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Case File Order

Status: Archived

Approved Date: October 01, 2018

Process

Case File Order

SECTION 1: FINANCIAL INFORMATION (Chronological)

  • Authorization Request Forms
  • Corrective Action Plan (Consumer Accountability)
  • Consumer Reimbursement Form
  • Cost Estimates (modifications, equipment, etc.)
  • Invoices
  • Service Authorization Copies (optional)
  • Timesheets

SECTION 2: BASIC AND CONTACT INFORMATION (Chronological)

  • Action Planner
  • Application
  • ESN/DHHS Release of Information
  • ESN/SSA 3288 Consent for Release of Information/Earnings
  • ESN/SSA 3288 Consent for Release of Information/General
  • Handwritten Informational Notes
  • Information Releases from other programs
  • Next Steps
  • Original photocopy of the front and back of the immigration document if a non-citizen
  • Original photocopy of the front of the social security card if a non-citizen
  • Release of Information Form and any updates
  • SSA-3288 Consent for Release of Information/General
  • SSA-3288 Consent for Release of Information/Earnings
  • Waiver of Parent Signature Form
  • Referral Form or Written Referral - Bottom Document

SECTION 3: ELIGIBILITY/MEDICAL (Chronological)

  • Audiology Calculating Tool (optional)
  • Documentation Checklist for Adults
  • Documentation Checklist for Youth (under age 24)
  • Functional Capacity Checklist
  • Nebraska VR ABI Screen
  • IEP, Multi-Disciplinary Team Report and/or Educational Psychological Report
  • Impairment Checklist
  • Med./Psych. Information
  • Physical Capacities Form
  • Request for Medical Information Form
  • Social Security verification documents
  • All copied information from a previous case record (Bottom Document)

SECTION 4: IPE DEVELOPMENT

  • IPE (Original and IPE Amendments forms) (Top Documents)
  • VR Profile for Supported or Customized Employment
  • Notebook Activities (Optional: Underneath IPE documents)
  • Following Documents Chronological
  • Abilities Fund: Exploring Entrepreneurship Workshop Referral
  • Abilities Fund: Self Employment Assessment & Referral
  • AgrAbility Assessment Report
  • ATP Referral Form and Report
  • ATP Service and Device Application
  • Background Screen Information Release
  • Background Screen Results
  • Communication Assessment Form
  • Community Work Assessment (CWA) Consent
  • Community Work Assessment (CWA) Letter Checklist
  • Community Work Assessment (CWA) Report
  • Community Work Assessment (CWA) Time Log
  • Consent for a Non-paid Exploration and/or Assessment Placement
  • Consent for a Paid On-the Job Evaluation Placement
  • DHHS Request for Child and/or Adult Abuse and Neglect Central Register/ry Check(s)
  • Educational Budget Information and/or Budget Worksheet Form
  • Evaluation Assessment Materials
  • Evaluation Assessment Report
  • Grade Transcripts (Obtained prior to IPE Approval)
  • Independent Living Assessment forms
  • Informational Interviews
  • OJE Letter Checklist
  • OJE Letter
  • Post-Secondary Training Justification
  • Self Employment Discussion Questionnaire
  • Self Employment Business Plan
  • Self Employment Feasibility Report
  • Summary of Employment Discussion (Optional: Bottom Document)
  • VR Profile for Supported or Customized Employment

SECTION 5: Services & Progress Report

  • Weekly Job Search Record (Top Document)

  • Job Search Agreement (Second Document)

    Following Documents Chronological

  • All Training Progress Reports

  • Consent for a Non Paid Training Placement
  • Consent for a Paid On-the-Job Training Placement
  • Equipment Agreement Form
  • ESN/NWII Benefit Analysis Referral Form
  • ESN/NWII Benefits Analysis Report
  • Grade Transcripts or Reports (For monitoring progress)
  • High Cost Fund Application
  • OJT Letter Checklist
  • OJT Letter
  • Résumé
  • Student Financial Aid Report (SFAR) or (SFAR-E)
  • Work Opportunity Tax Credit (WOTC)

SECTION 6: Correspondence

  • Successful Outcome Letter, Office Director Letter, Termination Letter, Refusal to Participate form, Refusal of Pre-Employment Transition Services (While still in High School) form.

    Following Documents Chronological

  • Letters

  • Client e-mails (To & From – Relating to progress or case decisions if printed)

Policy

Except for the results of client background checks, emails from NDE Legal Counsel should never be filed in a client's paper case file (or copied to the QE2 record). Emails may be filed within the email program or printed and retained in a file other than the client paper case file.

Unless otherwise noted, information is to be filed chronologically in the appropriate section of the case file folder with the most recent items toward the top of the respective section.

Information should be filed promptly so that the case file record is current and up to date.

To aid in the accurate filing of agency documents in the case file record, the section number of the case file folder has been added to lower right corner on agency forms. Some forms have two sections of the file indicated and should be filed in the correct section based on the use of the form. Forms from other agencies or programs the agency uses could not be modified to indicate file location.

Forms Associated to This Chapter


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