Info for the Newly Hired

[funkyodar]

First of all, congrats to my new colleagues and welcome to the corps and, if you were an outsider, welcome to ODAR.

I thought we could start a thread where some practical advice and info could be exchanged. We can leave discussions on judicial philosophy, demeanor and what not to other threads. In this, let's focus on practical info.

I will start.

Your new office probably has no idea you are coming. The customary thing to do is to call the office and introduce yourself to the HOD and HOCALJ.

If you are a current fed and your new duty station is 50 miles or more from your current location, you will get relocation benefits. You can expect incessant calls from your relocation coordinator, the real estate folks and other service providers to begin soon. I won't go into all the ins and outs at this point. Just know you have time for most and don't feel rushed. What's important now is your temporary benefits for housing and travel. You can of course do hotels for now, but most HODs can give you info on the local short and long term rental properties. You will have to choose actual expenses or a lump sum for the temp benefits. If you want to pay out of pocket and keep receipts, you may net a little higher benefit. If you take lump sum, you net lower but get it all up front and don't have to submit receipts.

Dress up the first day. You will be sworn in by the HOCALJ and pics may be taken. Your family is welcome and most offices will do a brunch or lunch type thing. It's really a low key affair and your more official swearing in will be at training in FC.

You are going to be swamped with moving and what not, so don't worry one iota about learning SS law right now. Your three weeks in the office will give you ample time to learn the systems and study the CFR. Then, the FC training is really superb.

From the day you arrive you are at least 8 weeks and maybe longer from having your first hearing. So don't stress. You will need to make a decision on attire. Many odar judges wear a suit on the bench. Others choose to wear the robe. It's your call. At FC training you will likely get a presentation by a robe company where you will be fitted and can order. These are high quality robes and are pretty expensive. Think 500 to 800 range IIRC. I went with a much cheaper option on judicialshop.com. Got a nice robe, maybe not as high quality, but I can buy a new one every 2 years for a decade and come out cheaper than the ones I saw at training.

As to the union, I have long been conflicted. I have disagreed with much of what they have done. And, the membership solicitation you will get at training will undoubtedly be pitiful. Yet, I joined because if you aren't a member you have no say.

Ok, that's enough from me for a bit. Sure others will chime in with great info and advice. Now that you are on board, feel free to PM me and I will give you my real email. I've collected some great go by docs and tools from people on here and in other offices since I was appointed and will be happy to pass them along. You won't need any of it for a while, but when you do just ask. You will find the corps to be very very friendly and helpful. We all want and need each other to succeed.

Again, welcome. It's a great job and a great responsibility. You will not regret saying yes.

Funky

[keepsake]

Great post Funky - I would just add a bit about training. It was very good generally. I also encourage folks to get to know your classmates.

Apart from interesting backgrounds and experiences, they can be great resources for a full range of info you might be less experienced in - for example - claimant's side work, decision writing, OGC/AC experience, federal govt employment, APA issues, litigation, judging in various forums etc.

You likely will know these people for a long time and 4 weeks is a bit of time to spend together. Our class has exchanged very helpful resources and experiences already and while there is a very good new ALJ discussion group with people from various classes, sometimes it's nice to ask questions or share stuff with your classmates.

[ok1956]

I was an outsider who was hired March 2015. No experience with SSA at all but a former judge and long-time arbitrator. My biggest issue coming in, which was not really addressed at our training, was how to write instructions so the writer could "get in my head" to see where I was coming from and how I reached my decision (our state court judges do not have law clerks and as an arbitrator I wrote all my own decisions). I strongly recommend that you meet with the writers in your office and seek their advice, suggestions, etc.

Of course, if you are someone who is stricken with what I call "black robe-itis" you may think this is silly advice, but I can tell you that the writers in our office have been a wonderful resource and more than willing to answer questions, offer suggestions, etc. Even writers outside our office, once they realize I actually mean it when I ask for their suggestions or comments (in my ALJ notes) have been willing to "talk" (via email) through decisions where they've had a question or suggestion.

I will reiterate what Funky said - This is a fabulous job and you will not regret saying "yes."

