The Office of Administrative Hearings The Eighteenth Annual Report to Governor Janice K. Brewer Senator Andy Biggs, President of the Senate Representative Andy Tobin, Speaker of the House Pursuant to A.R.S. § 41-1092.01(C)(5) and A.R.S. § 41-1092.01(C)(9) Cliff J. Vanell, Director November 1, 2013 Contents I. Introduction and Overview................................................................................. 1 II. Continued Development of the Office............................................................... 1. Certifications in ROC Cases.................................................................... 2. Entry of ROC Final Orders....................................................................... 3. Automation in Exhibit Indexing in Web-Based Dockets ....................... 4. Implementation of Personnel Reform..................................................... 5. Consultation with Superior Court Regarding Submission of Electronic Appeals Records........................................................................ 6. Five-Year Rule Review ............................................................................. 7. Proposed Rulemaking ............................................................................. 2 2 2 2 2 2 2 2 III. Summary of Agency Use of OAH Services....................................................... 3 1. Case Management................................................................................... 3 a. Breakdown of Cases Filed by Agency ................................................. 3 b. Number of Cases Concluded Versus Cases Filed .............................. 4 c. Timeline of Case Management ........................................................... 5 d. Incidence of Continuance.................................................................... 6 2. Evaluation ................................................................................................. 9 a. Results of Public Evaluation ................................................................. 9 b. Incidence of Rehearing and Appeal .................................................... 11 IV. Acceptance of Administrative Law Judge Decisions by Agencies.............. 12 1. Agency Action ........................................................................................ 12 2. Agency Inaction With Subsequent OAH Certification of Finality....... 15 V. Motions for Change of Administrative Law Judge Granted Pursuant to A.R.S. § 41-1092.07........................................................................................... 16 VI. Violations of A.R.S. § 41-1009 ......................................................................... 16 VII. Recommendations for Changes in the Administrative Procedures Act ..... 16 1. Establish uniform standards for appeal rights notice ........................ 16 2. Establish uniform basis for rehearing.................................................. 16 3. Conform rehearing and appeal rules.................................................... 17 VIII. Recommendation for Changes or Improvements in Agency Practice with Respect to the Administrative Procedures Act................................... 17 Recoupment of Costs for Administrative Hearings ................................. 17 I. Introduction and Overview The Office of Administrative Hearings (OAH) was created pursuant to Laws 1995, Chapter 251, adding Arizona Revised Statutes § 41-1092 et seq., and commenced operation on January 1, 1996. Administrative hearings previously provided by regulatory agencies (except those specifically exempted) were transferred to OAH for independent proceedings. The Phoenix office currently has 17 full-time positions, including the Director, the Office Manager, 10 Administrative Law Judges, and 5 support staff. In addition to having conducted hearings in Phoenix, OAH videoconferenced Registrar of Contractors hearings in Flagstaff, Kingman, Lake Havasu City, Show Low, and Yuma. Our statutory mandate is to “ensure that the public receives fair and independent administrative hearings.” Responsibility: OAH understands its responsibility to create a system that is efficient and cost effective. OAH statistics in FY 2013 indicate agency acceptance of Administrative Law Judge Decisions without modification was 85.22%. Agency acceptance of Findings of Fact and Conclusions of Law without modification was 90.60%. Rehearings (0.81%) and Appeals (1.13%) were rare. Evaluations by participants continue to indicate that Administrative Law Judges and OAH were rated excellent or good in 92.51% of all responses. Integrity: OAH takes its statutory mandate to provide