidence, if any, the claimant must provide, and which portion, if any, VA will attempt to obtain on behalf of the claimant. Also, VA must properly document attempts to schedule informal conferences when not held. 38 CFR 3.103 contains the basic rule concerning notice. Within that regulation, 38 CFR 3.103(b)(2) provides provisions for due process associated with adverse actions. Employees may find additional instructions for implementation in M21-1, Part I, Subpart i, 1. Strict adherence to these procedures is necessary both from the customer’s perspective and the government’s. Proper notification includes: initial or supplemental development letters to the Veteran/claimant to establish dependency entitlement prior to the decision phase of the claim, and the required decision review options. Examples of overdevelopment in this task may consist of the employee sending an additional 5103 Notice Letter when not needed, requiring 30 days before being able to move the claim forward, or requesting dependency information when already of record preventing VA from adding the dependent at that time. |
| 2. Were all pertinent service treatment records (STRs) obtained / requested or determined to be of record? | OAR QA will call an error when a Veterans Service Representative (VSR) fails to obtain STRs, or National Guard or Reserve records when required only requests partial records, or fails to have the final attempt letter of record. OAR QA will assess STRs requested directly from the Veteran under task 1, and STRs requested from the National Guard or other agency under task 2. An example of overdevelopment in this task includes trying to obtain National Guard or Reserve records when the claimant or employee identifies the event occurring during a period of active duty (AD) and it is shown in the AD STRs; further development does not aid in the claim for service connection. Another example of overdevelopment is when STRs are of record but the VSR submits a Personnel Information Exchange System (PIES) O50 request to obtain STRs. |
| 3. Were all pertinent Federal records (other than STRs) obtained/requested or determined to be of record? | VA must obtain all Federal records when identified by the Veteran. This includes Social Security Administration (SSA) records, Veterans Affairs Medical Center (VAMC) records, Vet Center records, etc. OAR QA will cite an error for failure to obtain records at the time they are identified by the Veteran or at initial development. This could delay the claim or cause other deficiencies such as missed examinations. OAR QA will cite an error if the employee does not complete a Formal Finding (or equivalent 27-0820). OAR QA will cite an error under task 3 if the VSR should have obtained VAMC records (via an enterprise search or records that the Veteran identified), and the VSR did not obtain/request the records. OAR QA will not cite an error if there were no records in Compensation and Pension Records Interchange System (CAPRI) from the enterprise search, and the VSR did not enter the note that the search results did not show any VAMC treatment, as no records are missing. There has to be records missing from the decision making process for OAR QA to cite this error. An example of overdevelopment in this task is when VA requests and waits for personnel records (DPRIS or PIES O50) but the records are already of VA record. Another example is if VA attempts to verify active duty training (ADT) or inactive duty training (IADT) service when the claimed disability was during a period of verified AD, therefore hindering the claim from moving to the next step (examination, rating board, etc.). |
| 4. Were all pertinent private / non-Federal records obtained / requested or determined to be of record? | OAR QA will cite an error if the VSR did not request private treatment records. This includes the required follow-up request. This could include medical records or non-medical records such as employment records for the Veteran or claimant. Examples of overdevelopment in this task may consist of the employee sending an additional 5103 notice letter when not needed (requiring 30 days before being able to move the claim forward), requesting dependency information when already of record (preventing VA from adding the dependent at that time), if the VSR attempts to obtain private medical records (PMRs) that are already of record, or asks for a new release for records when a valid release was already of record. |
