QE2 DATA: QE2 allows a 7-day grace period at the end of each quarter to document all information (task notes, services provided, and determinations made) within the quarter. This provides Nebraska VR time to validate and submit all the required quarterly data to RSA. Listed below are the quarter dates + the 7-day grace period.

• January 1 - March 31, grace period in this quarter (1/1 - 4/7)
• April 1 - June 30, grace period in this quarter (4/1 - 7/7)
• July 1 - September 30, grace period in this quarter (7/1 - 10/7)
• October 1 - December 31, grace period in this quarter (10/1 - 1/7)

CASE MANAGEMENT: Review Quarterly MSG and Credential Verifications, To Do Reports, flowsheet, and update accordingly. 

• In Referred Status: taken an application and haven't moved them to Applied for VR yet in QE2. 
• In Applied Status: made an eligibility decision but haven't completed and approved the Eligibility and Priority in QE2.
• In the Determined Eligible Status: completed a written plan but haven’t completed and approved the IPE in QE2.
• Any client that has started a VR supported job and you need to mark the employment history record as Employment Follow-up (EF).

CLIENT CONTACT:

Client Contact Standards: 30 day contact is the minimum standard and requires task note documentation of an actual interaction with the client. Contacts should be increased during career planning and based upon client's needs throughout the case. During job search, the minimum standard is weekly client contact. By regularly contacting the client during the VR process, the client is more likely to be engaged throughout the process. During more intense service (career planning, etc.) or other situational factors, contact needs to be increased to meet the client’s needs. During job search activities the standard of client contact is weekly. Periodically, the client and specialist should review the client's contact needs and mutually agree upon the occurrence and type of contact to be made by considering the client’s current milestone, activity, and circumstance. On occasion and if agreed upon by the client and counselor, an alternative contact can be arranged, when necessary, but requires documentation in the file with the agreed-upon time for contact.

Standard of effective contact accomplishes or addresses any presenting activity/task, purpose, need, concern, or issue of the client or the specialist with the next action to keep the case moving. A contact is an actual interaction with the client (face-to-face, electronic face time; phone call; e-mail, text, and letters with replies). The contact must indicate what occurred in the case within the previous 30 days, planning/initiating services, progress/lack of progress, or completion/termination of a service. If there has been a disruption, delay, or lack of participation in services; the contact documentation should identify the corrective action to be taken. Documenting no-shows, tardiness, attempted contacts, reschedules by VR and client, etc. assist in identifying potential work readiness issues and provides evidence if a complaint is filed. Note: Automated task notes and form letters do not meet the 30-day standard of client contact, unless there is also a response from the client.

REFERRAL: Referral Process

QE2:  All referrals to VR are entered into the database at the time the referral is received. Summarize contact and include in the narrative any relevant information needed for Orientation. Include the date, reason for referral, scheduling considerations, appointment time, if accommodations are needed, next steps, no-shows, etc. others (authorized representative, parent, agency) involved to include in the meeting, etc. QE2 will identify by task note any previously closed cases. 

File: Referral form, if used.

ORIENTATION and APPLICATION: Application and Transfer to the Employment Program

 QE2:  

• VR Orientation Service is auto generated by QE2. Document Team Service of VR Orientation and summarize contact. Note decisions, next steps, late, no shows, attempted contacts, etc. Note the reasons for previous unsuccessful termination(s). 
• Document Information and Referral (I&R) as a team service, as this is required to be provided regardless of application status. If the Information and Referral to Other Programs FORM is not completed, a task note must include each identified local program's contact information (name, address, and phone). 
• Automated task note "Application completion" is generated upon completion of QE2 application data entry. 

File copy of:

Orientation Confirmation Letter/Notice in the case file. 

Information and Referral to Other Programs completed with local contact information. 

INITIAL MEETING: Initial Meeting

QE2: Complete the task note narrative summarizing the initial meeting. Document if the individual decides not to apply for services.

Address and document the following topics:

• Why the individual came to VR
• Presenting impairment
• How the impairment causes vocational issues
• General work history
• General educational history
• Family situation
• Legal situation
• Other agencies involved
• Economic situation
• Impressions
• Next steps

File:  VR Application, Release(s), Information and Referral to Other Programs, ABI if used and any other relevant documentation provided. Only one form is needed (Summary of Initial Meeting or Next Steps), to summarize all the sessions of the Initial Meeting for the client. 

