(Revised 01/26/06)

When it is determined that it is necessary to transfer a client’s case, according to our policy and custom, the following procedures will be utilized:

1. The transferring counselor/teacher will thoroughly discuss with the client the basis for the transfer of the case and the logistics of what will be taking place.

2. The transferring counselor/teacher will contact the receiving counselor/teacher to discuss the case and the basis for the transfer. If the receiving counselor/teacher is not available, after a reasonable period of time the transferring counselor/teacher’s supervisor will be asked to contact the receiving counselor/teacher’s supervisor to expedite the transfer. Similarly, if there is a dispute over the appropriateness of the transfer, the two supervisors will be brought into the discussion to resolve the issue.

3. The transferring counselor/teacher will document this contact and discussion in a case note and include a case transfer summary in case notes highlighting what has been done and what remains to be done in the case will be written.

4. Where cases being transferred due to clients attending college, the Individual Plan for Employment should be developed in conjunction with the counselor/teacher that will be receiving the case. The receiving counselor/teacher will do the authorizations to the college.

5. The transferring counselor/teacher will assure that all bills are paid and open authorizations cancelled prior to the case being transferred.

6. The transferring counselor/teacher or an administrative support staff person will then run the 911-audit check in the system to make sure that the necessary data has been provided.

7. The paper case-file will be given to the supervisor of the transferring office who will complete the checklist, attach it to the paper case file and approve the transfer based on the correctness and completeness of the paper and electronic case.

8. The case-file will be given to the designated support staff for transfer. The transferring support staff will make the electronic transfer and send an E-mail to the receiving support staff with copies to each of the counselor/teachers confirming the transfer.

9. The transferring support staff will send the paper file to the receiving counselor/teacher along with an E-mail stating when the case was mailed. In those offices without access to Inter-Departmental mail the file will be sent by registered mail. The receiving support staff will acknowledge receipt of paper case via E-mail to both counselor/teachers and the transferring support staff.

10. The receiving counselor/teacher will meet or at least contact the new client, as soon as possible. This could be prior to receipt of the case file. It could also occur as a conference call including both counselor/teachers and the client.