Closure Tab

Data items contained on the Closure Data Folder Tab follow:

Reason for Closure

Required at Closure Statuses 08, 30, 28 and 38.

Click down arrowhead for drop-down list of Closure Reasons. Click to enter appropriate Reason:

Status To/From Reasons for Closure Allowed for Closure Status
Status 08 (Ineligibility) from Status 02 (Applicant) or 07 (Pending Eligibility)

Does Not Require VR Services

No Impairment

No Impediment to Employment

Status 08 (Ineligibility) from Status 06 (Trial Work Experience/Extended Evaluation)

Disability Too Significant to Benefit from VR Services

Status 08 (Intervening Reasons) from Status 02 (Applicant), 06 (Trial Work Experience/Extended Evaluation) or 07 (Pending Eligibility)

All other Reasons

Death

Individual is incarcerated in a prison or jail

Individual in institution other than a prison or jail

Moved

No longer interested in receiving services or further services

Transferred to Another Agency

Transportation Not Feasible or Available

Unable to Locate or Contact

Status 30 (Closed before Plan Initiated) from Status 10 (Plan Development) or 12 (Plan Completed)

 

 

 

 

 

 

All other Reasons

Death

Disability Too Significant to Benefit from VR Services

Extended Services Not Available

Individual is incarcerated in a prison or jail

Individual in institution other than a prison or jail

Moved

No longer interested in receiving services or further services

Transferred to Another Agency

Transportation Not Feasible or Available

Unable to Locate or Contact

Status 28 (Closed after Plan Initiated) from Status 14 (Counseling, Guidance and Placement), 16 (Physical Restoration), 18 (Training), 20 (Ready for Employment) 22 (In Employment) or 24 (Services Interrupted)

All other Reasons

Death

Disability Too Significant to Benefit from VR Services

Extended Employment

Extended Services Not Available

Individual is incarcerated in a prison or jail

Individual in institution other than a prison or jail

Moved

No longer interested in receiving services or further services

Transferred to Another Agency

Transportation Not Feasible or Available

Unable to Locate or Contact

Status 36 (New Case Opened) from Status 32 (Post Employment Services)

New Case Opened

Status 38 (PES Discontinued) from Status 32 (Post Employment Services)

All other Reasons

Death

Disability Too Significant to Benefit from VR Services

Extended Services Not Available

Individual is incarcerated in a prison or jail

Individual in institution other than a prison or jail

Moved

No longer interested in receiving services or further services

Transferred to Another Agency

Transportation Not Feasible or Available

Unable to Locate or Contact

Work Status at Closure

Required at Status 26 (Rehabilitated) and Status 34 (Suitable Employment Maintained).

Click down arrowhead for drop-down list of employment outcomes at closure. Click to enter appropriate status/outcome:

  • Employed with supports in an integrated setting
  • Employed without supports in integrated setting
  • Homemaker
  • Self-Employed (except BEP)
  • Unpaid family worker

If Work Status at Closure is Homemaker, Employer Information is not required for Status 26 Closure.

Weekly Earnings at Closure

Required at Status 26 and Status 34 (Suitable Employment Maintained).

Enter the amount of money (to the nearest dollar) earned by the individual in a typical week after achieving an employment outcome. Include all income from wages, salaries, tips, and commissions before payroll deductions of Federal, State and local income taxes and Social Security payroll tax. Earnings also include profits from self-employment in a business or profession. Earnings for salespersons, consultants, self-employed individuals, and other similar occupations are based on the adjusted gross income, after deducting unreimbursed business expenses from gross income. Do not include estimates of payments in-kind, such as meals and lodgings. Estimate profits of farmers, if necessary.

Note: The following data discrepancies will present a Warning Message or an Error Message as noted below:

  1. Weekly earnings must be recorded as more than $0, if Work Status at Closure is recorded as a working status (employed with supports in an integrated setting; employed without supports in an integrated setting; self-employed).
  2. Weekly earnings must be recorded as $0, if Work Status at Closure is recorded as homemaker or unpaid family worker.
  3. A Warning Message fires if Weekly Earnings divided by Weekly Hours is below minimum wage.

Primary Source of Support at Closure

Required at Status 08 from Status 06; Status 28, Status 30, Status 26.

Select the individual's largest single source of economic support at case closure, even if it accounts for less than one-half of the individual's total support.

