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. 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.

   • Annual Review Approved
   • Auth Extension
   • Benefits Orientation
   • Career Exploration
   • Cash Advance Verification
   • Customized Task Title
   • Eligible
   • Employment Discussion
   • Employment Follow up
   • Evaluation Report Completed
   • EW Final Monitoring (to be changed or deleted)
   • EW Monitoring (to be changed)
   • EW Monitoring Termination (to be changed)
   • EW Services IPE (to be changed or deleted)
   • Exception Decision
   • Exception Request
   • IPE Amendment Approved
   • IPE Approved
   • Job Search
   • New Team, Community and/or Support Service
   • Orientation (may be deleted in future)
   • PE Monitoring
   • PE Services
   • Post-Secondary Assessment Service
   • Priority Assigned
   • Review of Job Search Strategy
   • Self Termination
   • Termination
   • VR Application

4. 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.

5. Narratives should be concise and include only pertinent information.
6. Entries should indicate the method of contact or attempted contact - in person, face to face, by phone, e-mail, letter, etc.
7. Any team member can enter task notes. If making an entry for someone else, identify who originated the information.
8. 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.
9. Existing task entries are not to be altered by staff who did not make the entry.
10. 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.

What Should Be Documented in Task Notes

1. Summary of the Employment Discussion
2. Unsuccessful attempted client contacts
3. Task Notes at completion of Employment Discussion (see Employment Discussion 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

What Goes Into a Task Entry

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