fair, impartial and independent hearings seriously. Although part of the executive branch, together with its client agencies, OAH maintains a conscious detachment from political issues and the missions of those agencies. Procedures, rulings, and case assignments are at all times kept free of outside pressures to ensure that the parties can be assured that hearings are impartial and independent. Commitment: OAH views commitment as a willingness to advance its mission, including improving the quality of decision-writing. While the Administrative Law Judges must render decisions according to the evidence before them and using their independent judgment, OAH requires that Administrative Law Judges review all decisions that have been modified or rejected by an agency in order to encourage them to identify any possible incorrect citations or other areas where quality can be improved. This commitment is in furtherance of the duty of OAH to provide continuing education to its Administrative Law Judges. Efficiency: Through careful case management the completion rate for cases in FY 2013 was 101%. 1 II. Continued Development of the Office 1. Certifications in ROC Cases In FY 2013, the Registrar of Contractors (ROC) determined to make greater use of the certification process provided in A.R.S. § 41-1092.08(D) in order to streamline its process. OAH agreed to modify its certification language to include the effective date and the resulting applicable rehearing and appeal time limits in order to eliminate the need for a post-certification final order by the ROC. The modification had no cost, but greatly accelerates the ROC process. 2. Entry of ROC Final Orders ROC and OAH entered into an Intragovernmental Service Agreement whereby OAH Administrative Law Judges enter ROC’s final order incident to vacating a matter. This agreement has virtually no cost, but greatly accelerates the ROC process. 3. Automation in Exhibit Indexing in Web-Based Dockets All exhibits submitted in OAH’s web-based electronic dockets are now indexed automatically, relieving parties of the need to create index files in html. This automation also allows the rapid creation of electronic appeals records for future planned submission to Superior Court. 4. Implementation of Personnel Reform OAH has implemented measures to conform to personnel reform pursuant to Laws 2012, Chapter 321. 5. Consultation with Superior Court Regarding Submission of Electronic Appeals Records OAH continues to consult with the Maricopa County Superior Court regarding the technical and legal feasibility of transferring OAH’s appeal records in electronic form. 6. Five-Year Rule Review OAH completed its third five-year rule review pursuant to A.R.S. § 41-1056. 7. Proposed Rulemaking Prior to July 1, 2013, A.R.S. § 12-904(A) provided for judicial review of an administrative decision by the filing of a complaint with the Superior Court. A.R.S. § 12-904(B) provides that a party file a notice of the action with OAH, and that OAH thereupon transmit the record. In furtherance of A.R.S. § 12-904(A) and (B), A.A.C. R2-19-122 directed parties to file a copy of the complaint filed with the Superior Court with OAH within 10 days of the filing of the complaint. Effective July 1, 2013, A.R.S. § 12-904 substituted “notice of appeal” for “complaint.” OAH proposes to amend A.A.C. R2-19-122(A) to substitute “notice of appeal” for “complaint” to conform to the statutory change. OAH also proposes to distinguish an appeal resulting from an administrative hearing held before OAH from that of an agency, board or commission acting as an administrative law judge. Additionally, OAH proposes to amend A.A.C. R2-19-122(B) to distinguish a transcript of an appeal resulting from an administrative hearing held before OAH from that of an agency, board or commission acting as an administrative law judge. 2 III. Summary of Agency Use of OAH Services 1. Case Management a. Breakdown of Cases Filed by Agency (FY 2013): 7,596 cases were filed with OAH in FY 2013. The distribution among the agencies, boards, commissions, or political subdivisions (Agencies) are as follows (in descending order by number of cases filed): ........................................................................................................................................................ Arizona Health Care Cost Containment System - 19 Registrar of Contractors Department of Weights and Measures Department of Health Services Department of Economic Security - CPS Department of Real Estate Department of Education - Special Ed Arizona Department of Revenue State Board of Nursing Department of Insurance State Board of Accountancy Department of Fire Building and Life Safety - H/C Department of Economic Security Department of Public Safety - Criminal History Records Department of Environmental Quality Board of Appraisal Arizona State Retirement System Peace Officers Standards and Training Arizona Medical Board Arizona Department of Financial Institutions Department of Fire Building and Life Safety Department of Administration Department of Public Safety - Student Transportation State Board for Charter Schools Board of Technical Registration Liquor Licenses and Control Department of Gaming Department of Water Resources Board of Behavioral Health Examiners Arizona Department of Transportation Board of Chiropractic Examiners Pinal County Elections Department State Board of Cosmetology Board of Dental Examiners Secretary of State Board of Psychologist Examiners Maricopa County Attorney’s Office Office of Pest Management Arizona Commerce Authority 3 5,647 394 389 354 188 168 82 53 50 44 23 19 17 15 15 14 14 12 9 8 7 6 5 5 5 5 5 5 4 3 2 2 2 2 2 2 2 2 1 Department of Racing State Land Department Arizona Board of Osteopathic Examiners In Medicine and Surgery Arizona State Department of Housing Department of Education Maricopa County Procurement Palominas Fire District Pinetop Fire District Radiation Regulatory Agency Arizona Lottery Office of the Attorney General Rio Rico Fire District Department of Public Safety - Concealed Weapons Permit Unit Secretary of State - HAVA 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Total 7,596 b. Number of Cases Concluded Versus Cases Filed: In FY 2013, the conclusion rate (defined as cases concluded divided by new cases filed) was 101.49%. Cases Comparison of Cases Filed v. Cases Concluded 7720 7700 7680 7660 7640 7620 7600 7580 7560 7540 7520 7,709 Cases Concluded Cases Filed (Docketed) 7,596 4 The following diagram illustrates the proportion of cases that proceeded to full hearing: Disposition of Concluded Cases FY 2013 Vacated by Agency 15% Hearings 29% Vacated by ALJ 56% c. Timeline of Case Management: A.R.S. § 41-1092.05(A) and § 41-1092.08(A) and (B) contemplate a rigorous timeline to expedite hearings and final agency actions. “Appealable agency actions” (defined as actions taken by an agency without a prior hearing) are required to be set for hearing within 60 days of a request by a party. “Contested cases” (defined as proposed actions for which a hearing is required) are required to be set within 60 days of an agency request. Administrative Law Judge Decisions must be transmitted to the agencies within 20 days of the conclusion of the hearing. The agency heads are required to take final action within 30 days of receipt. Boards and Commissions generally must take final action within 5 days of their next scheduled meeting. 5 The following diagram illustrates the average timelines: Average Days Between Selected Events - Appealable Agency Actions v. Contested Cases 70.00 58.62 60.00 55.23 50.00 40.00 AAA 30.00 CC 20.00 10.00 13.37 7.94 13.11 10.51 0.96 0.82 0.00 Request for Hearing to Scheduling Scheduling to First Hearing Date Conclusion of Hearing to ALJ Decision to Agency ALJ Decision Action d. Incidence of Continuance: A single continuance in FY 2013 added an average of 57.57 days to the total length of a case. Although 81.77% of all continuance requests were granted in FY 2013, OAH has developed a well-deserved reputation for discouraging “convenience” continuances in favor of those based on “good cause.” This is especially important because of the decrease in the number of Administrative Law Judges due to budget constraints. The frequency of continuances, defined as the number of continuances granted (888*) divided by the total number of cases first scheduled (7,596), was 11.7%. The ratio of first hearing settings (7,315) to continued settings on the calendar (888*) was 1 to 0.12. (*compare fig. 1, page 7 and fig. 2, page 8) 6 The following diagram illustrates the source of continuances: Continuance upon motion of non-agency party 52% Continuance upon mot ion of agency 48% The following chart is a breakdown of cases actually set for a continued hearing date on the FY 2013 calendar and their sources, by agency. (Note: the numbers in fig. 1, below, differ from those in fig. 2, page 8, because a motion for continuance granted in one fiscal year may result in the continued date being set in the following fiscal year.) ........................................................................................................................................................ fig. 1 AGENCY Continued Motion by nonagency party Arizona Department of Financial Institutions Arizona Department of Revenue