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Referral Process

Categorized In: Case Services - Referral to Eligibility

Approved Date: February 13, 2020

Owner: Angela Fujan

All referrals to the Employment Program are entered into the database at the time of referral.

Individuals will be contacted by phone, letter, email or in person within 10 calendar days of the date of referral to schedule the initial meeting. Best practice is to also schedule the initial meeting within 10 calendar days of the date of referral. If an individual is unable to be seen within 10 calendar days, a TASK notes needs to explain the delay. 

An individual may only have one active Nebraska VR Employment Program case record at a time. 

Make sure the individual in in the right place meaning the individual has a disability, understands we are an employment program and desires to work.

Note: Impairments involving loss of vision - The Commission for the Blind and Visually Impaired (NCBVI) serves individuals who are blind or visually impaired. Nebraska VR cannot serve an individual whose only disability is vision. An individual reporting multiple impairments, one of which is vision, should be referred to (NCBVI) to determine eligibility for their services prior to completing an application to the Nebraska VR employment program. If the individual is eligible for (NCBVI), they must be served by NCBVI, even if there is another disability on record which could be considered the primary disability.

In rare cases an individual may have an active case with both state vocational rehabilitation programs (Nebraska VR and NCBVI), so long as the services provided by each are not duplicated and both VR agencies would be allowed to record a successful employment outcome. This would only occur if a current VR client's vision becomes so severe it warrants consultation with NCVBI. NCBVI will then determine if the client is eligible and open a case or only provide consultation. 

Staff who are responsible for sending out information to potential applicants assures information on how to view the Orientation Video is included.

If the individual is not able to view before their appointment they will have the opportunity to view the video when they arrive at the VR Office.

  1. Individuals will be contacted by phone, letter, email or in person within 10 calendar days of the date of referral to schedule the initial meeting. Explain any delays in contact or scheduling in a task note. 
  2. Check QE2 for prior or current case record.
    • If no case record is found open a new case.
    • If an open case already exists, do not open another case and duplicate records. 
  3. Verify the Referral Form information prior to setting up a record in QE2.
  4. Make sure the individual is in the right place: the individual has a disability, understands we are an employment program and desires to work.
  5. If the person indicates he/she does not have an impairment, ask additional follow-up questions to assess the existence of a disabling condition.
  6.  If they do not feel Nebraska VR meets their needs at this time, inform them they can always recontact Nebraska VR in the future if their situation changes and refer individual to the appropriate community resources to include the Hotline for Disability Services.
  7. If interested in VR Services and has a desire to work, schedule the initial meeting.
  8. When scheduling initial meeting, arrange for any needed accommodations:
  9. Ask the individual to bring available medical documentation to the initial meeting (MDT, doctor reports, SSDI/SSI verification, Ticket to Work) to expedite the eligibility process.
  10. Ask the referral to bring identity, work and guardianship/Power of attorney documents, if applicable.
  11. When opening a new case verify and enter Referral Form information into QE2, complete TASK note and set up casefile. 
  12. Send initial meeting reminder to individual.
  13. Ensure the referral has a way to view the Orientation video prior to the scheduled initial meeting.
  14. If previous case is available, review the information to possibly assist with eligibility and planning determinations.
  1. Individuals will be contacted by phone, letter, email or in person within 10 calendar days of the date of referral to schedule the initial meeting. Best practice is to also schedule the initial meeting within 10 calendar days of the date of referral. Explain any delays in a task note. 
  2. Check QE2 for prior or current case record.
    • If no case record is found open a new case.
    • If an open case already exists, do not open another case and duplicate records. 
  3. Verify the Referral Form information prior to setting up a record in QE2.
  4. Make sure the individual is in the right place: the individual has a disability, understands we are an employment program and desires to work.
  5. If the person indicates he/she does not have an impairment, ask additional follow-up questions to assess the existence of a disabling condition: 
    • Who referred them and are they aware of why?
    • Any difficulty finding, training or maintaining employment?
    • Receiving SSI/SSDI benefits.
    • Vision/sight impairment -
      • Apply with Nebraska Commission for the Blind and Visually Impaired (NCBVI) for VR services. 
      • If eligible for NCBVI, they need to work with that agency.
      • In rare cases, an individual may have an active case with both state vocational rehabilitation programs (Nebraska VR and NCBVI), so long as the services provided by each are not duplicated and both VR agencies would be allowed to record a successful employment outcome.  (See Eligibility - Visual Impairment). 
    •  If they do not feel Nebraska VR meets their needs at this time, inform them they can always recontact Nebraska VR in the future if their situation changes.
    • Refer individual to the appropriate community resources to include the Hotline for Disability Services.
  6. If interested in VR Services and has a desire to work, schedule the initial meeting.
  7. When scheduling initial meeting, arrange for any needed accommodations:
    • If an interpreter is required, use the letter contract process, as case service funds cannot be used on non-applicants. 
    • If referred by an agency, inquire if the staff from the agency are interested in attending the initial VR meeting and accommodate schedules, if possible.
    • Inquire if an authorized representative is needed and schedule required participants (See VRIS: Signatures Required on VR Documents).
  8. Ask the individual to bring available medical documentation to the initial meeting (MDT, doctor reports, SSDI/SSI verification, Ticket to Work) to expedite the eligibility process.
  9. Ask the referral to bring identity, work and guardianship/Power of attorney documents, if applicable:
    •  Citizens require documents specified in section three of I-9 form.
      • Example of documents: http://www.uscis.gov/system/files_force/files/form/i-9-paper-version.pdf
    • Noncitizens requires work permit documentation
      • Example documents:  https://vris.nebraska.gov/wiki/pages/j1D5m1d/Samples_of_immigration_Documents.html
    • Court appointed guardian or power of attorney documentation (See VRIS: Signatures required on VR Documents)
  10. When opening a new case verify and enter Referral Form information into QE2, complete TASK note and set up casefile. 
    • If individual requires communication in Spanish, check the "Spanish communication" box, under client's personal information in QE2. This will serve as a reminder for the need of an interpreter and written communication to be sent in Spanish. 
  11. Send initial meeting reminder to individual.
    • Use Appointment Reminder Postcard or email as necessary.
    • Ensure the referral has the link to the Orientation video to view it on their own, or arrange for them to view it prior to the initial meeting.
    • If referral provides email address, forward Constant Contact Welcome Letter with appointment information. Otherwise, send Welcome Letter.
  12. If previous case is available, utilize the information to assist with disability verification and planning.

Approved Date
June 03, 2019 Show this Archived Version
October 02, 2018 Show this Archived Version


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