Section R765-134-5 - Procedures for Informal Adjudicative Proceedings(1) An informal adjudicative proceeding shall be commenced by either: (a) a notice of institutional action, if proceedings are commenced by the institution; or (b) a request for institutional action, if proceedings are commenced by persons other than the institution.(2) A notice of institutional action or a request for institutional action shall be filed and served according to the following requirements: (a) The notice shall be in writing, signed by a presiding officer if the proceeding is commenced by the institution, or by the person invoking the jurisdiction of the institution, or by the person's representative, and shall include: (i) the names and mailing addresses of each respondent and other persons to whom notice is being given;(ii) the institution's file number or other reference number;(iii) the name of the adjudicative proceeding;(iv) the date that the notice of institutional action or the request for institutional action was mailed;(v) if a hearing is to be held, a statement of the time and place of any scheduled hearing, a statement of the purpose for which the hearing is to be held, and a statement that a party who fails to attend or participate in the hearing may be held in default;(vi) if a hearing is not scheduled, a statement that a party may request a hearing within 20 days of the mailing of the notice or such other time as prescribed by institutional rule;(vii) a statement of the legal authority and jurisdiction under which the adjudicative proceeding is to be maintained or institutional action is requested;(viii) a statement of the purpose of the adjudicative proceeding, the questions to be decided to the extent known or the facts and reasons forming the basis for relief, and the relief or decision sought by the commencing party; and(ix) the name, title, mailing address, and telephone number of the presiding officer.(b) The institution shall mail the notice of institutional action or the request for institutional action to each party.(3) No answer or other pleading responsive to the allegations contained in the notice of institutional action or the request for institutional action need be filed.(4) The institution shall hold a hearing only if a hearing is required by statute or rule, or if a hearing is permitted by statute and a hearing is requested by a party within 20 days of the mailing of the notice, or such other time as prescribed by institutional rule. "Hearing" includes not only a face-to-face proceeding but also a proceeding conducted by telephone, television or other electronic means.(5) In any hearing, the parties named in the notice of institutional action or in the request for institutional action shall be permitted to testify, present evidence, and comment on the issues. Participation may be limited to the named parties.(6) Hearings will be held only after timely notice to each party.(7) Discovery is prohibited, and the institution may not issue subpoenas or other discovery orders. The parties may gather and share information in a non-coercive manner.(8) Each party shall have access to information contained in the institution's files and to all materials and information gathered in any investigation, to the extent permitted by law.(9) Intervention is prohibited, except that the institution may enact rules permitting intervention where a federal statute or federal rule requires that a state permit intervention.(10) Each hearing shall be open to each party. If the hearing is conducted by telephone, television or other electronic means this criterion is met if each participant in the hearing has an opportunity to participate in, to hear, and, if technically feasible, to see that aspect of the entire proceeding which is significant to the viewer while the proceeding is taking place.(11) Within a reasonable time after the close of the hearing, or after the parties' failure to request a hearing within the time prescribed by the institution's or this rule, the presiding officer shall issue a signed order in writing that states the following: (b) the reasons for the decision;(c) a notice of any right of administrative or judicial review available to the parties; and(d) the time limits for filing an appeal or request for review.(12) The presiding officer's order shall be based on the facts appearing in the institution's files and on the facts presented in evidence at any hearings.(13) Each hearing shall be recorded at the institution's expense. Any party, at his own expense, may have a reporter approved by the institution prepare a transcript from the institution's record of the hearing.(14) Nothing in this rule restricts or precludes any investigative right or power given to an institution by a statute other than the Act.(15) The presiding officer may enter an order of default against a party if that party fails to participate in the adjudicative proceeding. The order shall include a statement of the grounds for default and be mailed to each party. A defaulted party may seek to have the institution set aside the default order according to procedures outlined in the Utah Rules of Civil Procedure, Rule 60. After issuing the order of default, the presiding officer shall conduct any further proceedings necessary to complete the adjudicative proceeding without the participation of the party in default and determine each issue in the adjudicative proceeding, including those affecting the defaulting party.(16) If a statute or the institution's rules permit parties to any adjudicative proceeding to seek review of an order, the aggrieved party may file a written request for review within ten days after the issuance of the order with the person or entity designated for that purpose by statute or rule. The form and procedures for such a request are set forth in Section 63G-4-301.(17) Within ten days after the date that an order on review is issued, or within ten days after the date that a final order is issued for which institutional review is unavailable, any party may file a written request for reconsideration, stating the specific grounds upon which relief is requested. Unless otherwise provided by statute, the filing of the request is not a prerequisite for seeking judicial review of the order or the order on review. The request for reconsideration shall be filed with the institution and one copy shall be sent by mail to each party by the person making the request. The institution president, or a person designated for that purpose, shall issue a written order granting the request or denying the request. If the president or his designee does not issue an order within 20 days after the filing of the request, the request for rehearing shall be considered to be denied.(18) A party aggrieved may obtain judicial review of final institutional action except in actions where judicial review is expressly prohibited by statute, only after exhausting all administrative remedies available, except that: (a) a party seeking judicial review need not exhaust administrative remedies if a statute states that exhaustion is not required; and(b) the court may relieve a party seeking judicial review of the requirement to exhaust any or all administrative remedies if the administrative remedies are inadequate, or exhaustion of remedies would result in irreparable harm disproportionate to the public benefit derived from requiring exhaustion.(19) A party shall file a petition for judicial review of final institutional action within 30 days after the date that the order constituting the final institutional action is issued. The petition shall name the institution and all other appropriate parties as respondents and shall meet the form requirements specified in the Act.(20) The district courts shall have jurisdiction to review by trial de novo all final institutional action resulting from an adjudicative proceeding hereunder, except that final institutional action from proceedings based on a record shall be reviewed by the district courts on the record according to the standards of Subsection 63G-4-403(4). The form of the petition and procedures for this process are set forth in Section 63G-4-402. (21) Unless precluded by statute, the institution may grant a stay of its order, or other temporary remedy during the pendency of judicial review, according to the institution's rules. If the institution denies a stay or denies other temporary remedies requested by a party, the institution's order of denial shall be mailed to all parties and shall specify the reasons why the stay or other temporary remedy was not granted.(22) An institution may issue an order on an emergency basis without complying with the requirements of the Act if the facts known by the institution or presented to the institution show that an immediate and significant danger to the public health, safety, or welfare exists, and the threat requires immediate action by the institution. In issuing its emergency order, the institution shall comply with Section 63G-4-502. (23)(a) Any person may file a request for institutional action, requesting that the institution issue a declaratory order determining the applicability of a statute, rule, or order within the primary jurisdiction of the institution to specified circumstances. An institution may issue a declaratory order that would substantially prejudice the rights of a person who would be a necessary party, only if that person consents in writing to the determination of the matter by a declaratory proceeding. After receipt of a petition for a declaratory order, the institution may issue a written order: (i) declaring the applicability of the statute rule, or order in question to the specified circumstances;(ii) setting the matter for adjudicative proceedings;(iii) agreeing to issue a declaratory order within a specified time; or(iv) declining to issue a declaratory order and stating the reasons for its action.(b) The declaratory order shall contain: (i) the names of all parties to the proceeding on which it is based;(ii) the particular facts on which it is based; and(iii) the reasons for its conclusions.Utah Admin. Code R765-134-5
Amended by Utah State Bulletin Number 2021-15, effective 7/15/2021