Rules Division E-Filing

The Office of Administrative Hearings (OAH) Rules Division has been working on a new e-filing system.  The initial implementation of the e-filing system will allow Rulemaking Coordinators to submit:

  • Notice of Proposed Rules for Publication in the NC Register (Form 0300)
  • Proposed Temporary Rules for Publication on the OAH Website (Form 0700)
  • Other Rule Notices Requiring Publication on the OAH Website (Form 0700A)

The Rules Division has been performing an internal pilot of the e-filing system since April. Initial testing has gone well. OAH is planning to extend the pilot project to include agency Rulemaking Coordinators throughout the summer.  The current plan is to have the e-filing system available to all Rulemaking Coordinators in the fall of 2019.

What Does This Mean For Me?

You must be an Agency Rulemaking Coordinator to use the Rules e-filing system.  OAH will enter all authorized users into the system. The system can be accessed from the following location: https://www.encrats.oah.state.nc.us/Login.aspx

The system will provide the following benefits:

  • Central location for rule filings (created using the system)
  • Assistance with the population of the OAH forms
  • Validation of information entered (such as proposed effective date, comment period dates, etc)
  • Access to OAH copy of the rules associated with the filing (Cleaned up version)
  • Real Time status information as the filings are processed by OAH staff

Will There Be Training For The E-filing System?

OAH believes that the e-filing system is quite intuitive and that you will find it easy to use; however, we will be offering training for those persons that are interested.  As training opportunities are scheduled, we will send an email to all Rulemaking Coordinators to make them aware of the plan and to solicit participation.

There is a brief overview of the system and a Q&A list on the following pages. Please review these prior to attempting to use the system. Please contact the Rules Division at 919-431-3000 if you have additional questions.

There Will Be No Fee For Training, Registration Or Use Of The System.

Initial System Access

All information relating to the users of the Rules e-filing system will be entered and maintained by the OAH Rules Division Staff. Initial access to the system will require that you change the default password to one of your choosing and set a security question and answer in case you need to reset your password.

To access the system, go to the following website: http://www.encrats.com/Login.aspx

Enter your agency email address in the space provided.  The initial password will be provided to you by the Rules Division.  Once that information is successfully entered, you will be prompted to change your password and enter a password hint reminder on your first login.  If it would be helpful, you may add up to two additional email addresses to the system.  These addresses will receive copies of all correspondence generated by the e-filing system. Please also review the other information on the screen (name, address, and contact info).  If this information is incorrect, please contact the Rules Division at 919-431-3000.

Additional Notification E-Mails. These email addresses can be used to provide notifications to accounts such as an office assistant. Secondary email accounts cannot log in to the system. These entries are optional.

Password/Confirm. Enter your password in the password and confirm boxes. Passwords have no restrictions on length or content, but the password cannot be reset back to the initial password provided by Rules Division staff.

Reminder Hint/Answer. Enter a reminder hint such as “my first public school” and the answer to the hint in the answer box. If you forget your password and request it to be reset, the hint will be shown and you must provide the exact answer.

When completed, click the Submit button. If required information is missing, a message will appear (“please correct the errors indicated on the page”) and a red exclamation mark will appear next to each box which requires correcting. After correcting the information, click the Submit button again.

Important: You are responsible for your password privacy and security. Your password hint question and answer should not be obvious or easily guessed, and the hint should not be the same as the answer. If you suspect your account has been compromised, immediately change your password and your hint question/answer.

E-Filing Q&A

1. How do I include an assistant in my registration so they can view and submit filings?

  • Provide the assistant’s email information in the additional notification email box. They will receive all email notifications that you receive. To view and submit filings on your behalf, you would need to give them access to your account.

2. How do I share access to my filings for multiple people within an organization?

  • You can use a general email account as the primary account and share that with others in the organization if you have a trusted group. Otherwise, all contact will go through one prime person.

3. I have changed my email address, what do I need to do?

  • You will need to contact the Rules Division at 919-431-3000.