ELIGIBILITY: Eligibility 

QE2: To authorize for Assessment Supports needed to determine eligibility, enter Assessment Service - Eligibility then select the Assessment Support needed. Complete the Eligibility Determination screen. This will generate an automated task note "Eligibility completion."

Eligibility Narrative Screen Guidance: Complete Eligibility and Priority Group screens: Based on the individual's impairment(s), and how the impairment has resulted in vocational limitations, document the case-specific, impairment evidence used to justify the selected functional limitations and assign the priority determination. 

File: Eligibility, Ineligible, and Upgrade of Priority Group Letters, Information and Referral to Other Programs form, medical records, and other documents used for eligibility or ineligibility

ELIGIBILITY EXTENSION: Eligibility Extension

QE2: Complete the Eligibility Extension screen before the 60 days expires, as required. Narrative Screen Guidance:

Document in the comments section what exceptional and unforeseen circumstances precluded making the eligibility determination within 60 days. Provide a specific rationale for why the extension is needed and what steps will be taken to complete this determination as soon as possible. In the rare case when an Eligibility Extension isn't completed at all, an automated email will be generated to the VR Contact, who is required to provide an explanation within 3 days to the Director of VR and the Specialist's Office Director.

CAREER PLANNING: Career Planning

QE2: Task note client contacts to show the client was provided informed choice in selecting an employment goal that is consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and labor market information. Address the pertinent topics and specific information used to make decisions. Describe the extent to which the recipient exercised informed choice regarding the provision of assessment services concerning the selection of the entity providing the services, the setting where the services will be provided, and the method to procure the service. Note: include no-shows, tardiness, attempted contacts, decisions, activities, progress, next steps, etc. 

Note: When in an Order of Selection, an automated task note for "Removed from the waiting list" will start the 90 days for planning.

Specific services include:

• Vocational Evaluation: the date the client is referred, scheduled, and completed. See VRIS Vocational Evaluation for further information.
• Vocational Evaluation Report: include strengths, barriers, interests, impairment(s), VR & community service recommendations and summary.
• OJE or WBLE: Justification and purpose of the experience. Any issues and how they were addressed. Outcome/result of activity. See VRIS On-the-Job-Evaluation and Work Based Learning
• Post-Secondary as an assessment: Justification and purpose for service. Any issues and how they were addressed. Outcome/result of activity. See VRIS Post-Secondary as an Assessment
• Supported Employment: Rationale for this method of service delivery.  

File: Reports, Progress reports, transcripts/grade reports, VR Profile, assessments, and documents used for planning.

BENEFITS ORIENTATION AND SERVICES: Benefits Orientation and Benefits Analysis Services

Benefits information is vital for the client to have in making an informed decision about working and provides foundational information prior to referral for Benefits Analysis Services.

QE2: QE2 will auto-create a record on the Existing Benefits screen based on the benefits reported at application, and, if applicable, auto-generate the Benefits Orientation service. Complete information on the Existing Benefits records and make a Benefits Referral. Document Team Service of Benefits Orientation at the time it is provided and summarize client contact. Authorization of Benefits Assessment, Benefits Planning, Benefits Management, and PASS Plan. Show the service was provided. Summarize client contact in task note. Document the findings of the service with details sufficient to identify work incentives, who will report income, any training, and next steps.

Document the Benefits Closure Discussion on the Existing Benefits screen before the case can be successfully closed.  This discussion must happen within 30 days of the successful outcome determination date.

File: BPQY, reports for each benefit service provided. 

IPE APPROVALS, AMENDMENTS, EXTENSIONS, and ANNUAL REVIEWS: Individualized Plan for Employment, IPE Extension, IPE Annual Review, IPE Amendment, 

QE2: Complete the required IPE, Amendment, Extension, or Annual Review screen, as appropriate. This will create an automated task note for IPE Extension, IPE Approval, IPE Amendment, and Annual Reviews which includes equipment issuance items. The automated task note of IPE Approval alone is not adequate. The task note narrative must include the summary of the discussion with the client, to include the extent to which client exercised informed choice regarding the provision of assessment services and in the development of the IPE concerning the selection of the specific employment outcome. If an individual's IPE requires vocational rehabilitation services in a non-integrated setting, a justification is required to support the need for this setting. For Supported Employment cases document the rationale for Supported Employment being the method of service delivery and the provider that will deliver the services. Document why this individual, based on their disability, requires this service. NOTE: Amendments to Terminate Services cannot be completed in QE2. Use IPE - Termination of Service form.

