TAACCCT, TOM. The Art of Writing Case Notes DB. Why Maintain Case Notes on Grant Participants/Students?. Workforce Investment Act of 1998, EEOC – 29 CFR Part 37 requires grantees to make real effort to collect data on all participants & employees . PURPOSE OF CASE NOTES.
Workforce Investment Act of 1998, EEOC – 29 CFR Part 37 requires grantees to make real effort to collect data on all participants & employees.
Grant Participant Files with Case Notes may be paper files or electronic files.
Each grant has a set of performance measures it is trying to achieve. Case notes serve to support the performance reporting and monitoring.
Grantees must document participant:
– Start dates
– Milestone progression & participant status
– Individual & overall performance results
– Service & program completion dates
– Exit dates
Avoid using slang, street language, clichés or jargon. Use professional terminology as well as correct capitalization and punctuation.
Avoid metaphors or similes; just say what you mean directly.
Do not write so cryptically that no one knows what your are writing.
Address the behavior.
Do not state participant is a victim of domestic violence.
Do not identify medical diagnosis. (HIPPA)
Omit details of client’s intimate lives that do not have an impact on their educational plan.
Mr. Miller met me in the hallway, he is currently working with Munroe Regional Medical Center. Provided Mr. Miller with my business card to stop in an see me to discuss the MoHealthWINs programs of study.
This case note is unacceptable. The information is lacking specifics such as focus, date, next steps, and who is the author of this case note.
Mary Awesome stopped by my office on 9/9/12 to inform me she has obtained employment with Aerotek as a bio med technician. Her dislocation wage prior to the MoHealthWINs program was $17.30/hr and her new starting wage obtained is $18/hr, which is a 104% of his dislocation wage. Mary plans to check back in March after her probationary period for future training opportunities in her field so she can advance.
--DB, MHWINs Comm College Advisor 7/1/12
This case note is acceptable.
Customer called to say that he would not make his appointment.
This case note is unacceptable. Who is the customer? When was the appointment? What was the appointment for? Was the appointment rescheduled?
John’s occupational goal is Physical Therapist. Participant has completed the eligibility process at the JeffCityMoCareerCenter on 6/15/12, completed the college PT enrollment application and has been approved(see file documentation). John has been accepted at the MHWINs Comm College, total training cost is $12,000(of this $6,000 is non grant funded). Training program is on the ETPL list, is supported by the local LMI data, and WIB partner. Training is not FAFSA/Pell eligible. The WIB has APPROVED John’s non grant cost of $6000 on 6/30/12 for the full amount beginning on 8/15/12 for a 1 year training program from the Dislocated Worker funding stream. Will check back with John via email to verify his commitment for the August class start dates on August 1, 2012. His JeffCity Career Center Case Mng is Sally Goodservice.
--DB, MHWINs College Career Coach Advisor 7/1/12
This Case Note is Acceptable. The information is detailed and specific.
Participant Samantha Smith called, stated on 4/20/12 she has finished up all of her courses at MHWINs Comm College and will be emailing me copies of the certifications she has obtained since her last visit with me. In addition, she stated that her unemployment benefits have exhausted. She will be leaving town today, 05/09/10, for a few weeks, but upon her return she will take my advice and register with staffing agencies and come in for resume assistance/critiquing.
-- DB, MHW College Retention Coach 4/20/12
This case note is acceptable.
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