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Updated May 08, 2024

In This Section

  
This section contains the following topics:
 

 
 1.  General Information on VACOLS

 

Introduction

  
This topic contains general information on VACOLS, including

Change Date

  
May 9, 2024

6.A.1.a.  Definition of VACOLS

  
Veterans Appeals Control and Locator System (VACOLS) is an automated database for tracking appeals and monitoring pending workloads maintained by the Board of Veterans’ Appeals (Board). Regional offices (ROs) use VACOLS to track legacy appeals, i.e., disagreements to RO decisions made before February 19, 2019.
 
Important:  Effective tracking of appeals requires accurate and timely updates of VACOLS each time the end user takes acts on a pending appeal case.
 
References:  For more information on

6.A.1.b.  VACOLS Access

  
The end user may access VACOLS through the regional office (RO) VBAPPS folder, which is found on Veterans Benefits Administration (VBA) workstations and laptops.
 
ROs may view pending legacy appeals or those transferred to the Board by
  • generating a report from the QUERIES or SUSPENSE REPORTS MENU, or
  • entering the specific claim number in the APPELLANT ID field.
References:  For more information on

6.A.1.c.  VACOLS Case Status

  
The table below describes common status codes displayed in VACOLS.
 
When …
Then VACOLS shows …
an appeal is at the RO
advance status (ADV).
the Board accepts jurisdiction of an appeal
active status (ACT).
the Board has completed action on an appeal
history status (HIS).
 
Reference:  For more information on VACOLS status codes, see the VACOLS User’s Guide.

6.A.1.d.  VACOLS Review and Update

  
Every step of the appeals process requires accurate and timely VACOLS updates so that the appeal is moved though the appellate process expeditiously. 
 
RO employees are required to update all applicable VACOLS fields when action is taken on an appeal.  This includes, but is not limited to:
  • populating applicable dates
  • ensuring the appropriate Board hearing option is noted
  • establishing and maintaining diaries for pending actions
  • ensuring VBMS APPEAL is selected, when applicable, and
  • updating applicable fields on the DISPATCH tab when certifying the appeal to the Board.
Important:  In addition to updating VACOLS for appeals, RO employees are required, at a minimum, to update Veterans Benefits Management System (VBMS) by
  • entering all appealed issues as contentions
  • entering unsolicited evidence received with the appeal
  • uploading all development letters, and
  • entering notes.
References:  For more information on

6.A.1.e.  VACOLS Inquiries

  
The Office of Administrative Review (OAR) Operations Staff acts as a liaison between the Board and VBA regarding VACOLS issues. All inquiries related to issues in VACOLS that cannot be addressed at the local RO level should be sent to the OAR Operations Staff at OAROPS.VBAWAS@va.gov.

6.A.1.f.  Deleting Incorrectly Established VACOLS Records

  
Delete an incorrectly established VACOLS record by using the DELETE APPEAL option under the UTILITIES menu.  This option can only be used to delete appeals that are in the notice of disagreement (NOD) stage of processing.
 
For appeals beyond the NOD stage, contact a Board Point of Contact (POC) shown in M21-5, Chapter 7, Section F.7 to request deletion of the erroneous legacy appeal.
 
Annotate a permanent document in the claims folder to show that the NOD was canceled.
 
Important:  If there is a pending appeal EP (070 or 170) associated with an incorrectly established VACOLS record, add a VBMS claim note indicating the reason for cancellation, and then cancel the appeal EP.
 
Exception:  The Decision Review Operations Center in Washington, DC (DROC DC) uses EP 170 as a measure for their completed legacy appeals work.
 
References:  For more information on

 

2.  Appeal Reports

 

Introduction

  
This topic contains information on appeal-related reports and workload management, including

Change Date

  
 
March 2, 2020

6.A.2.a.  VACOLS Diaries

  
Diaries in VACOLS are used to track pending action on appeals.  Users must create a diary anytime action on the appeal is pending a response from the appellate or other source.
 
ROs can use the DIARY REPORTS (RPTS) function in VACOLS to create reports for diaries that are past due and those that are coming due. 
 
Reference:  For more information on diaries and diary reports, see the VACOLS User’s Guide.

6.A.2.b.  VACOLS Reports

  
VACOLS reports are used to track appeal workload by RO.
 
The following table describes the VACOLS menu report options.
 
Menu Option
Function
QUERIES
  • Displays specific types of appeals by RO, and
  • lists each appeal in the category selected.
SUSPENSE REPORTS
  • Displays pending appeal cases by status, and
  • lists each appeal in the status selected.
MANAGEMENT REPORTS (MGMT RPTS)
Generates either Nationwide or RO-specific summary totals of appeals by status or location.
 

6.A.2.c. VACOLS Tracking of Board Disposition of Paperless Appeals

  
To ensure timely action on paperless appeals that are referred back to the RO from the Board for additional action, ROs must use the BVA Dispositions report function in VACOLS.  
 
Follow the steps in the table below to generate the BVA Dispositions report.
 
Step
Action
1
Select BVA DISPOSITIONS under the PRODUCTIVITY REPORTS (PROD RPTS) tab.
2
Insert the applicable date range in the DECISION DATE RANGE field.
3
Select the applicable disposition from the DISPOSITION drop-down menu.
4
Select either the
  • SHOW ONLY VBMS APPEALS field, or
  • SHOW ONLY VIRTUAL VA APPEALS field.
5
Select OK to run the report.
6
Take appropriate action on all claims shown with a disposition of allowed or remanded.