08 Closure Status
Revised: 08/02
08-03 Procedures
08-03-01 Closed "Rehabilitated"
To close a case "rehabilitated":
Validate through the participant, guardian, representative if appropriate, community rehabilitation provider staff, and/or employer (verbally or in writing) that the participant has achieved suitable employment for at least 90 days, assuming the other criteria have been met.
Verify that the participant is receiving minimum wage or higher to meet the criteria for competitive employment.
If the participant is employed in a non-competitive position and/or receiving less than minimum wage, the counselor should:
Ensure that a Department of Labor waiver has been provided confirming that the wage is approved; or
In the case of self-employment, review the wages and benefits to ensure that they are commensurate with what other individuals in the industry are receiving.
Consult with the participant to make sure that they are informed and choose to receive these wages.
Discuss the closure with the participant, the guardian, or representative as appropriate to determine if post employment services will be needed.
In conjunction with obtaining supervisory approval, complete the closure datapage in AWARE which includes:
Documenting whether the supported employment outcome was met or not (for Supported Employment cases).
Completing the rest of the required data fields
Documenting in the narrative field the reason and rationale for closure
Printing a copy of the closure datapage and inserting it in the hard case file.
Send the participant a closure letter describing the reason for closure and the availability of post employment services along with a copy of the Participant Rights and Responsibilities form. Insert a copy of the closure letter in hard case file. Inform the participant of their rights and responsibilities through appropriate modes of communication and in writing, and document that this occurred.
Pay or cancel any outstanding authorizations associated with the case.
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08-03-02 Closed "Other Than Rehabilitated"
To close a case "other than rehabilitated" from applicant status:
If the case is being closed because the counselor is unable to locate or contact the participant, a reasonable effort to contact the participant must be made and documented in a case note(s).
If the case is being closed because of a failure to cooperate, document in a case note(s) the reasons and incidents that led to this conclusion.
If the case is being closed because the participant does not require VR services, has no impairment, or has no impediment to employment, document the reason in a case note.
If the case is being closed because the participant's disability is too severe and he/she is unable to benefit from services in terms of an employment outcome, there must be clear and convincing evidence that this is the case and this must be documented into the case record. Additionally, a program must have been developed in Trial Work Experiences and/or Extended Evaluation prior to proceeding with this type of closure. When an applicant has been determined incapable of benefiting from VR services, a referral must be made to a local extended employment provider.
If the case is being closed because the participant makes an informed choice to pursue extended employment as their employment goal, the participant must be referred to a local extended employment provider.
Discuss the closure with the participant, the guardian, or representative as appropriate.
In conjunction with obtaining supervisory approval as necessary, complete the closure datapage in AWARE which includes:
Completing the required data fields
Documenting in the narrative field the reason and rationale for closure
Printing a copy of the closure datapage and inserting it in the hard case file.
Send the participant a closure letter describing the reason for closure along with a copy of the Participant Rights and Responsibilities form. Insert a copy of the closure letter in hard case file. Inform the participant of their rights and responsibilities through appropriate modes of communication and in writing, and document that this occurred (or the reason that this did not occur if it is not possible).
Pay or cancel any outstanding authorizations associated with the case.
To close a case "other than rehabilitated" from eligible, service or employed status:
If the case is being closed because the counselor is unable to locate or contact the participant, a reasonable effort to contact the participant must be made and documented in a case note(s).
If the case is being closed because of a failure to cooperate, document in a case note(s) the reasons and incidents that led to this conclusion.
If the case is being closed because the participant makes an informed choice to pursue extended employment as their employment goal, the participant must be referred to a local extended employment provider.
As able, discuss the closure with the participant, the guardian, or representative as appropriate.
In conjunction with obtaining supervisory approval as necessary, complete the closure datapage in AWARE which includes:
Completing the required data fields
Documenting in the narrative field the reason and rationale for closure
Printing a copy of the closure datapage and inserting it in the hard case file.
Send the participant a closure letter describing the reason for closure along with a copy of the Participant Rights and Responsibilities form. Insert a copy of the closure letter in hard case file. Inform the participant of their rights and responsibilities through appropriate modes of communication and in writing, and document that this occurred (or the reason that this did not occur if it is not possible).
Pay or cancel any outstanding authorizations associated with the case.
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08-03-03 Closures from Post Employment Services
To close a case from post employment services:
Discuss the closure with the participant, the guardian, or representative as appropriate.
In conjunction with obtaining supervisory approval, complete the post employment services datapage in AWARE which includes:
Selecting the reason for closure - employment maintained or regained; or not employed, no further services at this time.
Completing the other required data fields
Documenting in the narrative field the reason and rationale for closure
Printing a copy of the post employment services datapage and inserting it in the hard case file.
Send the participant a closure letter describing the reason for closure along with a copy of the Participant Rights and Responsibilities form. Insert a copy of the closure letter in hard case file. Inform the participant of their rights and responsibilities through appropriate modes of communication and in writing, and document that this occurred (or the reason that this did not occur if it is not possible).
Pay or cancel any outstanding authorizations associated with the case.
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