IPE Narrative Screens:

• IPE Extension - Document in the comments section what exceptional and unforeseen circumstances precluded making the IPE determination within 90 days. Provide specific rationale for why the extension is needed and what steps will be taken to complete this determination, as soon as possible.
• IPE Approval & Amendment "Explain why the proposed IPE and/or Amendments will result in employment in the stated job goal" - Include case-specific information to address how the employment goal is consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and labor market information. Ensure the disability and limitations are consistent with the employment goal and if not, how they will be compensated or accommodated. Address the labor market demands - Is the job locally available or is the client willing to relocate? What skills are required to do this job and why is it an appropriate job goal for this individual? 

File: IPE and all amendments, documents used in developing the IPE and IPE Amendments

JOB SEARCH ASSISTANCE: Placement Services

QE2:  Complete a Placement Services Screen referral when a client is starting Job Search Assistance; end Placement Services referral when Job Search Assistance is being stopped for an extended period; document Job Search Agreement completion; document Job Seeking Skills completion.

Document Team Service of Job Search Assistance and summarize client contact each time it is provided:

• Referral to JSS & Job Placement
• Completion of a Job Search Agreement form and upload copy in the case file.
• Weekly client contacts
• Completion of a 90-Day Review of Job Search Agreement. Upload copy in the case file.
• Results of background Screening results, if needed.

File: Job Search Agreement form(s), resume, cover letter, etc. 

EMPLOYMENT FOLLOW UP: Placement Services

Client contact. Employment follow-up contacts with the client will be made within the first 2 weeks of employment and at minimum once a month thereafter, until case is closed. During these contacts, assess and task note the progress on the job and address any issues. Review if there are any disability or support factors (modifications, accommodations, assistive technology, counseling, medications, daycare, transportation) that may affect employment to ensure the client is stable on the job and does not require further VR services. When job maintenance issues are identified, describe what strategies will be implemented and how progress will be measured/stabilized. 

Employer contact. With client's permission, a follow-up contact with the employer will be made within the first 30 days of employment to assess the employer’s impression of the client’s progress on the job. Note: Supported Employment cases do not require VR to follow-up with the employer, as the provider is already making this contact and providing VR with the documentation.

QE2:

• Employment History: Add the VR supported job to the employment history screen and place the client in Employment Follow-up by clicking the EF button. Note wage must be at or above the minimum wage or not less than the customarily paid by the employer for the same or similar work performed by individuals without a disability.

• Document the Short Term Supports - Employment Follow-up Team Service by any of the following methods. (No need to document in 3 places, each method fulfills the requirement)

  • Case Home Screen Services Panel - Select the appropriate contact (Client, Employer)
  • Notices Panel Link
  • Placement Services Screen - Select the appropriate contact (Client, Employer)

Task note: Employment congratulatory letter sent to the client.

File: Copy of Congratulatory Letter. Targeted Jobs Tax Credit, if used.

AUTHORIZATIONS: Authorization Policy

QE2: Compete authorization in QE2. Obtain any needed approvals. Automated task notes for all authorizations, approvals and exceptions will be generated. Complete task notes summarizing client contact to include:

• Justification of purchase
• Outcome of the search for comparable services and existing benefits, to include personal and health insurance and/or employment benefits, if appropriate.
• Needed bids
• Verification that items purchased by ‘cash advance’ were obtained and method of verification. 
• Exception Rationale
• Office Director or Program Director Approval or Disapproval of exceptions

File: authorization, comparable bids, supporting documents (ATP Report, AgrAbility Report, etc.)

CORRECTIVE ACTION: Client Accountability,

QE2: "Corrective Action" will be identified in the QE2 casefile header and search feature.  Summarize in the task note narrative:

• Specific issues and the plan to correct them.
• What is the lack of progress or issue to be corrected in question? 
• What are the specific steps for the corrective action plan developed with the client?
• What supports for the corrective action are available?
• How will the corrective action plan be monitored and measured?

File: Signed Corrective Action Plan 

SERVICE DISSATISFACTION AND APPEALS: Client Appeals, Rights and Procedures

 QE2: Document a summary in the task note narrative, the client's and VR's perspective of the situation, and the evidence supporting it.  

       Note: A case cannot be closed in the middle of an appeal. 

File: Office Director Letter

REQUEST TO AMEND CASE FILE RECORD: Records, Confidentiality and Information Release and Client Appeals, Rights and Procedures

QE2: Document in the task note narrative when an applicant, client (or their representative) request to review the case file and/or receive a copy of requested documents. This request must be in writing. Document the date of request. If there is a requested correction, include the specific concerns of any action, or decision resulting from the request to change case documentation. If there is no agreement, inform the individual of their rights and appeals procedures. 

