**CONTENTS**

**CHAPTER 5. OFFICE ADMINISTRATION**

**PARAGRAPH PAGE**

5.01 Space and Appearance 5‑1

Rescinded per M28 Part II, Chapter 1, October 28, 2005

5.02 Vocational Rehabilitation and Counseling Forms and Form Letters 5‑1

Rescinded per M28 Part II, Chapter 2, Section C, October 28, 2005

*5*.03 Vocational Rehabilitation and Counseling Folder Maintenance 5‑1

5.04 Correspondence and Correspondence Files 5‑2

Rescinded per M28 Part II, Chapter 2, Section B, October 28, 2005

5.05 Test Supplies for Counseling and Evaluation Services 5‑3

**APPENDIXES**

5A Tests, and Suppliers of Test Materials and Services App. 5A‑1

5B Professional Journals and Occupational Information App. 5B‑1

**5‑i**

**CHAPTER 5. OFFICE ADMINISTRATION**

**5.01 SPACE AND APPEARANCE**

Rescinded per M28 Part II, Chapter 1, October 28, 2005

**5.02 VOCATIONAL REHABILITATION AND COUNSELING FORMS AND FORM LETTERS**

Rescinded per M28 Part II, Chapter 2, Section C, October 28, 2005

**5.03 VOCATIONAL REHABILITATION AND COUNSELING FOLDER MAINTENANCE**

In addition to information contained in the Target system data base,
information concerning a veteran's claim for various VA benefits is also
found in a system of records contained in folders. VR&C Division
personnel are concerned primarily with information found in the
following types of folders:

**a. Claims Folders**

Rescinded per M28 Part II, Chapter 2, Section A, October 28, 2005

**b. Other Adjudication Division Folders**

**(1) DEA Folder.** The DEA folder is a blue manila folder consisting of
two sections. The folder holds documents pertaining to claims for
Dependents Education Assistance under 38 U.S.C. chapter 35, identified
by the claimant's name and the veteran's file number with a unique
letter suffix assigned for each claimant. (See DVB Manual M22‑2, pt. II,
par. 3.04.) This folder will be maintained and disposed of in accordance
with RCS VB‑1, part I, item number 03‑139.300.

c.  **VR&C Division Folders**

> **(1) Chapter 31 CER (Counseling/Evaluation/Rehabilitation) Folder**.
> The CER folder is a kraft brown folder consisting of three sections.
> Upon receipt of the application, the VR&C Division will prepare the
> CER Folder.

(a) **Filing of Documentation in CER Folders**. VR&C staff members will
    file all documents in reverse chronological order. To avoid filing
    duplicate documentation, a VR&C staff member must first check the
    CER folder to ensure that the materials the staff member wants to
    file are not duplicates of documentation already in the CER folder.

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1.  **Documents Filed on Right Flap**. The right flap of the CER folder
    will contain copies of rating decisions; counseling and evaluation
    forms; test results and reports of evaluative procedures; copies of
    correspondence concerning counseling issues; rehabilitation plans;
    and other forms in the 28-1902 series. The counseling psychologist
    is responsible for properly maintaining this section of the CER
    folder.

2.  **Documents Filed in Center Portion**. The case manager will file
    down all forms, form letters, and other documentation related to
    supervising 31 program participants. This includes all forms in the
    VA Form 28-1905 series, except VA Form 28-1905, Authorization and
    Certification of Entrance or Reentrance into Rehabilitation and
    Certification of Status. The case manager is responsible for
    maintaining this portion of the CER folder.

3.  **Documents Filed on Left Flap**. The case manager will file down on
    the left flap the following VA Forms: 28-1900, Disabled Veterans
    Application for Vocational Rehabilitation; 28-1905; 28-1999b, Notice
    of Change in Student Status; 28-0175, Chapter 31 Change in
    Enrollment. In addition, this section will contain Target

**5‑1**

> System printouts, subsistence allowance awards and related materials,
> documentation relating to the direct or indirect payment of other
> chapter 31 benefits to or on behalf of the program participant, and
> documents of Finance actions. The case manager is responsible for the
> correct maintenance of this section of the CER folder.

a.  **Ordering New Style CER Folders**. Stations should order sufficient
    quantities of the new 3-flap CER folders for both new applicants for
    chapter 31 benefits as well as converting existing folders to the
    new style folders. There is no centralized purchase or distribution
    of this folder. Stations must order these folders directly from the
    manufacturer:

Stock Number: NSN 7530-01-346-4295

Contract Number: GS-02F-8318A

Manufacturer: S&W Manufacturing

P.O. Box 3069

Florence, SC 29501-3069

Telephone Number: 1-800-845-8350

Unit Price: \$37.50 per 100

***NOTE***: This contract expires at the end of fiscal year 1993.

> **(c) Preparation of New Style CER Folders for Participants With
> Existing CER Folders**. Once a station receives a supply of the 3-flap
> CER folders, the VR&C Division will begin a systematic conversion of
> active case CER folders. Stations should complete this conversion from
> a 2-flap folder to a 3-flap folder at the time the division next
> schedules the veteran for counseling or a supervisory assistance
> visit.

**[1]{.underline}. BIRLS (Beneficiary Identification and Records Locator
Subsystem) Review and Update**. At the time the new style CER folder is
created, the VR&C Division will review and, if necessary, update the
BIRLS record to show the correct location of the CER folder. This review
will also reconcile and eliminate any duplicate CER folder which BIRLS
shows exists at another station.

**[2]{.underline}. Conversion Deadline**. Stations should convert the
folders for all active chapter 31 participants by October 1, 1993.

**(d) CER Folder Routing in VR&C Divisions**. Case managers and
counseling psychologists may route CER folders directly to one another
as long as the VR&C Division can assure control over the folder.

(e) **Folder Maintenance and Disposition**. The VR&C Division will
    maintain and dispose of CER folders under Records Control Schedule
    RCS VB-1, part I, item number 07-630.010. If an applicant does not
    appear for an appointment, the division will maintain the CER folder
    in a pending file. If the applicant has not appeared nor indicated a
    willingness to take part in an evaluation within 1 year from the
    date of the claim, the VR&C Division will obtain the claims folder
    and file the documents down on the right flap of the claims folder.
    At that time, the VR&C Division would destroy the CER folder and
    update BIRLS to show the folder destruction.

> **(f)** Use of CER Folders by VR&C Staff Outside the Regional Office.
> CER folders may be maintained in outbased locations as well as in the
> RO, if they are given at least the level of security protection found
> in the RO. It is VA policy that VR&C staff members may take CER
> folders to the field. VA does not approve of the establishment of
> "field files" which duplicate information contained in the CER
> folders. However, it is recognized that case managers often need to
> take with them to the field certain information which will enable them
> to better serve the veteran. To this end, the case manager may take
> along the CER folder and work from it as appropriate. It is expected
> each case manager will ensure the security of CER folders, including
> guarding against any violation of the individual's rights to privacy.

**5.04 CORRESPONDENCE AND CORRESPONDENCE FILES**

Rescinded per M28 Part II, Chapter 2, Section B, October 28, 2005

> **5‑2**

**5.05 TEST SUPPLIES FOR COUNSELING AND EVALUATION SERVICES**

**a.** **Obtaining Tests and Counseling Materials**

Rescinded per M28 Part II, Chapter 2, Section A, October 28, 2005

**b. Followup Report.** Test and counseling materials reported under
subparagraph a above will be the subject of a followup report of local
experience with the test materials 8 months after the initial report.
This report will be made on the Monthly Narrative Report, RCS 20‑0365,
and will include, but is not limited to, the following evaluative
information:

**(1)** Name of test;

**(2)** Publisher;

**(3)** Number of tests administered;

**(4)** Usefulness of the test in the counseling and evaluation process,
including (if available) normative and

correlational data; and

**(5)** Recommendation on whether the test should be listed for
nationwide VR&C use.

c.  **Safeguarding Test Materials**

> Rescinded per M28 Part II, Chapter 2, Section A, October 28, 2005

**d. Authorizing Test Administration by Other Agencies.** When in the
process of counseling, it is ascertained that information is needed from
tests administered by another agency, arrangements will be made for the
counselee to take the necessary tests and for the VA and any
institutions concerned (as in the case of the institution granting
advanced credit based on the results of the test or requiring the tests
for admission to the institution) to receive copies of the results.
These tests include:

**(1) GED (General Educational Development) Test High School Level.**
Each station and guidance center should have a copy of the current
edition of official GED centers.

