Attachment D - Format for Transcripts - Exhibits.pdf

Attachment D

FORMAT FOR TRANSCRIPTS AND EXHIBITS

1. Paper copies of the Transcript are required to be printed from a

PDF version. This PDF version is to be “Image on Text” PDF format (NOT “Image Only”).

2. All transcripts shall be typed with black record ribbon on white linen unglazed paper of good quality, special onion skin, substance #9, or similar stock, to be approved by the

Contracting Officer. Paper shall be 8 1/2 x 11 inches, with ruled margin of 1 3/4 inches at the left side and ruled margin of 3/8 inches at the right side. A number indicating each line of transcript upon each page, i.e., 1 to 25 inclusive, shall be printed at the left of the left marginal line of the original and copies of the transcript.

3. Typing shall be 10 letters to the inch, 25 lines to the page, exclusive of page number, with 2 single spaces between lines.

Whenever testimony is continuous requiring more than 1 line, the typing shall begin as close as possible to the left ruled marginal line. Words shall be properly hyphenated when necessary. No payment will be made for lines in excess of 25 lines to the page.

4. In the original and each copy of the transcript the cover page showing name, case number, place and date of hearing, appearances, etc., shall be followed by a page or pages of distinctive color indexing the witnesses and exhibits to testimony. Each transcript shall include one complete cumulative index of witnesses and exhibits.

a. Witnesses shall be indexed in five columns: the first column, headed "Witness," shall contain the names of witnesses; the second column, headed "Direct," shall contain the numbers of the pages devoted to direct examination of the witness; the third column, headed

"Cross," shall contain the numbers of the pages devoted to cross-examination of the witness; the fourth column, headed

"Redirect," shall contain the numbers of pages devoted to redirect examination; the fifth column, headed "Recross," shall contain the numbers of the pages devoted to further cross-examination. (See Sample I below.)

b. Exhibits shall be indexed in five columns: the first column, headed "Exhibits," shall contain the numbers of the exhibits preceded in each instance by the identifying capital letter, D for Department of Labor's exhibits, R for

Respondent's exhibits, P or C for exhibits of the petitioner or party making the charge, as the case may be, and similar identification letters for other parties or interveners, if any; the second column, headed

"Identification," shall contain the numbers of pages at which exhibits are marked for identification; the third column, headed "Received," shall contain the numbers of the pages at which exhibits are received in evidence; the fourth column, headed “Withdrawn,” shall contain the numbers of the pages at which exhibits are withdrawn from evidence; the fifth column, headed “Rejected,” shall contain the numbers of the pages at which exhibits are rejected as evidence. (See Sample I below.)

5. The paging of the transcript shall be in a single series by consecutive numbers regardless of the numbers of days consumed in the hearing, conference, etc., and the paging of the transcript in a re-hearing shall follow consecutively the paging of the last previous hearing in the same case.

6. The original transcript shall be authenticated by the Official

Reporter by a certificate page in a specified format. (See sample II below.)

7. Each original of the transcript furnished the Department of

Labor shall be bound with covers made of 140-pound index paper, to be approved by the Contracting Officer, of buff or similar light color, punched with three holes at the left side; the upper and lower holes to be 2 inches from top and bottom of the page, third hole in center of resulting interval, and shall be secured with tape of reasonable durability.

8. Covers for transcripts shall be typewritten, and in the form hereto attached (See Sample III below).

9. Specifications - Exhibits:

a. Exhibits referred to in the transcript shall be numbered by the reporter in a single series of consecutive numbers for

D, R, P, or C, etc. respectively. Such a single series of consecutive numbers shall be used for an entire proceeding, regardless of the number, duration, or place of hearings therein.

b. "Single series of consecutive numbers" shall include all exhibits; whether marked for identification and not introduced or rejected, whether introduced without previous marking for identification, whether marked for identification and later introduced.

c. Exhibits referred to in a transcript whether or not received in evidence shall be authenticated by the reporter, on the face of the exhibit, using a stamp approximately 3" x 1-1/4" in size, in the following format:

Case No. _______________ OFFICIAL EXHIBIT NO._______

(Department of Labor or name of party)

Disposition: Identified ______________

Received ______________

Rejected ______________

Date ____________ No. of Pages _______

Disposition of the exhibit shall be indicated by the reporter by a check mark in the appropriate space on the stamp.

d. Whenever exhibits received in evidence are presented in duplicate, the duplicates shall be stamped "DUPLICATE" on the face and shall be identified otherwise in the manner provided herein for identification of exhibits. All duplicate exhibits shall be maintained in a separate file marked "Duplicate Exhibits" in the same manner provided herein for original exhibits. All duplicate exhibits shall be delivered to the appropriate regional office with the second photocopy of the transcript.

e. Black ink only shall be used for stamp pads and for pens used in marking exhibits. All spaces in stamp shall be filled in.

f. The first page bearing the official or authentic stamp above referred to shall indicate the number of pages in each exhibit.

g. Exhibits marked for identification shall be stamped and shall remain in custody of the attorneys until received in evidence unless the presiding officer shall direct otherwise. Before being delivered to Department of Labor, exhibits shall be arranged by the reporter in numerical order in each series, properly marked and bound in separate covers for each series. If the numerical sequence is broken by exhibits having been withdrawn, or by absence of any exhibits for any reason, a memorandum 8 1/2" x 11" shall be inserted by the reporter in the place of each missing exhibit, stating its nature, how numbered and marked, the reason for its absence, and its custodian.

h. Exhibits received in evidence and rejected exhibits shall remain the custody of the assigned reporter during the hearing. During the hearing, the reporter shall not release any exhibit except upon direction by the presiding officer, in which case the reporter shall be furnished a receipt for same. In no case shall any exhibit be released until it has been properly stamped and noted by the reporter. During the time between the close of the hearing and the forwarding of exhibits, no person shall be permitted to withdraw exhibits except upon direction of the "presiding official."

i. Exhibits shall not be copied into the record nor shall photostat copies of exhibits for inclusion in the record be made by the reporter unless the presiding officer so directs.

10. The Contractor agrees that all recordings, stenographic notes, or their equivalent, taken in connection with the services rendered under this contract, and typed plates made therefrom, shall be filed, and held by the reporter subject to the authority and control of the Department of Labor for a period of one year. An Electronic or paper copy of all transcripts shall be maintained for a period of two (2) years from the date of the hearing.

SAMPLE I:

Reporter: _________________________ Date:____________________

OALJ Case Name & Number:_____________________________________

WITNESS (FULL NAME) DIRECT CROSS REDIRECT RECROSS

EXHIBITS

EXHIBITS IDENTIFICATION RECEIVED WITHDRAWN REJECTED

SAMPLE II

This is to certify that the attached proceedings before

Insert Title of Officer Name and Office

In the matter of:

Name of Proceeding:

Case/Docket Number:

Place:

Date:

were held as therein appears, and that this is the original transcript thereof for the files of the Department of Labor.

(Name of Reporting Company)

By ____________________________

(Official Reporter Signature)

SAMPLE III

OFFICIAL REPORT OF PROCEEDINGS

before the

OFFICE OF ADMINISTRATIVE LAW JUDGES

of the

U.S. DEPARTMENT OF LABOR

In the matter of: Docket No.

Place:

Date:

Pages:

Name of Reporter:

NAME OF REPORTING COMPANY

ADDRESS OF REPORTING COMPANY