[february]

Thanks so much for starting this thread. I'm still pinching myself with disbelief that I actually got this job, but I will also be reading along here very carefully. Starting to educate myself about these things will help to fill all of the spare time that I have now that I no longer need to obsess about whether or when I might get an offer! It's really amazing to me how helpful the board veterans are.

[ba]

On the robe advice, I recommend tapered sleeves (rather than bell sleeves) , which make writing and typing easier, and the lighter fabrics (they get warm). Another thought to consider, particularly for men, is pocket slits, rather than actual pockets in the robe, so you can reach into your pants pockets. Also worth considering is snaps or Velcro rather than a zipper so you don't have to actually sit on your robe. Academic apparel is another very good company with employees that are always willing to help.

[inpatientlurker]

I'm not lucky enough to have gotten an offer yet, but for those claimants' representatives among those that have been hired in the past, is any help provided to make sure our fee waivers and withdrawals of representation are processed in a timely manner? Since we have all seen the agency has a lot on their plate and can't always move at lightning speed, I'm terrified of trying to get all my withdrawals processed in two weeks if necessary. (Although scared of the thought of some slipping through the cracks.) I'm hoping to be facing this problem some time next week.

[slainte]

Jun 4, 2016 14:54:27 GMT -5 inpatientlurker said:

I'm not lucky enough to have gotten an offer yet, but for those claimants' representatives among those that have been hired in the past, is any help provided to make sure our fee waivers and withdrawals of representation are processed in a timely manner? Since we have all seen the agency has a lot on their plate and can't always move at lightning speed, I'm terrified of trying to get all my withdrawals processed in two weeks if necessary. (Although scared of the thought of some slipping through the cracks.) I'm hoping to be facing this problem some time next week.

I'm with you inpatient. Fortunately I work for a large legal services organization and my PTB know I may have to leave on short notice. You may have a more difficult circumstance. My thought is I'd let the HOs know that you were appointed an ALJ so can they reschedule or adjourn the hearings = your clients need time to find new counsel.

I'll have my client sign new 1696s and other attorneys in my office take over the cases. In addition, contact the ODARs so they know what's going on. I'll then deal with my SSA AR account. Anyway, I will not complain if I have to resolve these issues because I'll have received The Call!

[philliesfan]

You will get an experienced ALJ as a mentor. Take advantage of your mentor. Also, take advantage of the other ALJs in your office. They are excellent resources for advice on how todealwith issues that may arise during the hearing process. I did and it has saved a lot of problems during hearings.

Stay on the good side of the staff. They can make your life easier and can keep you from making mistakes.

[onepingonly]

Great idea, Funky, as usual.

Robe: you can get buttons. Gives you options a zipper does not. Your office probably has a uniform practice, no pun intended. Either they robe up, or not. Just ask. If you want to buck the trend, that's cool too.

Get to know the person who does your time and leave. This person is key to your happiness in life from now on. She reminds you when your forms are due, helps you navigate stuff like your gov credit card, getting set up with your health insurance, and a thousand other critical things. She has more time than the HOD. Be nice to this person. You have been warned.

Be super nice to all the staff. If you are arrogant by nature, fake it. You cannot succeed alone in this job. The other judges are probably eager to help you. Don't worry about who your mentor is. Ask any judge who seems willing to help.

Schedulers: they schedule your cases. You need them. Their work is tedious and they take a lot of guff from reps. You can have their back. Don't let reps abuse them. The schedulers will then have your back in too many ways to name here.

HOD: Hearing Office Director; controls all admin stuff. Can help you tremendously, but is very busy. Don't bug the HOD with trivia (coffee machine), but he/she is the go-to person for the truly important stuff (restroom flooding...).

HOSA -- this is the IT person. He or she gets you your passwords and keeps the computers and VTC equipment running, and will be helpful when you start working from home or are on the road.

Case Techs: also perform a plethora of critical tasks. They may fill in when your hearing reporter calls in sick, for example.

There are various supervisors. Learn and respect the chain of command. You are nobody's boss as an ALJ. Go through channels, make requests, and say please. Ask for help and advice.

