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Categorized In: Case Services - Closing the Case

Approved Date: October 02, 2018

Owner: Angela Fujan

Termination Letter. A Termination Letter confirming the termination of a consumer’s case shall be sent to a consumer. When possible, the consumer should be fully consulted about the termination prior to sending the letter. Cases terminated from I & R and PE Monitoring do not require Termination Letters. No Termination Letters are sent if the consumer has died, or moved with no forwarding address.

15 Day Letter. The 15 Day Letter is used when an individual has not maintained contact, responded to letters, returned phone calls or generally failed to respond to attempts to encourage participation. It is designed to make one last attempt at encouraging the person to contact us and work with us. Since the individual is not available for consultation, the letter suffices as notifying the individual of your intent to close their case. If the person does not respond within 15 days it is assumed they are no longer interested in services and the case will be terminated using the reason 'No longer interested in receiving services'.  Written notice to the individual is not required.

Reason for Exit Descriptions:

Case Termination. An applicant or recipient of VR services may be terminated for the following reasons which are unrelated to an ineligibility determination. The following list and/or the Termination Chart should be consulted to determine the correct reason for termination.

Criminal Offender: Individual entered a correctional institution (e.g., prison, jail, reformatory, work farm, detention center) or other institution designed for confinement or rehabilitation of criminal offenders (section 225 of WIOA).  

Death of Individual

Disability Too Significant to Benefit from Services: Individual whose mental and/or physical disability and resulting functional limitations are so significant that the individual cannot benefit from VR services. Also use this code for eligible individuals who later acquire additional disabilities and/or functional limitations that are so significant that the individual cannot continue to benefit from VR services. 

Foster Care: Individual is in the foster care system as defined in 45 CFR 1355.20(a), and has moved from the area as part of such a program or system (youth individuals only).    

Health/Medical:  Individual is receiving medical treatment that is expected to last longer than 90 days and precludes entry into unsubsidized employment or continued participation in the program.   

Individual is No Longer Available for Services Due to Residence in an Institutional Setting Other Than a Prison or Jail: Individual entered an institution other than a prison or jail, and will be unavailable to participate in a VR program for an indefinite or considerable period of time. This category of institution includes hospitals, nursing homes, and residential treatment centers.  

Ineligble: After the individual was determined to be eligible, is later determined not to have met eligibility criteria. 

Needed Services or Supports Not Available: Individual has received VR services but requires long term extended services for which no long term source of funding is available. This code is used only for individuals who have received VR services.  

No Impediment to Employment: Individual is not eligible for VR services because their physical or mental impairment does not constitute a substantial impediment to employment.  

No Long Term Source of Extended Services Available: Individual who would have benefited from the provision of VR and supported employment services but was determined ineligible because a long term source of extended services is not available, AND is not anticipated to be available. This code is used at the initial eligibility determination only.   

No Longer Interested in Receiving Services or Further Services:  Individuals who actively choose not to participate or continue in their VR program at this time.  Also use this code to indicate when an individual's actions make it impossible to begin or continue a VR program.  Examples would include repeated failures to keep appointments for assessment, counseling, or other services.

No Physical or Mental Impairment:  Individual is not eligible for VR services because no physical or mental impairment exists.  

Other Reasons: Use this reason if an individual is in PE Monitoring and the individual cannot be located in order to conduct the monitoring and/or no other Exit choice relates directly to the actions or situation for the individual.

Placed in Sheltered/Non-Integrated Workshop: Individuals who received services and were placed in a non-integrated or sheltered setting for a public or private nonprofit agency or organization that provides compensation in accordance with the Fair Labor Standards Act (34 CFR 361.5(c)(18)).   

Reserve Forces Called to Active Duty: Individual is a member of the National Guard or other reserve military unit of the armed forces and is called to active duty for at least 90 days.  

Section 511 - Intellectual or Developmental Disability too significant to benefit from services: Individual whose intellectual or developmental disability and resulting functional limitations are so significant that the individual cannot benefit from VR services. Also use this code for eligible individuals who later acquire additional disabilities and/or functional limitations that are so significant that the individual cannot continue to benefit from VR services.  

Transferred to Another Agency: Individual needs services that are more appropriately obtained elsewhere. Transfer to another agency indicates that appropriate referral information is forwarded to the other agency so that agency may provide services more effectively. Include individuals transferred to other VR agencies.   

Turned Down Waiting List Placement

Unable to Locate or Contact: Individual has relocated or left the State without a forwarding address, or when the individual has not responded to repeated attempts to contact the individual by mail, telephone, text or e-mail.     

VR Services Not Required: Individual does not require VR services to prepare for, enter into, engage in, or retain gainful employment consistent with his or her strengths, resources, priorities, concerns, abilities, capabilities, and informed choice.                        




  1. Full consultation. Contact the individual, and/or their representative, to fully discuss the decision to terminate the case unless the person died, moved with no forwarding address or attempts to contact them have been unsuccessful.
  • Individual agrees with the decision. If the individual agrees with the decision complete the termination in QE2.  Send the individual a Termination Letter confirming the decision. No letter is required if the individual has not responded to a previously sent 15 day letter.
  • If individual does not agree with the decision. See Client Appeal Rights/Procedures chapter for the process.
  1. Authorization(s) completed. All authorization end dates must be reached before closure can be approved. This includes authorizations that have a $0 balance because of an unencumbrance. Exceptions: authorizations that have been paid in full (original authorized amount = payment amount) or authorizations for supported employment services.
  2. Status change. Record the reason and circumstances for termination in the task notes and complete the termination change in QE2.

QE2 Termination.

  1. Once the decision has been made to terminate the client's case update the Outcome choices for each Assessment, Assessment Support, Team and/or Community Services.
  2. Select Terminate Case (Unsuccessfully)(under the Action Tab).
  3. Choose the type of Termination, based on the circumstances that lead to the closure.
  4. Complete WIOA Exit Data Questions.  RSA does not allow for blank answers.
    • Client refusal to answer/does not know: Use other resources available to find the information (i.e.: HHS, Worker's Comp, etc.) and/or answer the question to the best of your knowledge at the time of exit.
    • Client is Unable to Locate After Plan: May need to answer questions based on what you knew about the client from data gathered from VR Application.
  5. Document the reason(s) for Termination in a Task Note entry.
  6. Notify Developmental Disabilities Service Coordination if the client is being terminated from Supported Employment and involved with that agency.

Approved Date
August 22, 2018 Show this Archived Version
August 20, 2018 Show this Archived Version
April 10, 2018 Show this Archived Version

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