Click down arrowhead for drop-down list of Primary Source of Support options. Click to enter appropriate Primary Source of Support. Options include:

  • all other public sources
  • all other sources of support
  • family and friends
    • If a person is supported by the earnings of a spouse, or by the spouse's unemployment insurance checks, select family and friends as Primary Source of Support.
  • personal income (earnings, interest, dividends, rent)
  • private insurance
  • public institution - tax supported
  • Safety Net (public assistance, without federal funds)
  • SSDI (social security disability insurance)
  • SSI and/or TANF (public assistance, at least partly with federal funds)
  • workers’ compensation

Note: The following data discrepancies will present an Error Message to the user as noted below:

  1. If Primary Source of Support at Closure is recorded as SSI and/or TANF (public assistance, at least partly with federal funds), a dollar amount must be entered for SSI or TANF (Monthly Public Support Tab; At Closure column).
  2. If Primary Source of Support at Closure is recorded as Safety Net (public assistance, without federal funds), a dollar amount must be entered for Safety Net (Monthly Public Support Tab; At Closure column).
  3. If Primary Source of Support at Closure is recorded as workers’ compensation, a dollar amount must be entered for Workers Compensation (Monthly Public Support Tab, At Closure column).
  4. If Primary Source of Support (Closure Tab) is recorded as all other public sources, a dollar amount must be entered in Veterans’ Disability Ins or Other Public Support (Monthly Public Support Tab, At Closure column).
  5. If Primary Source of Support at Closure is recorded as SSDI (social security disability insurance), a dollar amount must be entered for SS Disability Insurance (Monthly Public Support Tab, At Closure column).

Level of Education Attained at Closure

Record the level of education the individual attained when the service record was closed. If an actual educational level is not documented, record an estimated level. Note: Coding options have been updated and/or added to this data element.

  0  No formal schooling
  1  Elementary education (grades 1-8)
  2  Secondary education, no high school diploma (grades 9-12)
  3  Special education certificate of completion/diploma or in attendance
  4  High school graduate or equivalency certificate (GED)
  5  Post-secondary education, no degree or certificate
  6  Post-secondary academic degree, Associate degree
  7  Bachelor's degree
  8  Master’s degree
  9  Any degree above a Master's - e.g. Ph.D., Ed.D., J.D.
10  Vocational/Technical Certificate or License
11  Occupational credential beyond undergraduate degree work
12  Occupational credential beyond graduate degree work

Note:  Code 3 is intended to capture individuals whose highest level of education is special education.  This includes various situations.  Use code 3 “Special education certificate of completion/diploma or in attendance”: 1) if the individual is currently a special education student, 2) if the individual received special education and earned a certificate of completion or high school diploma, or 3) if the individual received special education but did not receive a certificate/diploma.

Student with Disability in Secondary Education at Closure

Enter the code that captures the status of an individual with a disability in secondary education at the time of closure.

  1. This individual is not a student with a disability in secondary education at the time of closure.
  2. This individual is a student with a 504 accommodation plan.
  3. This individual is a student and is receiving services under an IEP at the time of closure.
  4. This individual is a student with a disability who is not covered by Section 504 of the Rehabilitation Act and is not receiving services under an IEP at the time of closure.

Competitive Employment

Required at Status 26 (Closed Rehabilitated) and 34 (Suitable Employment Maintained). Defaults to null (no entry).

Click: Yes if the person is in competitive employment.

Click: No if the person is not in competitive employment.

Note: Competitive Employment must be recorded as No if Work Status at Closure (Closure Tab) is recorded as Homemaker or Unpaid Family Worker.

Note: Competitive Employment cannot be recorded as Yes if Weekly Earnings divided by Weekly Hours is less than minimum wage.

SOC, Standard Occupational Classification, on Closure Tab

Required at Closure Status 26.

Enter a six-digit code to describe the individual's occupation when the case is closed.

The first two digits must be the same as the first two digits on the IPE for the case to be successfully closed; that is, the IPE Goal and the Closure Goal must be the same. (If six digits are entered, the last four digits may differ - they may be seen as "fine-tuning.")

If SOC at Closure is Homemaker, Employer Information is not required.