VE: Vocational Expert; you will be urged to get one for every adult disability claim. I suggest doing so. Respect the VE's time.

Hearing Reporter: takes notes, works the recording equipment, and ushers in the claimants. If she likes you (never met a male hearing reporter at SSA...), she will alert you to important things like, the claimant is very agitated, or nervous, or was doing jumping jacks in the parking lot, or brought a box cutter to the hearing. Respect her time and she will make your court run smoothly. A bad HR is very bad news.

You don't need to learn everything at once. If you have a bunch of judge experience already, great. If not, well, the judge never loses the case. If you don't know what to do, take the issue under advisement. Or IM a colleague. Or take a recess. It's your courtroom. It's OK to admit you don't know everything. Who cares? You're still the judge. You can always ask the rep, What is your understanding of how this arcane thing works? Please cite the relevant authority. Remain educable. Get a script for routine stuff you may forget.

Be dignified. Not cold or stuffy, but the reps and VEs and HRs are not your buddies. Others may disagree with me, but I think the judge is called upon to set the tone, and that may include laying down the law. To the claimant, this is no joke. Keep an appropriate demeanor. Friendly, courteous, relaxed, but not sloppy. They need to take your job seriously. If you are not yet comfortable with wielding serious authority (and don't worry, you soon will be), just remember it's not you personally, but your job that's serious and important.

Be confident. OPM says you can do this. ODAR says you are qualified. They want you to succeed. Some say the ALJ isn't a "real" judge, no contempt power, yada yada. Baloney. You're as real as you make it. Claimant can't get on disability without you (or a looong wait for the AC). Rep can't get paid without you. Command respect, demand respect, and give respect where it's earned. Be courteous. Take charge. Use your power for good.

Keep your office door open as much as you can stand to.

Let the writers know they can talk to you. They have ideas. Listen to them. They may be your next HOCALJ before you know it.

The decision in the case is yours, and yours alone. But you can definitely solicit advice, including a group chat.

Be fastidious about your time and leave and EEO issues. The agency takes these seriously, and if you make bad choices in these areas, be prepared to be suspended or fired.

Bring donuts for the office sometimes.

Welcome aboard. I wish you success in the new adventure. For me, it has been exciting, rewarding, and great fun. I bid you the same.

[beenlurking]

Jun 4, 2016 18:38:32 GMT -5 onepingonly said:

Great idea, Funky, as usual.

Robe: you can get buttons. Gives you options a zipper does not. Your office probably has a uniform practice, no pun intended. Either they robe up, or not. Just ask. If you want to buck the trend, that's cool too.

Get to know the person who does your time and leave. This person is key to your happiness in life from now on. She reminds you when your forms are due, helps you navigate stuff like your gov credit card, getting set up with your health insurance, and a thousand other critical things. She has more time than the HOD. Be nice to this person. You have been warned.

Be super nice to all the staff. If you are arrogant by nature, fake it. You cannot succeed alone in this job. The other judges are probably eager to help you. Don't worry about who your mentor is. Ask any judge who seems willing to help.

Schedulers: they schedule your cases. You need them. Their work is tedious and they take a lot of guff from reps. You can have their back. Don't let reps abuse them. The schedulers will then have your back in too many ways to name here.

HOD: Hearing Office Director; controls all admin stuff. Can help you tremendously, but is very busy. Don't bug the HOD with trivia (coffee machine), but he/she is the go-to person for the truly important stuff (restroom flooding...).

HOSA -- this is the IT person. He or she gets you your passwords and keeps the computers and VTC equipment running, and will be helpful when you start working from home or are on the road.

Case Techs: also perform a plethora of critical tasks. They may fill in when your hearing reporter calls in sick, for example.

There are various supervisors. Learn and respect the chain of command. You are nobody's boss as an ALJ. Go through channels, make requests, and say please. Ask for help and advice.

VE: Vocational Expert; you will be urged to get one for every adult disability claim. I suggest doing so. Respect the VE's time.

Hearing Reporter: takes notes, works the recording equipment, and ushers in the claimants. If she likes you (never met a male hearing reporter at SSA...), she will alert you to important things like, the claimant is very agitated, or nervous, or was doing jumping jacks in the parking lot, or brought a box cutter to the hearing. Respect her time and she will make your court run smoothly. A bad HR is very bad news.

