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. Consult the Termination Chart when selecting the appropriate Milestone and Activity. Send the individual a Termination Letter confirming the decision. No letter is required if the individual has not responded to a previously sent15 day letter.
   • If individual does not agree with the decision. See Client Appeal Rights/Procedures chapter for the process.

2. Authorization(s) completed. All authorization ends 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.
3. Milestone change. Record the reason and circumstances for termination in the task notes and complete the termination milestone change in QUEST.

QE2 VR or Self Termination.

1. Once the decision has been made to terminate the consumer’s case update the Outcome for Team and/or Community Services.
2. Next select Change Activity from the Milestone screen (under the Action Tab).
3. Then choose the type of Termination, VR or Self based on the circumstances that lead to the closure.
4. Document the reason(s) for Termination in a Task Note entry.

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 EW Monitoring do not require Termination Letters. No Termination Letters are sent if the consumer has died, or moved with no forwarding address.

Case Termination. An applicant’s or recipient of VR services case 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 Milestone and Activity (Self or VR Termination and reason for termination).

Self Termination Reasons

Turned down waiting list offer

• Use this reason (activity) when an individual who is eligible and placed in a Priority Group not currently being served by the agency declines to be added to the waiting list for VR services.

Turned down offer of plan, service or support

• Use this reason (activity) when an individual requests their case be terminated, or declines to develop and/or sign a plan, declines an offer of a service or support necessary to the success of the case, or declines EW Monitoring.

Did not maintain contact

• Use this reason (activity) when an individual is not responding to attempts to contact. Examples include, but are not limited to not returning phone calls, not responding to correspondence and not replying to e-mails.

Discontinued service participation (Failure to cooperate)

• Use this reason (activity) when the individual’s actions (or non-actions) make it impossible to begin or continue a VR Program. Examples include, but are not limited to, failure to keep appointments for assessment, counseling, or other services; failure to make progress with training related services, failure to follow through on services such as placement.

Moved, no forwarding address

• Use this reason (activity) when the individual has moved without a forwarding address, or has left the State with no intention of continuing in their VR program.

Other reasons

• Use of this reason (activity) should only be used when no other reason fits and when the reason relates directly to the actions of the individual. Use this reason if an individual is in EW Monitoring and the individual cannot be located in order to conduct the monitoring.

VR Termination Reasons

Entered post-secondary training

• Use of this reason (activity) is only available in the Transition Program for students who will be entering post-secondary training in the near future after graduation.

Referred to another agency

• Use this reason (activity) when an individual has been referred elsewhere for needed services that are more appropriately obtained from another source.
• Do not use if referred to a Workforce Development One Stop Career Center.
• Use this reason for individuals who have left or will be leaving the state and served by another State VR agency.

Died

• When an individual has passed away while an open case.

Not available for services

• When an individual enters an institution and will be unavailable to participate in a VR program for an indefinite or considerable period of time. An institution includes a hospital, a nursing home, a prison or jail, or a treatment center.

Needed services and supports not available

• When no source of extended services is available for a person who would have benefited from the provision of supported employment.

Needed transportation not available

• When an individual is not able to access services or maintain employment because suitable transportation was either not feasible or available.

Other reasons

• This choice should only be used when no other reason fits and when the reason does not relate to any actions on the part of the individual.

Referred to workforce investment

• When an individual has been referred to any of the Workforce Development One Stop Career Centers as a more appropriate place to obtain services.

EW Monitoring Completed

• QE2 auto selects this reason (activity) when an individual has reached the 3 year mark in EW Monitoring and the ‘3 Year EW Termination Due’ is completed.

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 that they are no longer interested in services and the case will be terminated as a self-termination using the reason ‘did not maintain contact’ or ‘discontinued participation’, whichever is most appropriate to the case. Written notice to the individual is not required.

15 Day Letter - English

Termination Letter for Non SSA Recipients in English

INACTIVE FORM: Termination Chart