Questions and Answers from IPE District Office Staff Training

5/12/08

Q. Does the 90 day guideline start when the case goes into a Status 10 or when an “IPE Pending Reasons” header has been finalized in a Chronological or Non-IPE services case note?

A: The 90 day count begins when a case is moved into Status 10 (Plan Development).  Remember, the 90 benchmark, as described in the IPE Policy is only intended to guide the timely development of the IPE with the consumer.  It is not intended as an arbitrary time limit for IPE development.  It is a benchmark; not a rule.

Q. When the consumer makes a decision to write his/her own IPE and the IPE is not in place in 90 days after Status 10 (Plan Development), does the counselor need to document the IPE Delay? 

A: Yes, the counselor must document the reasons for the delay, using the “IPE Pending Reasons” header on the Chronological Case Note or the Non-IPE Services Case Note, if services are being authorized.

Q. Will there be something in CaMS that will allow us to identify consumers where the IPE has not been developed within the 90 day timeframe following Status 10 because a Comprehensive Assessment is being completed?

A: If you have documented the “IPE Pending Reason(s)” header on a finalized Chronological or Non-IPE Services case note, you can retrieve a list of consumers, via caseload listing, whose IPE has not been developed within the 90 day timeframe because a Comprehensive Assessment is being completed.  Meanwhile, some new ticklers for Status 10 are under consideration.  After a case has been in Status 10 for 60 days and 90 days, CaMS will generate a tickler to remind the counselor of the length of time the case has remained in Status 10.  At the 60 and 90 day timeframe, tickler information will suggest that documentation of the “IPE Pending Reason(s)” should be considered.

Q. How soon after establishing eligibility can the “IPE Pending Reasons” case note header be completed in, when you anticipate that you will not meet the 90 day guideline for IPE development?

A: It would not meet the intent of the benchmark established in the IPE Policy if the documentation is completed too early.  The intent is to document as close to the 90 day guideline as possible so that the consumer understands what is needed to develop the IPE.

Q. Can you add the bolded language which is indicated on power point slide 15 as a new “criteria to evaluate progress” statement?

A: Yes. The statement has been added to the list of standard criteria statements, under the category of “General”.  The statement reads:  “Final decision on the employment goal will be assessed after the above steps are completed.” 

Q. Will all special programs print out on the status 10 list, i.e. IPE Pending, Social Security Disability, etc.?  (Note:  Some consumers have more than one special program identified in the Special Program column.)

A: Yes, all special programs assigned to the case will print out, as long as the “List all special programs for each case” checkbox is checked when completing a caseload listing.  Remember, to view on the screen all the special programs assigned to a case, you may need to expand the width of the column by dragging to the right the right-hand line of the column.

Q. Does “IPE Pending” come up when you view the Selected Special Program column?

A: Yes.  It will display on the Case Assignment Data Folder Tab, in Selected Special Program column.

Q. If “IPE Pending” displays in the Selected Special Program column, is it permanent or can you remove it?

A: The user can remove it; however, the system will re-insert it the next day if the case remains in Status 10.

Q. Can any case note with an IPE Pending Reasons header be backdated?

A: Yes.  However, this is not a recommended practice.

Q. Is backdating the IPE Pending letter available?

A: Yes, but it is not recommended according to “best practices”.  The date on the letter is a benchmark to strive towards - not a compliance mandate.

Q. Can the new IPE Pending Reason(s) header be imported to the “Background” or “Referral” case note?

A: Yes.  The new IPE Pending Reason(s) header can be added to any case note available in CaMS and if previously documented on a finalized case note, can be imported.

Q. What happens to the “IPE Pending Reason(s)” header if it is added to another case note?  Will the “Special Program” code be assigned?

A: Yes. The IPE Pending special program will be automatically assigned to the case once the case note with IPE Pending Reason(s) header is finalized.  Remember, to add the IPE Pending Reason(s) header to a case note, use the Add Header function which is a Right Click option when preparing case notes in CaMS.

Q. Can you add a field called ‘Effective Date” to the Caseload Listing, “Identify/View Cases Selection” screen?

A: No. The listing can already be sorted by Status Effective Date by selecting it from the Primary or Secondary drop down list.

Q. Can the icon for VESID Policy and Procedures be removed from the desktop because the information is not the most up-to-date?  It’s too confusing to know which information is up-to-date.

A: Some Memos on the VESID Policy and Procedures icon are still relevant.  VESID is in the process of updating the “VR Policies” section of the VESID Internet website to include the most current policies, procedures and related memos.  When this transfer process is completed, the VESID P & P icon will be deleted from the desktop.

Q. Can we insert the word “tentative” in front of the employment goal on the IPE?

A: This is not a recommended VR practice.  Allowing the three-digit DOT code, followed by three zeros offers a general enough description of the employment goal.  Additionally, you may want to consider free texting necessary steps to reach the employment goal on the “criteria to evaluate progress” IPE tab.

Q. Can a 3 digit DOT code be used for a case in Status 18? 

A: Yes. The 3 digit DOT code, followed by three zeros can be entered as the employment goal.

Q. Do I have to complete a new IPE Change if the first three digits of the DOT code are the same as the DOT code at closure entry?

A: No. As long as the first three digits of the DOT code at closure matches the first three digits of the last DOT code recorded on the IPE, an IPE Change is not required.

Q. When we move a case from status 14 to a 28 closure, should we record a six or nine digit DOT code at closure?

A: A DOT code is not required for a Status 28 closure.  A nine digit DOT code is required for a Status 26 closure.

Q. Can we revert (cancel) a closure?  What is the timeframe on this?

A: Status 08, 28 and 30 closures can be reverted as long as the “revert” is completed during the same federal fiscal year as the case closure.  You cannot revert a Status 26 closure.  If a Status 26 closure was completed in error, a request with justification for the revert must be sent to VRCaMSQ from your supervisor.  VRCaMSQ will submit the request for consideration to Central Office staff who will get back to VRCaMSQ with a decision. VRCaMSQ will then notify the supervisor who submitted the request.

Q. Can we have a special Status 14 that can not result in a 28 closure, if things do not work out?  This may especially be helpful for opening cases earlier for youth in school Transition cases that the new policy advocates.

A: Status 14 and 28 are “federal” statuses; therefore, VESID must follow federal guidelines regarding these statuses.  Federal guidelines require that a case moving forward from Status 10, must be moved into Status 14, 16, or 18.  If a case is in Status 14 and is not successful, the case must be closed in Status 28 according to federal guidelines.

Q. Can you provide a tickler “pop up” if a case remains in Status 10 for 90 days?

A: A tickler will generate to the Tickler List at the 60 and 90 day mark, if the case remains in Status 10.  You will need to access the Tickler List to view the tickler; it will not be an automatic “pop up”.

Q. Are we still getting our DOT Codes from ONET?

A: To obtain the DOT codes, refer to either the 'Related Information' under VESID's IPE Policy and Procedures internet page (or) the online Dictionary of Occupational Titles website which is www.theodora.com/dot_index.html.  If counselors need more information about job information, i.e. skills required; this is available from the ONET website which is http://online.onetcenter.org/.

Q. Can we complete an IPE Pending Letter through Mail Merge?

A: Yes. The IPE Pending Letter is available on the Mail Merge Forms/Letters List.

Q. Can you access the IPE Pending Letter without an IPE Pending Reason(s) header being documented in a case note?

A: Yes. With an open case displayed, click on the “Documents” menu, “Forms/Letters”.  The letter is available on the Documents tab.