Arizona Health Care Cost Containment System Arizona Medical Board Arizona State Retirement System Board of Appraisal Board of Behavioral Health Examiners Board of Dental Examiners Board of Psychologist Examiners Department of Administration Department of Economic Security Department of Economic Security - CPS Department of Education - Special Ed Department of Fire Building and Life Safety Department of Fire Building and Life Safety - H/C Department of Health Services Department of Insurance Department of Public Safety - Criminal History Records 7 2 9 234 2 2 1 3 1 1 2 4 39 61 2 6 65 10 3 Continued Motion by agency party 522 1 1 13 6 1 15 3 - Department of Public Safety - Student Transportation Department of Real Estate Department of Weights and Measures Department of Water Resources Drexel Heights Fire District Liquor Licenses and Control Maricopa County Attorney’s Office Palominas Fire District Peace Officers Standards and Training Pinal County Elections Department Registrar of Contractors Secretary of State State Board of Cosmetology State Board for Charter Schools State Board of Nursing State Schools for the Deaf and the Blind Water Quality Appeals Board Total 9 1 1 2 2 2 148 1 2 4 1 3 2 1 5 4 1 4 1 2 - 623 582 The following chart reflects the number of motions to continue that were entertained in FY 2013 and the percentage granted: ........................................................................................................................................................ fig. 2 AGENCY Continuance Continuance Total Motions Granted Denied Arizona Department of Revenue Arizona Health Care Cost Containment Arizona Medical Board Board of Technical Registration Arizona State Retirement System Board of Appraisal Board of Behavioral Health Examiners Board of Psychologist Examiners Department of Administration Department of Economic Security Department of Economic Security - CPS Department of Education - Special Ed Department of Environmental Quality Department of Fire Building and Life Safety Department of Fire, Building and Life - H/C Department of Health Services Department of Insurance Department of Public Safety - CHR Department of Public Safety - ST Department of Real Estate Department of Weights and Measures Drexel Heights Fire District 17 460 5 0 4 4 4 1 2 5 40 51 4 0 8 91 9 3 2 16 2 2 4 109 1 1 0 0 0 0 0 1 7 4 0 1 1 10 6 0 0 2 0 0 8 21 569 6 1 4 4 4 1 2 6 47 55 4 1 9 101 15 3 2 18 2 2 % Granted 81 81 83 0 100 100 100 100 100 83 85 93 100 0 89 90 60 100 100 89 100 100 Liquor Licenses and Control Maricopa County Attorney’s Office Office of Pest Management Palominas Fire District Peace Officers Standards and Training Pinal County Elections Department Registrar of Contractors Secretary of State State Board for Charter Schools State Board of Accountancy State Board of Nursing 1 2 0 1 4 2 138 3 1 0 6 0 0 1 0 0 0 43 0 2 1 4 1 2 1 1 4 2 181 3 3 1 10 100 100 0 100 100 100 76 100 33 0 60 Total 888 252 1,086 81.77% 2. Evaluation a. Results of Public Evaluation: Since November 1996, OAH has administered an evaluation procedure. A copy of the evaluation is provided to all participants before the hearing. The evaluation form is described in a video played before each hearing, or is otherwise addressed by the Administrative Law Judge. The results are not disclosed to the Administrative Law Judge. Hearing participants place completed evaluations in locked boxes located near the hearing rooms. Those responding are asked to rate the following categories, on a scale of excellent, good, satisfactory, or poor: 1. Attentiveness of the Administrative Law Judge 2. Effectiveness in explaining the hearing process 3. Administrative Law Judge’s use of clear and neutral language 4. Impartiality 5. Effectiveness in dealing with the issues of the case 6. Sufficient space 7. Freedom from distractions 8. Questions responded to promptly and completely 9. Treated courteously The results indicate that satisfaction is high among all groups, with those responding rating OAH excellent to good in 92.51% to 97.47% of responses. 