What this means
m21-5:7.H.2 explains RO responsibilities for board field hearings. In plain terms, the official guidance says before Travel Board hearings, RO staff must equip the hearing room with a computer properly configured to provide the presiding judge access to each appellant’s eFolder. It also addresses the videoconference equipment must be left on at all times. The system will shut itself down after five minutes of non-use when disconnected from a videoconference call.
How this may help with a claim
Use m21-5:7.H.2 to audit how VA handled RO responsibilities for board field hearings. Start with the decision date, the issue being reviewed, and the evidence VA was allowed to consider, then compare the record with this rule: Before Travel Board hearings, RO staff must equip the hearing room with a computer properly configured to provide the presiding judge access to each appellant’s eFolder. The videoconference equipment must be left on at all times. The system will shut itself down after five minutes of non-use when disconnected from a videoconference call. 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: RO handling of evidence or claims submitted during Board hearings, and
- Confirm that the record or notice addresses this source point: When hearings have been scheduled, RO personnel are responsible for
- Document how this stated step or exception applies: greeting the appellant and representative, if applicable, on the day of the hearing
Important limits
m21-5:7.H.2 explains VA guidance for RO responsibilities for board field hearings; 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: Before Travel Board hearings, RO staff must equip the hearing room with a computer properly configured to provide the presiding judge access to each appellant’s eFolder. If, during the hearing, an appellant submits statements or other evidence related to the appeal before the Board
Search terms when useful
Phrases that may help when searching your claim file or this library.
- RO Responsibilities for Board Field Hearings
- m21-5:7.H.2
- Responsibilities Board Field
- Hearings
- Regional Office Responsibilities Travel
- responsibilities Board field hearings
- providing computer access eFolder
- videoconference equipment backup phones
Original VA guidance
The official VA text of this section
2. Regional Office (RO) Responsibilities for Travel Board and Video Hearings
Introduction
This topic contains information on preparing for Travel Board and video hearings, including
- RO responsibilities for Board field hearings
- providing computer access to the eFolder at Travel Board hearings
- videoconference equipment and backup phones
- RO handling of evidence or claims submitted during Board hearings, and
- Board administrative responsibilities for video hearings.
Change Date
July 18, 2024
7.H.2.a. RO Responsibilities for Board Field Hearings
When hearings have been scheduled, RO personnel are responsible for
- printing and distributing the daily hearing docket
- greeting the appellant and representative, if applicable, on the day of the hearing
- ensuring that the appellant and representative are in the hearing room at the proper time
- ensuring the equipment is provided and operational as provided in M21-5, Chapter 7, Section H.2.b and c, and
- processing evidence and claims received at Board hearings as provided in M21-5, Chapter 7, Section H.2.d.
Notes:
- Follow the procedures in M21-1, Part II, Subpart i, 1.A or M21-1, Part II, Subpart i, 2.A to ensure all mail received prior to the hearing is available in the eFolder.
- An appellant’s accredited representative may access the appellant’s eFolder through the Veterans Benefit Management System (VBMS).
- An appellant may view the contents of the eFolder by scheduling an appointment with the RO where the hearing will be held.
References: For more information on
- RO responsibilities with respect to videoconference equipment and phones, see M21-5, Chapter 7, Section H.2.c
- RO responsibilities for providing computer access to the eFolder at Travel Board hearings, see M21-5, Chapter 7, Section H.2.b
- certifying appeals, see M21-5, Chapter 7, Section F.3
- transferring the appeal (including the eFolder) to the Board, see M21-5, Chapter 7, Section F.4, and
- handling evidence and claims submitted during Board hearings, see M21-5, Chapter 7, Section H.2.d.
7.H.2.b. Providing Computer Access to the eFolder at Travel Board Hearings
Before Travel Board hearings, RO staff must equip the hearing room with a computer properly configured to provide the presiding judge access to each appellant’s eFolder.
7.H.2.c. Videoconference Equipment and Backup Phones
RO staff must ensure that videoconference equipment in the hearing room is properly set up and operational in advance of Board video hearings.
The videoconference equipment must be left on at all times. The system will shut itself down after five minutes of non-use when disconnected from a videoconference call.
A backup phone system consisting of a normal speakerphone must also be available in the vid eoconference room so that the hearing may continue (with audio only) even if there is a disconnection in the video link between the Board and the RO.
7.H.2.d. RO Handling of Evidence or Claims Submitted During Board Hearings
If, during the hearing, an appellant submits statements or other evidence related to the appeal before the Board
- immediately date stamp the evidence, and
- within one business day of the hearing, follow the procedures in M21-1, Part II, Subpart i, 1.A.2 to package and ship the mail to the appropriate scanning vendor for the Board.
For any new claims submitted during a Board hearing, ensure that these are processed expeditiously, consistent with the processing of new claims at RO hearings as provided in M21-1, Part II, Subpart i, 1.A.2.
7.H.2.e. Board Administrative Responsibilities for Video Hearings
The Board is responsible for the
- scheduling of all hearings with the Board
- initiation of all videoconference calls to ROs
- transcription of the digital audio recording of the hearing, and
- association of the following with the corresponding claims folder:
- the transcript of the hearing, and
- additional evidence with waiver and witness forms.