(A) Case Closure Without an Eligibility Determination RSB shall close an applicant’s case without a determination of eligibility when the applicant is unavailable during an extended period of time to complete an evaluation of vocational rehabilitation potential and RSB has documented repeated, reasonable efforts to contact the applicant or, as appropriate, the applicant’s representative, to encourage the applicant’s participation. 361.44
(B) Case Closure Due to a Determination of Ineligibility Before IPE Development When RSB determines, on the basis of clear evidence, that an applicant does not meet one (1) or more of the basic conditions of eligibility for vocational rehabilitation services or that an eligible individual no longer meets one (1) or more of the basic conditions of eligibility, RSB shall close the applicant’s or eligible individual’s case. RSB shall carry out the following activities in regard to case closure: 361.43, Sec.102(a)(5)
1. RSB shall make the ineligibility determination only after full consultation with the applicant or eligible individual or, as appropriate, the applicant’s or eligible individual’s parent, guardian, legal custodian or other representative, or after giving a clear opportunity for such consultation. RSB shall document in the case file the consultation, or the opportunity for the consultation;
2. RSB shall complete a certification of ineligibility which indicates the reasons the applicant or eligible individual is ineligible for vocational rehabilitation services. The appropriate RSB staff member shall sign and date the certification; and
3. RSB shall notify the applicant or eligible individual in writing of the action RSB has taken. The notification shall include information regarding the applicant’s or eligible individual’s appeal rights and the assistance that is available from the eligible individual assistance program. As appropriate, RSB shall refer the applicant or eligible individual to other agencies or programs. 361.43(e)
Note: Under current federal reporting requirements, RSB must describe the factors involved in each closure for Reason 2 -- Disability too Severe /Unfavorable medical prognosis or Reason 9 - No Vocational Impediment. In order to comply with this requirement, anytime closure Reason 2 or 9 is used, a brief narrative should be inserted in the case record describing the circumstances which require the use of this particular closure reason.
Note: Care should be taken to use the correct closure reason for example, if an eligible individual refuses services because she is too ill to participate in planned activities, the reason for closure is 03 - Refused Services, not 02 - Disability Too Severe. In another case if the eligible individual is not visually eligible for services the closure reason is 08 -- No Disabling Condition, not 09 -- No Vocational Impediment.
Note: Per memorandum dtd 06-19-98, Subject: VR Closure Reason
(C) Case Closure Due to a Determination of Ineligibility After IPE Development When RSB decides to terminate vocational rehabilitation services that RSB is providing to an eligible individual because of a determination that the eligible individual is no longer eligible, RSB shall amend the eligible individual’s IPE and shall close the eligible individual’s case. RSB shall carry out the following activities in regard to case closure:
1. RSB shall make the ineligibility determination only after full consultation with the eligible individual or, as appropriate, the eligible individual’s parent, guardian, legal custodian or other representative, or after giving a clear opportunity for such consultation, except under the following circumstances: the eligible individual has refused to participate; the eligible individual is no longer present in Missouri; the eligible individual’s whereabouts are unknown; or the eligible individual’s medical condition is rapidly progressive or terminal. When the applicant or eligible individual or, as appropriate, the eligible individual’s parent, guardian or other representative has consulted with RSB, RSB shall record the views of the individual regarding the decision;
2. RSB shall record in an amendment to the IPE the rationale for the ineligibility decision, which certifies that the provision of vocational rehabilitation services has demonstrated the eligible individual is not eligible for Vocational Rehabilitation services. The appropriate RSB staff member shall sign and date the certification.
A. If the amendment to the IPE and the certification are in the form of a letter to the eligible individual, RSB shall identify the letter as an amendment to the IPE;
B. RSB shall notify the eligible individual in writing of the action RSB is taking. The notification shall include information regarding the eligible individual’s appeal rights and the assistance that is available from the eligible individual assistance program. RSB does not need to send written notification to the eligible individual when the eligible individual is deceased, the address is unknown or the eligible individual cannot be located; and
C. When RSB determines an eligible individual is not eligible for additional vocational rehabilitation services because the eligible individual cannot be expected to benefit from vocational rehabilitation services in terms of employability, RSB shall refer the eligible individual for possible services under RSB’s independent living rehabilitation program and, as appropriate, to other agencies or programs.
(D) Annual Review of Certain Case Closures. When RSB determines an applicant or eligible individual is ineligible for vocational rehabilitation services because the applicant or eligible individual is incapable of achieving an employment outcome. RSB shall review the ineligibility decision within twelve (12) months. During the review RSB gives the applicant or eligible individual or, as appropriate, the applicant’s or eligible individual’s parent, guardian, legal custodian or other representative, the opportunity for full consultation in the reconsideration of the decision of ineligibility. 361.44
Note: Per memorandum dtd. 11-06-01, Subject: Extended Employment, all cases closed in Extended Employment must also be reviewed on an annual basis for 2 years.
1. RSB shall initiate the first review of a decision of ineligibility. The applicant or eligible individual or, as appropriate, the applicant’s or eligible individual’s parent, guardian, legal custodian or other representative, shall initiate any subsequent review; and
2. RSB shall not carry out the first annual review of a decision of ineligibility when the applicant or eligible individual refuses the review; the applicant or eligible individual has refused vocational rehabilitation services; the applicant or eligible individual is no longer present in the state or whereabouts are unknown; or the applicant’s or eligible individual’s medical condition is rapidly progressive or terminal.
(E) Case Closure as Successfully Rehabilitated In order for RSB to determine that an eligible individual has been successfully rehabilitated the eligible individual’s case record must contain information that verifies that per 361.56, 361.5(B)(16), Sec.6(11):
1. The individual has achieved the employment outcome that is described in the individual’s IPE and is consistent with the individual’s strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice; and in the most integrated setting possible.
Note: RSB’s definition of competitive-integrated employment is located in the memorandum dtd. 09-09-05, Subject: Definition of Competitive/Integrated Employment
2. The individual has maintained the employment outcome for an appropriate period of time, but not less than 90 days, necessary to ensure the stability of the employment outcome, and the individual no longer needs vocational rehabilitation services.
3. At the end of the appropriate period under paragraph 2 of this section, the individual and the rehabilitation counselor consider the employment outcome to be satisfactory and agree that the individual is performing well in the employment.
4. The individual is informed through appropriate modes of communication of the availability of post-employment services. 361.56(a - d)
Note: Staff should make every effort to ensure all bills are paid prior to completing an RB-5 to close a case. The memorandum dtd. 05-26-98, Subject: Bill Paying for 26 Closures contains information about how to manage bills and documentation when preparing to close a case in Status 26.
Note: For required language for use in notification of successful case closures, see the memorandum effective 8-15-06, Subject: Notification of Agreement to Close Your Record of Service
Note: CFR 361.47(a)(9) requires RSB to verify income and benefits for consumers who obtain competitive employment and maintain that verification as part of the record of services. As part of RSB’s closure process for successful competitive employment closures, staff should verify income by accessing FAMIS and logging onto the IMES inquiry screen (similar to the IPAR screen), enter the consumer’s social security number and print a hard copy of the results from the top menu.
(F) Recovery of Equipment
1. Upon closure, the case record must show that recovery of equipment that costs more than $500 that is either not being used or which was purchased for a case that has been closed as unsuccessful has been considered. District supervisors should review every VR case that is closed in Status 28 to establish what has occurred with the equipment purchased for the consumer.
2. RSB does not seek the recovery of equipment that:
A. Costs less than $500
B. Is over four years old
C. Consists of single-site licensed software
D. Is used to manage a primary or secondary disability, such as glucometers, hearing aids or other personal devices
Version 1.3