Closed Cases
Policy
A case is closed when all Programs are discontinued. The following MUST occur when closing a case:
- The paper case files MUST be sent to the Retention Center.
- The e-case MUST be placed into the district office closed case number.
- The EW Supervisor MUST review the report to ensure paper cases are sent to closed files and e-cases are changed into the district office closed case number timely.
Reminder: The EW is responsible to restore the case if the client requests aid prior to the end of the month following the date of discontinuance.
Reminder: EWs and EW Supervisors must ensure that hard copies of appropriate MEDS screens (to show MEDS is terminated for all programs/persons) are scanned into the IDM system prior to sending the case to closed files/placing the case in the district office closed case number.
Reminder: EWs must review TRAC records for all discontinued CalWORKs individuals to ensure that the TRAC record matches the CalSAWS record and that the individual shows as inactive in the TRAC system.
Paperwork
Any papers received after a case is closed must be reviewed by the closing worker and supervisor. The paperwork must be imaged by the district office clerical staff.
Reminder: Any paperwork received within 30 days of the discontinuance date must be reviewed/evaluated, and the EW must rescind the discontinuance if eligibility exists.
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