General Guidelines

1. 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.

2. 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)’.
3. When an agreement has been made between the Specialist and the client on contact outside of the 30-day contact practice, a task note should be entered to state the agreed upon contact.  Please refer to Supported Employment chapters for guidelines on contact with the Provider and client.
4. Every entry must have a header. QE2 will have standard headers that can be used for task entries. Staff may create their own header when the standard headers do not fit.

   • Assessment Service - Post Secondary
   • Benefits Orientation
   • Case Closure
   • Customized Task Title
   • Decision on Referral of Previously Terminated Case
   • Exception Decision
   • Exception to 30-Day Contact
   • Initial Meeting
   • Job Search
   • My VR Task Note

5. Do not copy whole 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.

   • 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.

6. Narratives should be concise and include only pertinent information.
7. Narratives should be objective and should state facts versus the opinion of staff.  Noting observations/impressions while remaining objective is acceptable practice.
8. Entries should indicate the method of contact or attempted contact - in person, face to face, by phone, e-mail, letter, etc.
9. Any team member can enter task notes. If making an entry for someone else, identify who originated the information.  
10. Use professionalism when composing task notes as consumers and others may request a copy of the file, or the file may be entered into evidence in an appeal or legal proceeding.
11. Existing task entries are not to be altered by staff who did not make the entry.
12. Conversations with NDE Legal Council 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.

Actions and Events to Document in a Task Note:

1. Decisions (including discussion and rationale)
2. Progress information
3. Pertinent information (observations, facts & impressions)
4. Next steps

 Task Note Content

1. Summary of the Initial Meeting
2. Unsuccessful attempted client contacts
3. Task Notes at completion of Initial Meeting(see Initial Meeting Chapter)
4. Exception Rationale
5. Office Director or Program Director Approval or Disapproval
6. No Shows; when a client or staff member does not show for an appointment
7. Decision on referral of previously terminated case
8. Vocational Evaluation Referral; the date the client is referred for a vocational evaluation
9. Completion of Vocational Evaluation
10. Completion of a Job Search Agreement form
11. Completion of a 90-Day Review of Job Search Agreement
12. Justification for providing post secondary training as an assessment service
13. Justification for purchases
14. Client Contacts (in person, by phone, email, text or letters)
15. Completion or Termination of an OJE or OJT summary
16. Background Screening results
17. Verification that items purchased by ‘cash advance’ were obtained and method of verification
18. Benefits Services​​​​​​ (See Below Content for Benefits Services)
19. Case Closure Documentation 

For Voter Registration:  Enter a task note stating 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.

For Benefits Services:

1.  Document that a referral for Benefits services is made to client’s chosen provider. Note type of service—Benefits Assessment, Benefits Planning, Benefits Management, or PASS Development.

2.  Following the completion of any type of Benefits Service, document the outcome of the service in a task note titled to match the service provided (Benefits Assessment, Benefits Planning, PASS development, and Benefits Management.)

• The Benefits Planning task note must include the following details for use in job placement and as the person continues to work:
  • List of work incentives available to the person and those chosen by the person as part of their strategy to return to work
  • Projected impact of chosen work incentives on benefits
  • Maximum number of hours the client can work and maximum earnings he or she can make in order to implement the outlined plan (work incentives, identification of projected impact on benefits, etc.)
  • Identification of who will be responsible for reporting income and other information, to which entity (SSA, DHHS, HUD, and any other entity applicable), as well as how the information will be reported
  • List of any record-keeping tool to be used by the client or others, any training that is needed, and who will provide the training
• Other task notes must include sufficient detail to identify the findings of the service provided and any next steps or activities that must be completed, such as reporting or follow-up.