Chapter 5: Status 02 — The Application Process

Anyone who wishes to apply for IL services may apply. No applicant shall be denied from making an application. The ILR teacher determines eligibility of all applicants. Eligibility is discussed in Chapter 6.

The RS assists the IL program and its ILR teachers in starting the IL application process. The following is the process the RS will use to start the IL program application:

After a referee and/or the guardian has contacted the Department through the RS and interest to start the IL application has been expressed, the RS will assist the program to start that process.

When a legal guardian has been identified, the RS will request that a copy of the guardianship document(s) be faxed or mailed to the IL program support staff. If the RS receives the guardianship document(s), the RS will forward it to the IL program support staff.

The referee and where applicable, the guardian is to be contacted to complete the IL application, if possible by phone with the RS.

Where legal guardianship authority is documented; the legal guardian may assign another designee. A guardian who has legal authority to make decisions on behalf of the referee may also agree to allow the RS to complete the IL application without the guardian or designee present. If possible, send a confirmation of this fact to the guardian (by email if available), and case note the discussion.

If a case management record on the referred individual does not exist, a new electronic case management record will need to be created by the RS collecting “Client Data” and other pertinent information to start the record. Guardianship information will be entered into the Additional/Contact Info on the Client Summary screen and the Legal Guardian field on the Client Data screen.

The IL application:

• Will be started by the RS.
• Will be completed as much as possible by the RS prior to assigning the IL application to an ILR teacher.
  • In the event the RS is unable to take the application by phone with the applicant, the ILR teacher will receive an email from the RS with the assignment to schedule an application interview directly. The RS will copy the supervisor and case note in the applicant’s case file.
• The RS will request the applicant and/or where applicable, the applicant’s legal guardian that their eye doctor fax or mail the applicant’s most recent eye report (i.e., report within the last 12 months) to the Department.
• When in receipt of the eye report, the RS will scan into client file and notify the ILR teacher who received the assignment, then give the paper eye report to the IL secretary who will add that document to the paper file.

The creation of an IL application will generate an automatic status move within the CMS. A case record that is open and where an application is started and/or completed will reflect a Status 02 in the CMS.

The applicant shall receive a communication from the assigned ILR teacher. The ILR teacher will make every effort to contact the applicant within 14 business days of the application date. The contact is a phone call to acknowledge receipt of the application by the ILR teacher and to schedule a time to meet in person to complete the application process. Note, if a phone line or alternative contact number is no longer available, a letter shall be mailed to attempt to reach the applicant. The letter should be uploaded to the CMS.

After the Status 02 application case has been assigned by the RS to the ILR teacher, the ILR teacher will complete the following steps:

Prior to and during the program application process:

• Where applicable, the ILR teacher will arrange for a language translator and/or sign language interpreter(s) to conduct the application process. The ILR teacher should check to see if the vendor is in the system, and if not, complete the process to add them; and
• In partnership with the applicant and/or guardian, the ILR teacher will verify/review and complete all applicable areas of the program application.
  a. The ILR teacher must ensure the proper guardianship document is available to review and verify that the guardian truly has legal authority to make certain decisions on behalf of the IL applicant.

Offer the applicant a chance to complete the National Voter Registration Form:

• If the referred individual or applicant accepts or declines to complete a National Voter Registration Form or reports she or he is prohibited under law from voting:
  • follow all instructions on the form
  • make appropriate notation on the Voter Registration form
  • obtain appropriate signatures
  • ILR teacher will add their own respective initials to the declination page. If anything is missing on the form, the form can be returned to the respective ILR teacher for further processing
  • case note accordingly
• Note: follow the instructions as noted on the voter registration form if the individual is not eligible to vote.
• This voter form will be routed to the IL secretary or where applicable any appointed interim designee for processing. Form must be mailed to county office within 10 days of date received.
• The IL secretary will deliver copies of the forms on the first of every month to the agency’s executive secretary or where applicable to other any appointed interim designee for processing.

Complete the IL Health Assessment Questionnaire. No signature is needed on this form; however, the assessment information must be entered within the CMS as documentation. The Health Assessment should be current.

• If the case is reopened, the ILR teacher will request support staff to print out existing Health Assessment and email to the ILR teacher.
• Ensure the Health Assessment date is updated in the CMS.