9 All Responses FY 2013 120.00% 95.66% 95.65% 97.47% 100.00% 95.06% 96.49% 95.41% 94.53% 92.51% 93.82% 80.00% Excellent/Good Average 60.00% Poor 40.00% 20.00% 1.27% 2.81% 3.06% 3.65% 1.28% 1.82% 1.53% 1.27% 2.86% 5.68% 2.16% 4.57% 2.70% 1.81% 2.43% 1.61% 0.81% 2.08% 0.00% 1 2 3 4 5 6 7 8 9 QUESTIONS An analysis of the unrepresented parties indicates that even among the most vunerable group, OAH is seen to be functioning extremely well. U n re p re s e n te d R e s p o n s e s 2 00 1 80 1 60 1 40 1 20 1 00 80 60 40 20 0 E x c elle nt G o od A ve ra g e 9 n 8 st io Q ue st io n Q ue Q ue st io st io 10 n 7 6 n 5 Q ue st io Q ue st io n 4 n 3 n Q ue st io Q ue st io Q ue Q ue st io n n 1 2 P oor b. Incidence of Rehearing and Appeal: Rehearings are permitted pursuant to A.R.S. § 41-1092.09 under certain conditions. In FY 2013, the rehearing rate (defined as rehearings scheduled divided by cases heard) was 0.81%. Appeals to Superior Court are provided for pursuant to A.R.S. § 41-1092.08(H). In FY 2013, the judicial appeal rate (defined as judicial appeals taken divided by cases decided on the merits) was 1.13%. As reflected in the following diagram, rehearings and judicial appeals in FY 2013 were relatively rare. Judicial Appeals and Rehearings FY 2013 Rehearings Appeals 12 10 10 8 8 6 4 4 3 2 2 2 1 1 1 1 1 0 0 0 0 0 0 0 A r zi on a Healt h Car e Cost Depar t men t of E con omic Con t ain men t Syst em Secur ti y- CPS 0 0 0 Depar t men t of En vir on men t al Depar t men t of Fir e B uid ln i g an d Depar t men t of Healt h S er vic es Qualti y Depar t men t of RealEst at e Lif e Saf et y Depar t men t of Weight s an d M easur es 11 Radiat o i n Regulat or y Regis t r ar of Con t r act or s SpecialE ducat o in IV. Acceptance of Administrative Law Judge Decisions by Agencies 1. Agency Action Agency acceptance of the Administrative Law Judge Decisions is high. 85.22% of all decisions acted upon by the agencies were accepted without modification. Agency acceptance was 90.6% if viewed from the vantage point of acceptance of Findings of Fact and Conclusions of Law, the core function of the Administrative Law Judge. 42.23% of modifications made by the agencies were in the Recommended Order (penalty portion). Amended Findings/ Conc lusions of Law only Reject ed 2.04% 7.36% Amended Order only 5.38% Ac cept ed wit hout Modif icat ion 85.22% The following chart reports the number of cases in the various categories of agency response. 1,600 1,378 1,400 1,200 1,000 800 600 400 87 200 119 33 0 Accepted without Modi f ication Amended Or der only Amended Fi ndi ngs/ Conclusions of Law only 12 Rejected The following chart reports the breakdown of agency response by agency. This list further illustrates that amendments and rejections are few relative to the decisions accepted. ........................................................................................................................................................ Accept Amend Order Amend Findings Reject Accountancy Board AHCCCS Board for Charter Schools Board of Cosmetology Chiropractic Examiners Dental Examiners Department of Administration Dept. of Environmental Quality Dept.of Fire,Bldg, Life Safety Department of Housing Department of Water Resources DES-APS DES-CPS DPS- Bus DPS-Crim. History Rec. Financial Institutions Gaming Health Services Insurance Land Liquor Licenses Lottery Medical Board Notary Nursing Office of Pest Management Osteopathic Examiners Psychologist Examiners Racing Radiation Regulatory Real Estate Registrar of Contractors State Retirement Water Quality Appeals Board Weights and Measures 3 970 1 2 1 2 8 4 64 4 10 1 1 125 4 1 3 1 2 1 16 1 1 1 1 27 112 8 3 - 6 14 2 1 2 1 1 2 3 1 1 5 48 - 1 46 1 14 29 1 1 1 24 1 19 1 4 4 1 1 2 1 Total 1,378 87 119 33 13 Total 10 1,049 1 2 2 1 1 4 9 1 1 4 83 4 10 1 3 161 6 1 3 1 4 1 22 1 1 1 1 1 28 186 8 3 2 1,617 In FY 2013, Administrative Law Judges rendered decisions that were contrary in whole or contrary in part to agencies’ original positions in 7.30% of cases. Recommendations Contrary to Original Agency Action FY 2013 ALJ Recommendation Contrary in Whole or in Part 7.30% ALJ Recommendation Aff irms 92.70% Agency acceptance of contrary decisions was high at 93.20%. Agency Response to Contrary Recommendations FY 2013 70 65 60 Cases 50 40 30 20 16 15 7 10 0 Agency Accepts Agency Amends Findings Agency Amends Order Contrary Accepts Order 14.56% Accepts Findings of Recommendation 63.11% Fact/Law 15.53% 14 Agency Rejects Contrary Recommendation 6.80% The following chart reports the breakdown of agency responses to contrary decisions. ........................................................................................................................................................ Client Accepted Amended Order Amended Findings Rejected Certified Total Accountancy Board Department of Housing AHCCCS Board of Appraisal DPS-Bus DPS-Crim. History Rec. DES-CPS Dental Board Dept. of Environmental Quality Dept. of Health Services Weights and Measures Gaming Dept. of Insurance Liquor Licenses Nursing Board Radiation Regulatory Real Estate Registrar of Contractors Psychologist Examiners. 