Employment Situations Unique to VR Program

For the two employment situations unique to the VR program, use the special six-digit codes below. These codes do not duplicate any six-digit codes in the SOC structure:

  • 59-999 Homemaker (own home) refers to men and women whose activity is keeping house for their families, or themselves if they live alone.
  • 79-999 Unpaid family worker (own family), not elsewhere classified. An unpaid family worker is one who works without pay on a family farm or in a family business. Use only if the type of unpaid family work cannot be classified according to any of the DOT occupations

Using the SOC

The Standard Occupational Classification (SOC) system is used by Federal statistical agencies to classify workers into occupational categories for the purpose of collecting, calculating, or disseminating data. All workers are classified into one of 840 detailed occupations according to their occupational definition. To facilitate classification, detailed occupations are combined to form 461 broad occupations, 97 minor groups, and 23 major groups. Detailed occupations in the SOC with similar job duties, and in some cases skills, education, and/or training, are grouped together.

IPE SOC Code

Displays the last SOC Code and Employment Goal entered on IPE Original/IPE Change.

Medical Insurance

Required at Status 08 (Ineligibility or Intervening Reasons) from Status 06; Status 26 (Rehabilitated), Status 28 (Closed after Plan Initiated); Status 30 (Closed before Plan Initiated), Status 34 (Suitable Employment Maintained).

Click type(s) of medical insurance coverage that individual has at time of closure. Medical Insurance Coverage types are: Medicaid; Medicare; Other Private (medical insurance coverage through other than individual's own employment); Other Public; Private Thru Employment (individual's own employment); Workers Comp; None (no medical insurance coverage at time of closure); N/A (medical insurance information is unavailable).

Note: If Private Thru Employment is checked, Work Status (Closure Tab) must be recorded as employed with supports in an integrated setting or employed without supports in an integrated setting or self-employed.

Placement Agency Type

Required at Status 26 (Rehabilitated) and Status 34 (Suitable Employment Maintained).

Placement may be provided directly by the State agency or secured through other sources.

Click down arrowhead. From drop-down list, click to select appropriate placement agency type:

  • Located own job
  • Other agency
  • Returned to or retained same job
  • Self-placed with VR guidance
  • State Employment Agency
  • Training agency
  • ACCES-VR, CBVH or other state vocational rehab agency

Start Date of Employment in Primary Occupation at Closure

Record the date when the individual began the job coded in data element 194 as the primary occupation.

Note: For individuals who were employed at application, this date will be prior to the date of application.  Additionally, date of closure must be no less than 90 days following cessation of VR services and the satisfaction of all other case closure criteria.  

Employer Name

Required at Status 26 (Rehabilitated) and Status 34 (Suitable Employment Maintained).

Click down arrowhead. From drop-down list, click appropriate employer, if it is on the list. When entered from the drop-down list (list contains employers known on Organization File), the Employer City, Employer State and SIC will automatically be entered in the appropriate fields.

If the employer is not on the list, enter employer name as free text. (The employer name and relevant information can be entered via View/Maintain Organization function by identified individuals in the District Office. It will then be available on the drop-down list.)

Employer City

For Status 26 (Rehabilitated) and Status 34 (Suitable Employment Maintained), the Employer Name, City, State and SIC codes can be directly entered. Alternatively, an Employer can be selected from the Employer Name drop-down list and those fields associated on the database for that employer (City, State, and SIC fields) will be retrieved and displayed on the screen but cannot be updated on this screen.

Click down arrowhead. From drop-down list, click City in which the employer is located.

Employer State

Required at Closure Status 26.

If the Employer Name was entered from the drop-down list (data base), the Employer State will be automatically entered.

If not automatically entered, click down arrowhead. From drop-down list, click appropriate State in which the employer is located. All States in the United States and the District of Columbia are included, as are Armed Forces locations outside of the U.S., the Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands and Palau.

SIC (Standard Industrial Classification)

Required at Status 26 (Rehabilitated) and Status 34 (Suitable Employment Maintained).

The Standard Industrial Classification system is used for classifying all commercial/industrial activity by primary type of activity (construction, manufacturing, retail, service, etc.)

If the Employer Name was entered from the drop-down list (data base), the SIC will be automatically entered.

If not automatically entered, click down arrowhead. From drop-down list, click appropriate SIC name.

Closure Tab: More Info Button

The More Info... button provides more information that is available about the Employer on the Organization File including Tabs for:

  • Main (Name, SIC, phone numbers, etc.)
  • Address (including directions, public transportation, etc.)
  • Contact persons at the organization
  • Contact persons at ACCES-VR