You don't need to learn everything at once. If you have a bunch of judge experience already, great. If not, well, the judge never loses the case. If you don't know what to do, take the issue under advisement. Or IM a colleague. Or take a recess. It's your courtroom. It's OK to admit you don't know everything. Who cares? You're still the judge. You can always ask the rep, What is your understanding of how this arcane thing works? Please cite the relevant authority. Remain educable. Get a script for routine stuff you may forget.

Be dignified. Not cold or stuffy, but the reps and VEs and HRs are not your buddies. Others may disagree with me, but I think the judge is called upon to set the tone, and that may include laying down the law. To the claimant, this is no joke. Keep an appropriate demeanor. Friendly, courteous, relaxed, but not sloppy. They need to take your job seriously. If you are not yet comfortable with wielding serious authority (and don't worry, you soon will be), just remember it's not you personally, but your job that's serious and important.

Be confident. OPM says you can do this. ODAR says you are qualified. They want you to succeed. Some say the ALJ isn't a "real" judge, no contempt power, yada yada. Baloney. You're as real as you make it. Claimant can't get on disability without you (or a looong wait for the AC). Rep can't get paid without you. Command respect, demand respect, and give respect where it's earned. Be courteous. Take charge. Use your power for good.

Keep your office door open as much as you can stand to.

Let the writers know they can talk to you.

The decision in the case is yours, and yours alone. But you can definitely solicit advice, including a group chat.

Be fastidious about your time and leave and EEO issues. The agency takes these seriously, and if you make bad choices in these areas, be prepared to be suspended or fired.

Bring donuts for the office sometimes.

Welcome aboard. I wish you success in the new adventure. For me, it has been exciting, rewarding, and great fun. I bid you the same.

This may be one of the best posts on this board I've ever read.  Not only does it apply to being a judge..But life in general.  

[onepingonly]

Thanks, beenlurking! Very kind. :-)

[beenlurking]

Jun 4, 2016 18:56:48 GMT -5 onepingonly said:

Thanks, beenlurking! Very kind. :-)

The truth shall set you (us) free!

[funkyodar]

I agree OPO, excellent post and anyone who wants to succeed in this job should heed every word. Especially the advice on donuts.

[onepingonly]

Jun 4, 2016 20:07:16 GMT -5 funkyodar said:

I agree OPO, excellent post and anyone who wants to succeed in this job should heed every word. Especially the advice on donuts.

Thanks, Funky. Nothing like hot fresh donuts to make the time pass faster when there's no AC. :-P

Of course, locally, beignets are preferred, except when king cake is in season.

From my ODAR veranda with my mint julep,
Your friend,
onepingonly

[banks]

Cafe du Monde . . .

[onepingonly]

Jun 4, 2016 21:24:13 GMT -5 banks said:

Cafe du Monde . . .

Absolutely!

[Pixie]

Great thread, Funky, thanks.

There is a whole lot I could say, but it would probably all be over your head at this point (if you are a NODAR). Plus it would take longer to write than I have time for.

As to questioning the VE, I sat down with our most experienced VE, and he told me the best way to question the VEs and exactly what needed to be asked. Also he went over phrasing the RFC.

Probably a good idea to talk with the attorney/writers to determine where the common problem areas are. Better to not make the mistake than to have to fix it once it is made. Don't take too much of the writers' time though, as they are on the clock. Your mentor will be given a break because she is working with a new judge.

When the writers tell you something, believe it. They have been around long enough to know. If you are a NODAR, the ODAR culture is different from what you are used to. I don't know the number of times during the first several years, I said, "That's the way it's done?" Get used to it.

If you are friendly and approachable, the writers will be more willing to come to you when you have made a major mistake and suggest ways to fix it. They are your friends, perhaps your best friends in the office.

As to the robe vs. suit question, one of my state court judge friends who had a broad area of practice before becoming a judge, told me that in his experience, judges wear robes, bureaucrats wear suits.

It is a brave new world; study, learn and enjoy. Pixie

[Ready-Now!]