| 5. Were all necessary examinations/medical opinions requested and correct? | OAR QA will cite an error when the VSR does not request all necessary examinations and/or medical opinions. OAR QA will also cite an error if the VSR requests the incorrect exam/Disability Benefits Questionnaire (DBQ), does not identify all disabilities in the request, or does not identify critical information in the request such as private treatment records, VAMC records, Veteran’s statements, or STRs (event in service). OAR QA will also cite an error if the VSR requests unnecessary examinations regardless if it prevented the claim from moving to the next step. An example of an unnecessary examination is if the Veteran claimed service connection for bladder cancer due to Agent Orange exposure. This is not a recognized disability under 38 CFR 3.309(e), therefore there is no entitlement to service connection. An examination for this disability is unnecessa OAR QA will cite an error when the VSR does not request all necessary examinations and/or medical opinions. OAR QA will also cite an error if the VSR requests the incorrect exam/Disability Benefits Questionnaire (DBQ), does not identify all disabilities in the request, or does not identify critical information in the request such as private treatment records, VAMC records, Veteran’s statements, or STRs (event in service). OAR QA will also cite an error if the VSR requests unnecessary examinations regardless if it prevented the claim from moving to the next step. An example of an unnecessary examination is if the Veteran claimed service connection for gout due to Agent Orange exposure. This is not a recognized disability under 38 CFR 3.309(e), therefore there is no entitlement to service connection. An examination for this disability is unnecessary. If the VSR fails to request a necessary exam and/or opinion, but the situation is beyond the scope of the VSR’s training, then OAR QA should not cite an error. The standard for determining when an exam or opinion is required is different for a VSR than for a RVSR. An example is if a VSR determines an examination and opinion is needed for a claim for compensation under 38 U.S.C. 1151 or if an opinion is needed regarding conflicting medical evidence. |
| 6. Were all issues addressed and decided? | A “claimed issue” is any benefit specifically mentioned by the applicant or accredited representative. OAR QA will cite an error if the VSR does not convey all the issues decided by a rating decision if the portion of the rating decision provided to the Veteran/claimant did not include those decisions, and hence, the Veteran does not receive any notification on the outcome of that issue. The VSR is also responsible for ensuring the rating decision addressed all issues. Furthermore, OAR QA evaluates the VSR on whether all administrative issues were appropriately addressed/decided (not by rating). OAR QA cites dependency errors under this task only when a VSR does not address a claimed dependent. OAR QA should capture all other dependency errors under the appropriate task. Failing to address pension administratively when appropriate falls under this task. An example of an error for premature award of benefits prior to determining eligibility is if the VSR administratively grants pension without verifying the qualifying service first. |
| 7. Was necessary award or administrative decision generated/completed and correct? | Encompasses all situations where a VSR generates, or should generate, an award. This includes erroneously cleared claims. Errors include: failing to implement payment changes based on a rating decision or incorrectly implementing such a decision and failing to correctly pay based on benefits awarded, discontinued, or adjusted administratively, or considering evidence received after the record was closed for higher-level reviews. OAR QA does not cite payment errors resulting from withholdings of administrative reductions or dependency adjustments under this task. |
| 8. Were all dependency adjustments and/or decisions correct? | Involves all award/decisions involving the addition, denial, removal, and change in status of dependents based on the promulgation/authorization activity. Examples of errors in this task involve adding ineligible dependents to an award, removing or denying eligible dependents from an award, adding or removing dependents or changing their status from an incorrect date, and erroneously changing or failing to change the status of a dependent. OAR QA will also cite an error for incorrect future date for the removal or change in status of a dependent. This task also includes errors involving premature dependency adjustments. Error examples are: a VSR establishes a dependent prior to obtaining the Social Security number (SSN) or removes a stepchild when the Veteran divorces the parent without determining whether the Veteran still supports the child.II Involves all award/decisions involving the addition, denial, removal, and change in status of dependents based on the promulgation or authorization activity and failure to readjudicate issue(s) on the merits when relevant evidence is of record. Examples of errors in this task involve adding ineligible dependents to an award, removing or denying eligible dependents from an award, adding or removing dependents or changing dependent status from an incorrect date, and erroneously changing or failing to change the status of a dependent. OAR QA will also cite an error for incorrect future date for the