31 1 1 3 15 1 1 1 5 - 1 5 1 1 3 2 1 1 - 10 4 1 1 - 1 2 1 1 1 1 1 1 3 1 - 1 1 49 1 2 3 20 1 3 1 5 3 1 1 2 1 6 1 1 Total 59 15 16 7 6 103 2. Agency Inaction With Subsequent OAH Certification of Finality Beginning August 21, 1998, OAH was required to certify the Administrative Law Judge Decision as the final administrative decision if OAH had not received the agency, board or commission’s action accepting, modifying or rejecting the recommended decision within 30 days of transmission. Special rules apply if the board or commission meets monthly or less frequently. A.R.S. § 41-1092.08(D). In FY 2013, 185 Administrative Law Judge Decisions were certified by OAH as final administrative decisions. Agency Certified Registrar of Contractors Department of Fire Building and Life Safety - H/C Board of Appraisal Department of Weights and Measures Department of Insurance Arizona Health Care Cost Containment System 15 121 22 11 11 10 2 Department of Fire Building and Life Safety Arizona Commerce Authority Arizona Department of Financial Institutions Board of Technical Registration City of Douglas Department of Public Safety - Student Transportation Maricopa County Procurement 2 1 1 1 1 1 1 V. Motions for Change of Administrative Law Judge Granted Pursuant to A.R.S. § 41-1092.07 A.R.S. § 41-1092.01(C)(9)(b) requires that the OAH report the number of motions for change of Administrative Law Judge for bias, prejudice, personal interest or lack of necessary expertise which were filed and the number granted. In FY 2013, 8 motions were filed and one motion was granted. VI. Violations of A.R.S. § 41-1009 Pursuant to A.R.S. § 41-1092.01(C)(9)(c), OAH reports that it has no knowledge of violations of A.R.S. § 41-1009 by any agency. VII. Recommendations for Changes in the Administrative Procedures Act The regulated community has long complained about inconsistent procedures among the various agencies. The following recommendations point to the areas where uniformity or greater consistency can be accomplished: 1. Establish uniform standards for appeal rights notice. Currently there are no standards for how, and with what degree of specificity, appeal rights to Superior Court should be communicated to parties once the agency has acted. 2. Establish uniform basis for rehearing. Parties must research the specific rules of each agency, board or commission to determine the bases for rehearing since there is little uniformity. Standardizing and recapitulating possible bases in Title 41 would make the process easier, particularly for the unrepresented. 16 3. Conform rehearing and appeal rules. Currently parties have 30 days from service of an agency’s final action, which is presumed after 5 days of mailing to the party’s last known address, to request a rehearing under A.R.S. § 41-1092.09(A)(1) and (C). However, under A.R.S. § 12-904(A), parties have 35 days to file an appeal to Superior Court upon service, presumed after 5 days of mailing to the party’s last known address. Conforming the time limits for requesting rehearings and filing appeals will simplify the process by eliminating varying time limits for parties to act on final orders and will allow agencies to frame the effective dates of their final orders to a single date. VIII. Recommendation for Changes or Improvements in Agency Practice with Respect to the Administrative Procedures Act Recoupment of Costs for Administrative Hearings: Billed costs to non-General Fund supported agencies, boards and commissions (ISA agencies), pursuant to A.R.S. § 41-1092.01(E) and (K), could be recouped by them by extending the statutory authority found in isolated statutes to all such ISA agencies. An example of statutory authority for recoupment is found in A.R.S. § 32-128(H), which permits the Board of Technical Registration to recoup certain costs: H. On its determination that a registrant or a home inspector has violated this chapter or a rule adopted pursuant to this chapter, the board may assess the registrant or the home inspector with its reasonable costs and expenses incurred in conducting the investigation and administrative hearing. All monies collected pursuant to this subsection shall be deposited, pursuant to sections 35-146 and 35-147, in the technical registration fund established by section 32-109 and shall only be used by the board to defray its expenses in connection with disciplinary investigations and hearings. Notwithstanding section 35-143.01, these monies may be spent without legislative appropriation. To avoid any appearance of impropriety by the ISA agencies, such recoupment might be limited to particular circumstances, such as settlements, cases where the ISA agency prevails before the independent Administrative Law Judge, or only as incident to disciplinary orders. 17