Jun 4, 2016 18:38:32 GMT -5 onepingonly said:

Great idea, Funky, as usual.

Robe: you can get buttons. Gives you options a zipper does not. Your office probably has a uniform practice, no pun intended. Either they robe up, or not. Just ask. If you want to buck the trend, that's cool too.

Get to know the person who does your time and leave. This person is key to your happiness in life from now on. She reminds you when your forms are due, helps you navigate stuff like your gov credit card, getting set up with your health insurance, and a thousand other critical things. She has more time than the HOD. Be nice to this person. You have been warned.

Be super nice to all the staff. If you are arrogant by nature, fake it. You cannot succeed alone in this job. The other judges are probably eager to help you. Don't worry about who your mentor is. Ask any judge who seems willing to help.

Schedulers: they schedule your cases. You need them. Their work is tedious and they take a lot of guff from reps. You can have their back. Don't let reps abuse them. The schedulers will then have your back in too many ways to name here.

HOD: Hearing Office Director; controls all admin stuff. Can help you tremendously, but is very busy. Don't bug the HOD with trivia (coffee machine), but he/she is the go-to person for the truly important stuff (restroom flooding...).

HOSA -- this is the IT person. He or she gets you your passwords and keeps the computers and VTC equipment running, and will be helpful when you start working from home or are on the road.

Case Techs: also perform a plethora of critical tasks. They may fill in when your hearing reporter calls in sick, for example.

There are various supervisors. Learn and respect the chain of command. You are nobody's boss as an ALJ. Go through channels, make requests, and say please. Ask for help and advice.

VE: Vocational Expert; you will be urged to get one for every adult disability claim. I suggest doing so. Respect the VE's time.

Hearing Reporter: takes notes, works the recording equipment, and ushers in the claimants. If she likes you (never met a male hearing reporter at SSA...), she will alert you to important things like, the claimant is very agitated, or nervous, or was doing jumping jacks in the parking lot, or brought a box cutter to the hearing. Respect her time and she will make your court run smoothly. A bad HR is very bad news.

You don't need to learn everything at once. If you have a bunch of judge experience already, great. If not, well, the judge never loses the case. If you don't know what to do, take the issue under advisement. Or IM a colleague. Or take a recess. It's your courtroom. It's OK to admit you don't know everything. Who cares? You're still the judge. You can always ask the rep, What is your understanding of how this arcane thing works? Please cite the relevant authority. Remain educable. Get a script for routine stuff you may forget.

Be dignified. Not cold or stuffy, but the reps and VEs and HRs are not your buddies. Others may disagree with me, but I think the judge is called upon to set the tone, and that may include laying down the law. To the claimant, this is no joke. Keep an appropriate demeanor. Friendly, courteous, relaxed, but not sloppy. They need to take your job seriously. If you are not yet comfortable with wielding serious authority (and don't worry, you soon will be), just remember it's not you personally, but your job that's serious and important.

Be confident. OPM says you can do this. ODAR says you are qualified. They want you to succeed. Some say the ALJ isn't a "real" judge, no contempt power, yada yada. Baloney. You're as real as you make it. Claimant can't get on disability without you (or a looong wait for the AC). Rep can't get paid without you. Command respect, demand respect, and give respect where it's earned. Be courteous. Take charge. Use your power for good.

Keep your office door open as much as you can stand to.

Let the writers know they can talk to you. They have ideas. Listen to them. They may be your next HOCALJ before you know it.

The decision in the case is yours, and yours alone. But you can definitely solicit advice, including a group chat.

Be fastidious about your time and leave and EEO issues. The agency takes these seriously, and if you make bad choices in these areas, be prepared to be suspended or fired.

Bring donuts for the office sometimes.

Welcome aboard. I wish you success in the new adventure. For me, it has been exciting, rewarding, and great fun. I bid you the same.

One of the best, if not the best, posts ever. The only thing better would be to have you as a mentor. Thanks for the post

[onepingonly]

Jun 5, 2016 8:37:53 GMT -5 Ready-Now! said:

Jun 4, 2016 18:38:32 GMT -5 onepingonly said:

Great idea, Funky, as usual.

