A case record (AWARE, electronic forms and e-mails, and paper information) shall be established at time of application for each applicant who meets applicant criteria (for applicant criteria, see Chapter 2.1, APPLICATION, Policy 5 and 2016 Federal Regulation 34 CFR § 361.47). For returning former clients, establish a new paper folder and keep the closed case folder (if it hasn’t already been destroyed) with the new one. For documentation requirements, see
Policy 1: Section A3 of this chapter. The case file shall contain the following documentation, as appropriate:
12. If applicable for clients 18 years of age and older, copies of a guardianship order or Power or Attorney in effect.
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Staff shall follow the standards in Scanning Standards form 262-VR-AD-002.
See Chapter 11, CLOSURE, Policy 1, Section C.
The VR case record is the property of DRS. The DRS local offices shall maintain electronic information not stored in AWARE and paper information until the information is properly destroyed.
Cross reference: For filing system and security, See Policy 2: Section C of this chapter.
Cross reference: For client access to case record, see Chapter 1.1, CONFIDENTIALITY, Policy 1, Section A3.
Cross reference: For records disposal, see Chapter 11, CLOSURE, Policy 2.
[ REVISED: 3/1/08]
To ensure statewide uniformity and ease of use, all paper folders for open Vocational Rehabilitation program cases shall be filed alphabetically for each caseload (per agency mandate).
[ REVISED: 1/21/99]
See Chapter 11, CLOSURE, Policy 2, Section A1.
DRS staff, DRS medical consultants, and DARS Central Office staff shall safeguard all client information in work areas and outside the office from loss, defacement, unauthorized changes, access by unauthorized persons, or client access to restricted information (per Government Data Collection and Dissemination Practices Act and § 2.2-3800 of the Code of Virginia). The supervisor shall institute office procedures, including storing information out of plain view at the end of the day, and locking the office when it is unattended to safeguard client information. DRS staff who violate DRS policies and procedures to safeguard the confidentiality of client personal information may be subject to disciplinary action under the Commonwealth’s Standards of Conduct.
Cross reference: For policies and procedures regarding exchange of client confidential information, see Chapter 1.1, CONFIDENTIALITY, Policy 1. For subpoenas, see Chapter 1.1, CONFIDENTIALITY, Policy 4. For mandatory reporting of suspected abuse or neglect, see Chapter 1.1, CONFIDENTIALITY, Policy 5.
Cross reference: For client and parental access to case record, see Chapter 1.1, CONFIDENTIALITY, Policy 3.
Cross reference: For custodian of records, See Policy 3 of this chapter
Cross reference: For policies and procedures for filing paper folders for closed cases and disposing of records, see Chapter 11, CLOSURE, Policy 2.
[ REVISED: 10/1/15]
The DARS Commissioner designated the supervisor, or in his or her absence, the DRS Director as the custodian of records for clients of the Vocational Rehabilitation program (including the Supported Employment program).
The counselor transferring the case shall:
The counselor receiving the case shall: