RSB shall maintain for each eligible individual or applicant a case record that includes, to the extent pertinent, documentation of the following factors: 361.47
NOTE: Click on the following link for guidance on Good Practices in Case Narration.
(A) The comprehensive diagnostic study that supports RSB’s determination of eligibility, the basis for providing services to an eligible individual during an interim period of eligibility, or the need for the eligible individual to have an extended evaluation of vocational rehabilitation potential and, as appropriate, the nature and scope of vocational rehabilitation services that RSB will provide; Progress reports should be documented on the Progress Report Narrative.
(B) The reasons for a RSB determination of ineligibility, and that RSB reviews the ineligibility determination no later than twelve (12) months after RSB made the determination of ineligibility;
(C) RSB’s determination that the eligible individual’s disabilities are severe;
(D) RSB’s periodic assessment of the eligible individual during an extended evaluation of vocational rehabilitation potential;
(E) An IPE for each eligible individual, including each eligible individual who is receiving services during a period of extended evaluation or during an interim period of eligibility;
(F) For each eligible individual to whom physical and mental restoration services are provided, documentation that supports RSB’s determination that the eligible individual’s clinical status is stable or slowly progressive;
(G) RSB’s decision to provide services to family members;
(H) Eligible individual participation in the cost of maintenance as discussed in subsection 15(B);
(I) Eligible individual eligibility for and use of any comparable service or benefit;
(J) RSB advised the eligible individual or applicant of the confidentiality of all information pertaining to the eligible individual’s case;
(K) The reason for closing an eligible individual’s case and, if RSB determines the eligible individual to be rehabilitated, the basis upon which RSB determined the eligible individual’s employment is suitable;
(L) Decision to provide post‑employment services after the eligible individual achieves his/her employment objective, the basis upon which RSB develops the post‑employment plan, a description of the services RSB provides and the outcome of the services;
(M) Any action and decision involving an eligible individual’s or applicant’s request for review of RSB determinations, as discussed in section (25); and
(N) Any reviews of RSB’s determination that an eligible individual to whom RSB has provided vocational rehabilitation services under the terms of an IPE, is no longer capable of achieving a vocational goal.
(O) An expenditure tracking log which is to be used as a cumulative ledger in the case record, to be completed at the time authorizations are prepared at the district office. Enter appropriate data in the item description or service and expenditure columns, when known, at the time of authorization. In the event that expenditures are less than authorized, or are unknown at the time of authorization, (i.e. when authorizing such services as physical/mental restoration at UCR), data in the expenditures column should be entered/amended when the DBF 14 is returned to the district office.
Expenditure Theshold Table (Word)
Sample Tracking Log (Excel) 
PROGRAM NOTES:
VR: Consumable materials purchased for consumer use such as 20/20 pens, paper, etc. are exempt from this monitoring.
OBS: Only services and equipment authorized for Visual Restoration and Management of Secondary Disabilities are to be entered on the tracking log
ILR: All expenditures will be entered on the tracking log
Version 1.3