**(2) College Level Tests Such as CLEP (College Level Examination
Program).** It should be carefully noted that only colleges and
universities award credit and that decisions to grant credit based on
CLEP are made by the individual institutions. It follows that counseling
psychologists must be familiar with the policies of the institutions of
higher learning in their areas concerning granting of such advanced
credit. Information regarding the institutions participating in CLEP in
a particular geographic area may be obtained from one of the CEEB
(College Entrance Examination Board) regional offices.

**(3) Special Admissions Tests.** Transportation, meals, and lodging
incident to taking the tests will be authorized at Government expense in
cases of required counseling. Reimbursement for test administration by
other agencies will be made as follows:

**(a)** The counseling psychologist will prepare an original and three
copies of an appropriate letter of authorization. The original and one
copy will be sent to the counselee with a franked, self‑addressed return
envelope. One copy will be used to obligate funds and the other copy
will serve for control purposes.

**(b)** The letter of authorization will include instructions for the
counselee to return the original after he or she has taken the
examination. The counselee should be told to include a written statement
that he or she has taken the examination and giving the date on which
the examination was taken. Evidence of payment of expenses incident to
taking the test, which may be receipts or canceled personal checks,
should also be presented to the VR&C Division for reimbursement.

**5‑3**

**(c)** Upon receipt of the items mentioned in subparagraph (b) above,
the VR&C Officer or designee will certify on the back of the original
letter that evidence has been received that the examination was taken
and will attach evidence of payment. The letter with attachments will be
forwarded to the Finance activity for reimbursement to the counselee.

**e. Obtaining Prior Test Information From Outside Sources**

**(1)** CEEB and ACT (American College Testing) scores can usually be
secured from the high school transcript or from the counselee.
Otherwise, scores may be requested from CEEB or ACT. Requests should
include the person's date of birth and Social Security number.

**(2)** The use of pertinent test results which are available from other
sources is desirable when there is reasonable assurance of their
reliability.

**f.** **Occupational and Educational Information and Professional
Publications**

Rescinded per M28 Part II, Chapter 2, Section E, October 28, 2005

**5-4**

**June 4, 1987 M28‑1, Part I**

**APPENDIX 5A**

**TESTS AND SUPPLIERS OF**

**TEST MATERIALS AND SERVICES**

**SECTION I. SUGGESTED TEST LIST**

The following is a list of tests and materials that have demonstrated
value in evaluation and counseling services. The number(s) in
parenthesis following each test title identifies a distributor in the
Directory of Publishers and Suppliers given in section II of this
appendix.

**Vocational Interest Inventories**

A Study of Values (14, 15)

Career Assessment Inventory, Form T‑376 (6)

Kuder Occupational Interest Survey, Form DD (II)

Kuder Preference Record, Form C (11)

Ohio Vocational Interest Inventory (9)

Self‑Directed Search (3, 8, 9)

Strong‑Campbell Interest Inventory, Form T‑325 (3, 6)

Vocational Preference Inventory (3, 8)

Work Values Inventory (15)

**Personality Inventories**

Adjective Checklist (3, 6)

California Psychological Inventory (3, 6)

Edwards Personal Preference Schedule (6, 9)

Guilford‑Zimmerman Temperament Survey (6, 12)

Millon Clinical Multiaxial Inventory (6)

Minnesota Multiphasic Personality Inventory (6, 9, 13, 16)

Mooney Problem Checklist (9)

Myers‑Briggs Type Indicator (3, 6, 9)

Rotter Incomplete Sentences Blank (9)

16 PF (4, 5, 6, 8, 9, 16)

Temperaments and Values Inventory (6)

**General Mental Ability Tests, Group**

Otis‑Lennon Mental Ability Test (9)

Personnel Tests for Industry (9)

Raven Progressive Matrices (9)

Shipley Institute of Living Scale (6)

**General Mental Ability Tests, Individual**

Bender Visual Motor Gestalt (1, 8, 9)

Peabody Picture Vocabulary Test (1)

Revised BETA Examination (BETA 11) (9)

Revised Stanford‑Binet Intelligence Scale (third edition) (15)

Slosson Intelligence Test (1, 7, 8, 10, 11, 14, 16)

Slosson Oral Reading Test (1, 8, 10, 11, 16)

**App. 5A‑1**

**M28‑1, Part I June 4, 1987**

**APPENDIX 5A**

**General Mental Ability Tests, Scholastic Aptitude**

Wechsler Adult Intelligence Scale (9, 11)

Wechsler Intelligence Scale for Children (9, 11)

