Chapter 1 – General Administration

12030.9 Controlled Correspondence

• The BSCCU divides correspondence it controls into two categories-large and small actions.

• Large actions include:

  • Governor’s Office transmittals.

  • Legislative correspondence.

  • Correspondence from Directors of other state departments.

• Small actions are any other correspondence received by BSCCU that requires a reply from the Department.

• The BSCCU assigns due dates to large actions as follows:

  • Governor’s Office transmittals.

    • Two days before any given due date by the Governor’s Office or YACA.

    • Five working days for as-soon-as-possible (ASAP) requests.

    • Ten working days if no due date is requested.

• No extensions shall be allowed on Governor’s Office transmittals.

  • Legislative correspondence and correspondence from other Directors.

    • Two days before any requested due date–no extensions.

    • Five working days for ASAP requests–no extensions.

    • Ten working days if no due date is requested-an extension of up to three working days provided the request is made on or before the due date.

• The BSCCU assigns due dates to small actions as follows:

  • Two days before given due date (providing the due date is reasonable). No extensions shall be given if a reasonable due date has been requested.

  • Fifteen working days for correspondence without a requested due date. An extension of up to five days may be given if requested on or before the due date.

• The BSCCU shall:

  • Handle Governor’s Office transmittals by logging the date received, the information received, and the unit assigned.

  • Assign the correspondence or Governor’s Office transmittal to the appropriate Deputy Director or Assistant Deputy Director for response.

  • Staple the CDC Form 972 to the incoming correspondence.

  • Establish the due date and the date of referral on the CDC Form 972.

  • Provide Chief Deputy Directors and Director with a weekly listing of overdue controlled correspondence.