Case Application is required when requested by a referee; however, does not require a signature:

• The Date of Interview (i.e., date interviewed by IL teacher) under “Client Data” of CMS.
• Review and verify all demographics including other IL application information and client data page for completeness. This should be documented in a case note as Application Interview.

If the eye report has not been received, request the applicant send their most recent eye exam in preparation to move the individual toward eligibility determination.

• An eye report must not be over 12 months old to be used for eligibility determination.
• If an applicant is known to be totally blind, verification can be established as follows:
  • Blind Journal;
    • if “blind” is selected, a date must be entered
    • if “visually impaired” is selected, no date is needed
  • CMS or medical report documentation, if available;
    • If condition is known by IL division staff who will be serving the individual.
• If an applicant is totally blind, is not known to IL division staff and there is no record of ever being served by the agency, the individual will be asked to secure a letter from his or her medical or eye doctor to verify their eye condition and degree of blindness.
• If an applicant has some degree of vision and has not completed a recent vision screening (i.e., within the approximate last 12 months) from a qualified eye doctor, identify eye clinics where the applicant might consider obtaining a vision screening test and request a copy of the eye exam.
  • If applicable, determine in partnership how the clinic visit will be paid, considering all comparable benefits.
  • If requested, make the referral to the clinic.
  • Record vision screening service within case note.
• Always verify eligibility information and data, then document in CMS.
• Complete information within Blind Journal where applicable.

Substance abuse and emotional disorders can have major impacts on planning; therefore, you must gather appropriate information from medical specialists should these conditions be disclosed.

When an applicant’s secondary disability is indicated in the IL Health Assessment Questionnaire or entered into information under eligibility, care must be taken in how that information is documented.

All applicants and, as appropriate, their legal representatives, service providers, cooperating agencies, and interested persons will be informed through proper modes of communication of the confidentiality of personal information and the conditions for accessing and/or releasing such information. See the Confidentiality and Release of Information Section.

When an applicant and/or their guardian do not respond to contacts made by the ILR teacher, the following steps will be taken:

Document all attempts to schedule an application appointment in the CMS.

After two attempts within a two-week period, with no response from the applicant and documentation is made; and/or where applicable with the guardian, prepare and mail a letter. Request contact and provide a reasonable deadline date for a response (i.e., suggest 2 weeks from the date of the letter).

If no response is received to the final letter, move forward to close the application, complete eligibility determination (as ineligible with no response), send final letter. The letter should provide the ILR teacher’s contact information, Program Administrator’s contact information, appeal information and ICAP brochure.

In addition, complete the case note and Closure Amendment in the CMS.

The application process is not complete until the ILR teacher has addressed all phases including proper documentation associated with the application. The application process requires substantial follow-through by both the applicant and where applicable his or her guardian as well as the ILR teacher. Therefore, if it’s realized initially that the applicant may not be eligible for services because they do not meet the required program criteria, explain the criteria to the applicant and offer other means to obtain services.

Discuss the applicant’s rights and responsibilities. In accordance with requirements of the Rehabilitation Act Amendments of 1998, the ILR teacher shall advise all individuals with disabilities seeking or receiving services through the Department, or their authorized representative, of the availability and purpose of the Iowa Client Assistance Program (ICAP), including the means to seek ICAP assistance. Rehabilitation Act Amendments 18, 704(m)(l) (1998); 34 C.F.R. 364.30; 111 I.A.C. 11.10(216B).

All identifiable personal information that IDB collects, including photographs and lists of names, shall be confidential under all applicable laws and shall be used only in conjunction with the administration of services provided by the Department. Confidential information shall never be released without the written consent of the person identified in the information except as part of routine cooperation between the Department and the Division of Vocational Rehabilitation Services Disability Determination Unit to expedite Social Security eligibility determinations or in response to an order issued by a judge, magistrate, or other authorized judicial officer or order to protect an individual or others if the individual poses a threat to his or her safety or to the safety of others.

ILR teachers have up to 10 business days to enter IL program case notes into the CMS for any contact made with an IL applicant and/or guardian.

Note: Whenever an ILR teacher is requested to assist to complete a VR application, the case note must be entered within 5 business days.