removal or change in status of a dependent. This task also includes errors involving premature dependency adjustments. Error examples are: a VSR establishes a dependent prior to obtaining the Social Security number (SSN) or removes a stepchild when the Veteran divorces the parent without determining whether the Veteran still supports the child. For error trend purposes, OAR QA will only mark the error descriptions that are in error if the claim involves multiple dependency adjustments/decisions. For example, a Veteran submits a claim to establish a spouse, a biological child, and a stepchild. The VSR correctly adds the spouse to the award; however, adds the biological child from an incorrect effective date and adds the stepchild without the Veteran furnishing requested necessary evidence to establish entitlement. OAR QA will mark error descriptions for effective dates and stepchildren. |
| 9. Were all required withholdings / reductions correctly implemented? | Encompasses all such payment adjustments requiring VSR input/decision. This includes retired pay withholdings, severance pay withholdings, drill pay waivers, hospitalization adjustments, incarcerated Veterans, return to active duty, etc. This does not include reductions due to rating actions as task 7 covers these errors. As with all tasks, this encompasses not just whether the adjustments the VSR made were correct, but whether the VSR failed to implement any and all adjustments covered by this task. |
| 10. Was the claimant properly notified? | 38 CFR 3.103 contains the basic rule for proper notification. Claimants and representatives are entitled to timely notice of any decision made by VA. This rule applies to both awards and disallowances. VSRs must place notification letters in claims folders or in the electronic record(s). The appeal period does not begin until VA notifies the claimant and representative of the decision. VSRs must provide complete and accurate information in notification letters to include favorable findings for denials, when applicable. VSRs must also provide notice of evidence received after the record closed that was not considered. VSRs must include evidence used to decide the claim in every notification letter. VSRs must provide notice of procedural and appellate rights following every decision, and must properly Cc the POA, if any, on the notification letter (e.g., private attorney addresses). Errors under this task also include notifications to the claimant regarding POA appointments. For example, errors regarding notification to the claimant of an incomplete appointment or notification when the appointment form lacks 38 U.S.C. 7332 election. |
| 11. Were all systems accurately updated? | VA requires accurate systems compliance. OAR QA will utilize the error descriptions in this question to determine systems compliance errors. Only “Yes” or “No” are acceptable answers for task 11. “NA” is not an acceptable answer for task 11. OAR QA will only consider errors that fall under the nine error descriptions on the checklist as systems compliance errors. Errors include: not utilizing the correct EP and DOC (this includes companion EPs), not updating Beneficiary Identification and Records Locator Subsystem (BIRLS) and participant profile with the necessary service information, and not updating mailing and payment addresses. Not inputting all claimed issues as contentions and verifying the contention is an error. Furthermore, incorrectly granting POA access or failure to revoke POAs is an error. This includes accepting an invalid form. Incorrectly inputting and updating tracked items for all requested evidence is an error under this task. This includes correctly utilizing dispositions. Any required systems updates that do not fall under the nine error descriptions of this section are not errors and OAR QA should indicate these issues as remarks and return them for correction. For example, VBMS indexing and inputting VBMS notes are not errors under this task. Also, OAR QA does not consider contention classifications and contention types as errors under systems compliance. Please note: An incorrect DOC or EP is still a systems compliance error if the VSR closes the EP and can no longer correct the DOC/EP. VSRs can only correct DOC/EP errors prior to closing the claim. If OAR QA identifies a DOC/EP error on a closed EP, OAR QA cites the error under task 11 and notifies the VSR. It is not appropriate to establish an EP 930 when a VSR or OAR QA identify an incorrect DOC or EP for a closed EP. |
| 12. Were all other issues that required correction completed correctly? | This question identifies discrepancies that would have otherwise been considered errors had the EP in question been under review. Comments do not count as errors under the EP under review. |
| 13. Does this Review contain a traditional BE? | Answer YES if OAR QA marked this question incorrect under the previous OAR QA checklist A-H and for any error that affects the Veteran’s entitlement. |