Robe: you can get buttons. Gives you options a zipper does not. Your office probably has a uniform practice, no pun intended. Either they robe up, or not. Just ask. If you want to buck the trend, that's cool too.

Get to know the person who does your time and leave. This person is key to your happiness in life from now on. She reminds you when your forms are due, helps you navigate stuff like your gov credit card, getting set up with your health insurance, and a thousand other critical things. She has more time than the HOD. Be nice to this person. You have been warned.

Be super nice to all the staff. If you are arrogant by nature, fake it. You cannot succeed alone in this job. The other judges are probably eager to help you. Don't worry about who your mentor is. Ask any judge who seems willing to help.

Schedulers: they schedule your cases. You need them. Their work is tedious and they take a lot of guff from reps. You can have their back. Don't let reps abuse them. The schedulers will then have your back in too many ways to name here.

HOD: Hearing Office Director; controls all admin stuff. Can help you tremendously, but is very busy. Don't bug the HOD with trivia (coffee machine), but he/she is the go-to person for the truly important stuff (restroom flooding...).

HOSA -- this is the IT person. He or she gets you your passwords and keeps the computers and VTC equipment running, and will be helpful when you start working from home or are on the road.

Case Techs: also perform a plethora of critical tasks. They may fill in when your hearing reporter calls in sick, for example.

There are various supervisors. Learn and respect the chain of command. You are nobody's boss as an ALJ. Go through channels, make requests, and say please. Ask for help and advice.

VE: Vocational Expert; you will be urged to get one for every adult disability claim. I suggest doing so. Respect the VE's time.

Hearing Reporter: takes notes, works the recording equipment, and ushers in the claimants. If she likes you (never met a male hearing reporter at SSA...), she will alert you to important things like, the claimant is very agitated, or nervous, or was doing jumping jacks in the parking lot, or brought a box cutter to the hearing. Respect her time and she will make your court run smoothly. A bad HR is very bad news.

You don't need to learn everything at once. If you have a bunch of judge experience already, great. If not, well, the judge never loses the case. If you don't know what to do, take the issue under advisement. Or IM a colleague. Or take a recess. It's your courtroom. It's OK to admit you don't know everything. Who cares? You're still the judge. You can always ask the rep, What is your understanding of how this arcane thing works? Please cite the relevant authority. Remain educable. Get a script for routine stuff you may forget.

Be dignified. Not cold or stuffy, but the reps and VEs and HRs are not your buddies. Others may disagree with me, but I think the judge is called upon to set the tone, and that may include laying down the law. To the claimant, this is no joke. Keep an appropriate demeanor. Friendly, courteous, relaxed, but not sloppy. They need to take your job seriously. If you are not yet comfortable with wielding serious authority (and don't worry, you soon will be), just remember it's not you personally, but your job that's serious and important.

Be confident. OPM says you can do this. ODAR says you are qualified. They want you to succeed. Some say the ALJ isn't a "real" judge, no contempt power, yada yada. Baloney. You're as real as you make it. Claimant can't get on disability without you (or a looong wait for the AC). Rep can't get paid without you. Command respect, demand respect, and give respect where it's earned. Be courteous. Take charge. Use your power for good.

Keep your office door open as much as you can stand to.

Let the writers know they can talk to you. They have ideas. Listen to them. They may be your next HOCALJ before you know it.

The decision in the case is yours, and yours alone. But you can definitely solicit advice, including a group chat.

Be fastidious about your time and leave and EEO issues. The agency takes these seriously, and if you make bad choices in these areas, be prepared to be suspended or fired.

Bring donuts for the office sometimes.

Welcome aboard. I wish you success in the new adventure. For me, it has been exciting, rewarding, and great fun. I bid you the same.

One of the best, if not the best, posts ever. The only thing better would be to have you as a mentor. Thanks for the post

Very thoughtful. Thank you. When you come aboard, IM me. Happy to chat with you any time.

[gary]

Funky, you posted this in February 2015. I thought it was/still think it is great. Perhaps it has a place in this thread.

aljdiscussion.proboards.com/post/71349