File: Written request to see file.

VOTER REGISTRATION: Assisting Individuals with Disabilities to Register to Vote.

QE2: Answer questions on the VR Application, Annual review screen, or when an individual's address changes. Document in the task note narrative, the date the Voter Registration form was mailed/submitted to the election commissioner or county clerk and include if at the time of application, annual review or a change of address. 

File: Nebraska Voter Registration Application

CASE CLOSURE: 

QE2: Complete case closure screen. An automated task note will be generated for case closures. The automated task note alone is not adequate documentation as the individual needs to have a full consultation. Include a task note summarizing the client's discussion and agreement. Include the authorized representative, as applicable. 

Successful Outcome: Provide full consultation on the case closure and ensure the case meets ALL requirements for a successful case closure. Successful Outcome

• Ensure the final client Employment Follow-up service has been documented, as QE2 checks this date with last client employment follow-up contact date to confirm it is within 30 days of case closure. See Program Manual Chapter Documentation - Employment Follow-up Process Section for documentation instructions
• Complete recoupment process on all existing equipment issuance items, if applicable. See Program Manual Chapter Equipment Issuance and Recoupment
• Complete the Successful Outcome determination screen from the Notices on the Case Home screen in QE2
  • Address how the client benefited from VR services and has stabilized on a job consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice. These narratives will be auto populated into a task note.
  • Complete WIOA Exit Data Questions. Answers may not be left blank. If client refusal to answer/does not know/unable to locate: 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.

Termination: Provide full consultation for the justification for closing an applicant's or eligible client's record of service. Ensure all relevant case information has been documented, and case closure procedures have been completed. Termination, Ineligible/No Longer Eligible 

• Select the appropriate termination reason in QE2.
• For Ineligibility: Select the appropriate "Ineligible or No Longer Eligible" exit reason on the termination screen. Note: Trial Work Experience is utilized AFTER initial eligibility has been determined and only if there is a question of "ability to benefit" from services. Refer to the Trial Work Experience chapter for more information.​​​​​​ TWE - Trial Work Experience

File: All documentation used to arrive at the determination to close the case (reports, Contact Letter, 15 Day Letter, Termination Letter, Office Director Letter, medical, etc.)

QE2 TASK NOTE:

Title: based on the action provided (Initial Meeting, Letter Sent, etc.)

Date: The day the service is provided.

QE2 Team Service, as warranted: When a service is provided directly to the client and allows for an actual interaction, not just sending a letter or leaving a message. 

Narrative: Notes need to be professional in content, concise, and objective. Document presenting activity/task, purpose, need, concern, or issue of the client or the specialist with the next action to keep the case moving. Observations/impressions can be included, as long as the basis/evidence for the impression is objectively provided.

QE2 task note narrative should include: 

• Who made the contact

• Who was in the meeting

• Pertinent information (facts to support conclusions/opinions)
• Progress information
• Major decisions (including rationale decision was based upon)
• Next steps
• No-shows, tardiness, attempted contacts, reschedules by VR and client, etc.

Guidelines:

1. Any team member can enter task notes. If making an entry for someone else, identify who originated the information.  
2. Existing task entries are not to be altered by staff who did not make the entry. 
3. If using a person’s name, other than the client, include a descriptor so other staff can identify who the person is. An example would be ‘John (client’s father)'.
4. Do not copy entire emails into the task notes. If there is data from an email that you need to document in a task note, copy just that part of the email or paraphrase the information. Do not include the email addresses within the task note, unless relevant to the correspondence. 
5. Words should be complete. Text language and shorthand are not allowed. 
   • Acronyms are allowable, if the word is spelled out at least once in the task note. For example, you could use CA after first using Community Alliance (CA).
   • Statewide commonly understood acronyms that are not specific to one office or community are acceptable without spelling out. Examples are VR, ATP, SSDI and SSI.
6. Conversations with NDE Legal Counsel documented in a Task Note should be limited to any decision rendered, direction provided or requested action. The summary should not include any detailed rational or commentary.
   • Note: The results of client background checks can be copied into the QE2 task notes or paper record.
   • Copies of any other emails from NDE Legal Counsel should never be copied to the QE2 record or filed in a client's paper case file.
   • Any summary of an email from NDE Legal Counsel shall be limited to any decision noted in the email. The summary should not include any detailed rational or commentary.