Hawaii Administrative Rules › Title 17 - DEPARTMENT OF HUMAN SERVICES › Department of Human Services › Chapter 401.1 - VOCATIONAL REHABILITATION SERVICES › Section 17-401.1-34 - Record of services

Current through June, 2024
(a) The division
				shall maintain a record of services (case record, case file) for each applicant
				or eligible individual, that includes, to the extent pertinent, the following
				documentation:
(1) If an applicant has been
				determined to be an eligible individual, documentation supporting that
				determination in accordance with the requirements in section
				17-401.1-7.
(2) If an applicant or
				eligible individual receiving services under an IPE has been determined to be
				ineligible, documentation supporting that determination in accordance with the
				requirements in section 17-401.1-8.
(3) Documentation that describes the
				justification for closing an applicant's or eligible individual's record of
				services if that closure is based on reasons other than ineligibility,
				including, as appropriate, documentation indicating that the division has
				satisfied the requirements in section 17-401.1-8(b).
(4) If an individual has been determined to
				be an individual with a significant disability or an individual with a most
				significant disability, documentation supporting that determination.
(5) If an individual with a significant
				disability requires an exploration of abilities, capabilities, and capacity to
				perform in realistic work situations through the use of trial work experiences
				or, as appropriate, an extended evaluation to determine whether the individual
				is an eligible individual, documentation supporting the need for, and the plan
				relating to, that exploration or, as appropriate, extended evaluation and
				documentation regarding the periodic assessments carried out during the trial
				work experiences or, as appropriate, the extended evaluation, in accordance
				with the requirements under section 17-401.1-7(e) and (f).
(6) The IPE, and any amendments to the IPE,
				consistent with the requirements under section 17-401.1-11.
(7) Documentation describing the extent to
				which the applicant or eligible individual exercised informed choice regarding
				the provision of assessment services and the extent to which the eligible
				individual exercised informed choice in the development of the IPE with respect
				to the selection of the specific employment outcome, the specific VR services
				needed to achieve the employment outcome, the entity to provide the services,
				the employment setting, the settings in which the services will be provided,
				and the methods to procure the services.
(8) In the event that an individual's IPE
				provides for VR services in a non-integrated setting, a justification to
				support the need for the non-integrated setting.
(9) In the event that an individual obtains
				competitive employment, verification that the individual is compensated at or
				above the minimum wage and that the individual's wage and level of benefits are
				not less than that customarily paid by the employer for the same or similar
				work performed by non-disabled individuals.
(10) In the event that an individual achieves
				an employment outcome in which the individual is compensated in accordance with
				section 14(c) of the Fair Labor Standards Act or the division closes the record
				of services of an individual in extended employment on the basis that the
				individual is unable to achieve an employment outcome as defined in section
				17-401.1-2 or that an eligible individual through informed choice chooses to
				remain in extended employment, documentation of the results of the annual
				reviews required under section 17-401.1-15, of the individual's input into
				those reviews, and of the individual's or, if appropriate, the individual's
				representative's acknowledgment that those reviews were conducted.
(11) Documentation concerning any action or
				decision resulting from a request by an individual under section 17-400.1-5 for
				a review of determinations made by division personnel.
(12) In the event that an applicant or
				eligible individual requests under section 17-401.1-35(f)(4) that documentation
				in the record of services be amended and the documentation is not amended,
				documentation of the request.
(13)
				In the event an individual is referred to another program through the
				division's information and referral system under section 17-401.1-3, including
				other components of the statewide workforce investment system, documentation on
				the nature and scope of services provided by the division to the individual and
				on the referral itself, consistent with the requirements of section
				17-401.1-3.
(14) In the event an
				individual's record of service is closed under section 17-401.1-36,
				documentation that demonstrates the services provided under the individual's
				IPE contributed to the achievement of the employment outcome.
(15) In the event an individual's record of
				service is closed under section 17-401.1-36, documentation verifying that the
				provisions of section 17-401.1-36 have been satisfied.