Wide Range Achievement Test (8, 9, 10, 11, 14, 16)

College Qualification Tests\* (\*)

School and College Ability Tests (2, 10)

**General Aptitude Test Batteries**

Differential Aptitude Tests (9)

Employee Aptitude Survey (4, 16)

**Achievement Tests**

Adult Basic Learning Examination (ABLE) (9)

California Achievement Test (2)

Nelson‑Denny Reading Text (15)

Peabody Individual Achievement Test (1)

Tests of Adult Basic Education (2, 10)

**Mechanical Ability, Mechanical Information and Reasoning, Motor
Dexterity, and Spatial Relations Tests**

Bennett Mechanical Comprehension Test (Forms S and T) (9)

Minnesota Rate of Manipulation Test (1, 10, 14)

Minnesota Spatial Relations Test (1, 10, 14)

Revised Minnesota Paper Form Board (9)

**Special Aptitude Tests**

Computer Operator Aptitude Battery (II)

Computer Programmer Aptitude Battery (11)

General Clerical Test (9)

Minnesota Clerical Test (9)

**Counseling Aids**

Dvorine Pseudo‑Isochromatic Plates, 2d Edition (9)

Farnsworth Dichotomous Test of Color Blindness (9)

Survey of Study Habitat and Attitudes (Forms C and H) (9)

Watson‑Glaser Critical Thinking Appraisal (9)

*\*No Longer Available ‑Existing Supplies May Be Used*

**App. 5A‑2**

**June 4, 1987 M28‑1, Part I**

**APPENDIX 5A**

**SECTION II. PUBLISHERS AND SUPPLIERS OF TESTS**

1\. American Guidance Service

Publishers' Building

Circle Pines, MN 55014

2\. California Test Bureau/McGraw Hill

Del Monte Research Park

Monterey, CA 93940

3\. Consulting Psychology Press, Inc.

577 College Avenue

Palo Alto, CA 94306

4\. EDITS

P.O. Box 7234

San Diego, CA 92107

**5**. Institute for Personality and Ability Testing, Inc.

P.O. Box 188

Champaign, IL 61820

6\. National Computer Systems

P.O. Box 1416

Minneapolis, MN

7\. PRO‑ED

5341 Industrial Oaks Boulevard

Austin, TX 78735

8\. Psychological Assessment Resources, Inc.

P.O. Box 98

Odessa, FL 33556

9\. Psychological Corporation

7500 Old Oak Boulevard

Cleveland, OH 22130

10\. Science Research Associates, Inc.

155 Wacker Drive

Chicago, IL 60606

11\. Sheridan Psychological Services

P.O. Box 6101

Orange, CA 92667

12\. Slosson Educational Publishing Co.

P.O. Box 280

East Aurora, NY 14052

13\. Stoelting Publishing Company

1350 S. Kostner Avenue

Chicago, IL 60623

**App. 5A‑3**

**M28‑1, Part I June 4, 1987**

**APPENDIX 5A**

14\. The Riverside Publishing Company

8420 Bryn Mawr Avenue

Chicago, IL 60631

15\. Western Psychological Services

12031 Wilshire Boulevard

Los Angeles, CA 90025

16\. Publishers Test Service

2500 Garden Road Del Monte Research Park

Monterey, CA 93940

**App. 5A‑4**

**June 4, 1987 M28‑1, Part I**

**APPENDIX 5B**

**PROFESSIONAL JOURNALS AND OCCUPATIONAL INFORMATION**

1\. This is a partial list of professional journals appropriate for use
in the counseling program. Purchase requisitions for these and other
items may be directed to the supply office.

a\. American Psychologist

b\. Contemporary Psychology

c\. Journal of Applied Psychology

d\. Journal of Counseling and Development

e\. Journal of Counseling Psychology

f\. Journal of Employment Counseling

g\. Journal of Rehabilitation

h\. Journal of Vocational Behavior

i\. Measurement and Evaluation in Counseling and Development

j\. Psychology Today

k\. Rehabilitation Counseling Bulletin

1\. Rehabilitation Literature

m\. Vocational Evaluation and Work Adjustment Bulletin

n\. Vocational Guidance Counseling

2\. The Occupational Outlook Handbook and the Occupational Outlook
Quarterly are provided Vocational Rehabilitation and Counseling
Divisions by Central Office arrangement with the U.S. Department of
Labor.

**App. 5B‑1**