~Application - Case File Organization
Use the following information when creating a new paper case file.
Filing Instructions
Ensure file dividers are in the following order:
- Case Recording
- Correspondence
- Reports
- Financial Aid
- Grades
- Training Reports
- Job Related
- Pink Progress & Yellow Reader
- Social Security Transmittal & Related Materials
- Orientation Reports
- Plans and Amendments
- Authorizations
- Certification/Medical Data
Hole punch each document at top of page. Place most recent documents on top.
Definitions
Case Recording: Place case notes after this divider. Case notes should be in chronological order with most recent on top.
Correspondence: Place all correspondence (letters, e-mails, etc.) to and from client after this divider. NOTE: Do NOT file Authorization Letters in the Correspondence section. They go in the Authorizations section.
Reports:
Financial Aid: Documents related to financial aid / college funding, etc. here.
Grades: Documents related to grades, such as transcripts, reports, etc. here.
Training Reports: All reports pertaining to training of any kind (except Orientation) such as Goodwill Industries, Progress Industries, supported workshops, progress reports, clinical assessments (not medical), etc.
Job-related: Documents related to employment, such as resumes, Entrepreneurs with Disabilities information, job applications, etc.
Pink Progress and Yellow Reader Reports: Completed Reader Service forms and student progress reports from the student. Group together and place most recent on top.
Social Security Transmittal & Related Materials: Place all documents related to social security and Ticket to Work in this section.
Orientation Reports: Copies of Orientation Center reports may appear in this section. (Note: Most Orientation Center reports are now entered and tracked in eFORCE.)
Plans: Place IPE (Individualized Plan for Employment) and IPE client response form here.
Authorizations: Place a copy of all authorization documents (letters, purchase orders, equipment receipts, packing slips) here.
Certification / Medical: File all Releases and Exchange of Information documents and medical information here. The Certification of Eligibility should ALWAYS be on top in this section.
Procedure For Printed Copies
Print out ONLY the following items to be included in the case file:
Vocational Rehabilitation
Note: Print out copy of Counselor log every time a change or addition has been
made.
1. Application and case note
2. Agreement for Extending Timeframe for Making an Eligibility Determination
3. Certificate of Eligibility and case note
4. Individual Plan for Employment, Amendment, and case note
5. IPE Reviews
6. Any other hard copy correspondence or reports
7. Authorizations/Purchase Orders/Memo and case note
8. Equipment receipts (product serial numbers are always required)
9. Closure Amendment, letter, and case note
10. Any case note indicating a VR status change
11. Signed medical release forms
12. Progress reports � If email: put into eFORCE; if paper: put into file
No Paper Copies are Required for the following:
1. Initial Contact Case note
2. Attempt to Contact Case note
3. Training/Service Visits Case notes
4. Referral to Pending Interview Case notes
5. Pending Case notes
6. Email (including progress reports) � put into eFORCE
7. Old Health Assessment form