Filing and Serving Documents

Access information on filing documents with OAH and serving documents on other parties to a case

A complaint, as well as other documents sent to OAH, must be "filed" with OAH and "served" on all parties to a case.  All documents used to communicate with OAH about the case must be “served” on the other party or parties in the case.  All parties must be served before a document is filed with OAH because OAH will only accept a document that has been served on the other parties.

Proof of serving a document on the other parties must be sent to OAH, along with the document you wish to file with OAH.  The proof of service shows that the other parties have a copy of the document.  This is called either a “Statement of Service” or "Proof of Service."  “Proof of Service” and “Statement of Service” are used interchangeably.

Information on how to serve a party is discussed below in the “Serving the Document” section.  The Statement of Service lets OAH know that anything one side is saying to the judge has been told to the other parties.

“Filing” a document means that a document has been sent to OAH where a document is intended to be part of a case and seen by a judge.  Anyone who files a document with OAH must send a copy of the entire document, including any attachments, to all of the other parties involved in the case.  For example, if a parent files a complaint against a district, the parent must send a copy of the entire complaint to the district.  If a district files a complaint with OAH, it must send a copy to the parent or parents. More information on filing a document with OAH is presented below in the "File the Document" section.

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Serving a document means sending an exact copy to another party.  Serving a document may be done by mail or in person.  You may also serve by fax, or e-mail if the other party has agreed in advance to accept email service.  It is important to remember that you must provide a copy to the other parties before sending the document to OAH.  OAH will not accept a document for filing unless it has a completed Proof of Service included in the documents you are asking to file with OAH.

FILE THE DOCUMENTS AFTER SERVING

Once you have served the documents on the other side, you can file the documents with OAH. All documents have to be filed with OAH if you intend an ALJ to review them.

TYPES OF DOCUMENTS THAT ARE FILED WITH OAH

The types of documents that are filed with OAH include an original request for hearing, request for mediation, request for a continuance, any motion asking the court to take action other than ruling on merits of a case, etc.

Parties DO NOT file with OAH any evidence that a party wishes the judge to consider as part of the final ruling on the case.  Any documents or other evidence you wish to present during the hearing are called “Exhibits” and they are NOT sent to OAH.  Exhibits are submitted separately.

For more information on how to submit exhibits please see the sections titled, “Preparing for Hearing” and “Electronic Submission of Witnesses Lists and Evidence through Case Center” in this document or visit OAH’s website at the following URLs.  You may click on the URL as each is an active link or copy and paste the URL into your browser.

PREPARING FOR HEARING AND SUBMITTING EXHIBITS

Either click on Preparing for Hearing or copy and paste into your browser the following URL: https://www.dgs.ca.gov/OAH/Case-Types/Special-Education/Self-Help/Preparing-for-Hearing

ELECTRONIC SUBMISSION OF WITNESS LISTS AND EVIDENCE THROUGH CASE CENTER

Either click on Electronic Submission of Witness Lists and Evidence Through Case Center or copy and paste into your browser the following URL: https://www.dgs.ca.gov/OAH/Case-Types/Special-Education/Self-Help/Electronic-Submission-of-Witness-Lists-and-Evidence-Through-CaseCenter

To file a document with OAH, the document should be sent to OAH in one of the following ways:

The address for mailing, hand delivery, or overnight mail is:

Special Education Division 
Office of Administrative Hearings 
2349 Gateway Oaks Drive, Suite 200 
Sacramento, CA 95833 

If a parent is unable to either e-file documents using SFT, to send documents by mail or overnight delivery, or hand deliver the documents, please call OAH at (916) 263-0880 for assistance.

A Proof of Service, which is also called a Statement of Service, is a document that states that you have provided a copy of the documents you are filing to all parties in your case.  An optional version of the Statement of Service is available on OAH’s website in English, Arabic, Cantonese (Traditional), Mandarin (Simplified), Spanish, and Vietnamese.  Other languages may be made available upon request.

NOTE: you must download a form and save it to your laptop’s desktop before filling out the form or print it out before filling in a form.

Access an Optional Statement of Service Form

  • For an Optional Statement of Service form click on Statement of Service or copy and paste into your browser the following URL: https://www.dgs.ca.gov/OAH/Case-Types/Special-Education/Services/Page-Content/Special-Education-Services-List-Folder/File-and-Serve-Documents-in-Special-Education-Case

The OAH Secure e-File Transfer (SFT) system allows users to send to OAH, and receive from OAH, electronic documents.  It does not allow users to serve other parties in a case.

  • For more information on how to file documents with OAH electronically go to OAH’s website by copying and pasting into your browser the following URL:     

    https://www.dgs.ca.gov/OAH/Services/Page-Content/Office-of-Administrative-Hearings-Services-List-Folder/File-or-Upload-OAH-Case-Documents