INS10413 - Monitoring VAs

Post-VA monitoring: marking up post

Marking the incoming post

Registrar’s action after the caseworker has marked up the post

Post which cannot be attached to the case

Marking the incoming post

Correspondence (post) is identified by one of three markings made on the letter or memo by the Caseworker (in pencil, so that the marking can be erased if the letter needs to be copied or produced in court).

These markings are

1. P–AE (Post to Assistant Examiner)

Use this marking for urgent post which requires urgent reply or has a specific deadline.

• Update IDMS with details of the correspondence.

2. P to Ex (Post to Examiner)

Use this marking for priority post checked by the E1 Assistant Examiner but which needs to be dealt with by the Band D Examiner (such as a proxy form or a complaint letter).

• Update IDMS with details of the correspondence.

3. F (File on the case)

Use this marking for post which

• does not require a reply or need further action to be taken (such as correspondence which just contains information to be noted by filing on the case papers)
• does require a reply, but without a specific deadline (such as a request for a final claim to be sent when you can do so). Mark this with ‘F’, but in brackets alongside show the IDMS Next Action given to the case.

• Set the Next Action in IDMS unless the appropriate action is already set, (for example, a Next Action of ‘Lodge final claim’).

Registrar’s action after the caseworker has marked up the post

After all the correspondence has been marked up it is put back in the Post Folder and passed back to the E2 Registrar to locate the case and attach the post or file it.

Post which cannot be attached to the case

The reason for ‘unattached or unlinked post’ may be that the case

• has been referred to the Control Section Cashiers Team, or Solicitor's Office

• is out of the rack because of a phone call or correspondence.

The Registrar will seek out the file, using systems information to trace and keep the caseworker informed of progress well before time limits on ‘P-AE’ or P to Ex’ post items expire.
The caseworker or Team Manager may confirm that

• Unattached post items must be brought to the Team Manager’s, or Caseworker’s attention regularly, normally at least once a month.