Procedures for Rejecting Cases

• Reviews and rejects the case within 20 working days.
• Completes the Rejected Case Communication Form (SCD 1096), indicating all errors, if the case meets the criteria for rejection.
  • It is recommended that handbook sections be listed for immediate reference.
  • The error(s) that meet the rejection criteria MUST be listed first. Other errors may also be listed.
• Emails the SCD 1096 to their Supervisor for review.
  • E-mail subject should read: “SCD 1096 - CASE NUMBER - CASE NAME - WORKER NUMBERS - CASE REJECTION.”

Important: EWs are not to process the case prior to the rejection unless it is an urgent situation; otherwise, the rejection will not be accepted.

• Reviews the SCD 1096 and CalSAWS/Imaging system and/or the case record.
• Validates the findings and makes a determination as to where the case should be rejected, based on the chart summary. Refer to the Chart Summary of Where to Reject. 
• Forwards the email to the Receiving Supervisor to negotiate the case rejection.

• Documents in the CalSAWS Journal Detail page to indicate that discrepancies were found, and the SCD 1096 has been forwarded to the appropriate district office.

  • Important: Do not include the specific EW name/number or unit number, nor the specific discrepancy being disputed, in the case documentation.

• Receives the SCD 1096.
• Establishes follow-up criteria with Receiving EW and develops a monitoring system to ensure the corrections are completed.

  • Note: The Receiving Supervisor has the discretion to reassign a task request for “Case Correction” to another EW within the unit if the Authorizing EW is not available (i.e., on vacation, leave, etc.) or no longer in the unit.

• Receives the SCD 1096 and case assignment.
• Corrects all errors listed on the SCD 1096 within 10 working days from the date of the SCD 1096.
• Documents action taken on the SCD 1096 and returns to the Supervisor.

  • Note: Journal entries must only include actions taken, client correspondences sent, and budget revisions made to correct the case. Journal entries must not include worker names or numbers.

• Updates the Task status to “Corrected.”

  • Reminder: The EW is responsible for all case activity created during the period the case is reassigned for corrections.

  • Note: Tasks that existed prior to the rejection and do not pertain to the error, or otherwise affected by the error, will be retained by the rejecting EW (unless otherwise communicated between supervisors). Tasks that are generated while the EW has the rejection will be the responsibility of that EW.

• Reviews the case for corrections.
• E-mails the SCD 1096 with notated corrections to the Rejecting Supervisor.

• Receives a copy of the SCD 1096 with annotated corrections.
• Receives the case assignment and reviews for corrections with the rejecting EW.
• Contacts the Receiving Supervisor within 3 business days to accept the corrections or provide any additional questions or concerns regarding the corrective actions taken by the Receiving EW.

  • Important: If the Rejecting Supervisor fails to respond to the Receiving Supervisor within the specified time frame then the Receiving Supervisor may reassign the case back to the Rejecting EW as a corrected case rejection.

  • Note: If, for any reason, the 3 business day time frame cannot be met by the Rejecting Supervisor, the Rejecting Superior will contact the Receiving Supervisor prior to the 3rd business day and discuss a mutually agreed upon time frame for a response to be provided.

• If the SCD 1096 has not been received with the corrected case within 10 working days and the Case Correction task has been closed or there are no case comments, then contact the receiving Supervisor to follow up via email.
  • Courtesy CCs the Rejecting and Receiving SSPMs.
• Failure to complete the rejection within 10 working days (unless an alternative time frame is discussed between parties) will result in all tasks connected to the case, regardless of connection to the error, becoming the responsibility of the correcting party.

Note: There are circumstances that may require more than 10 working days to make corrections (i.e., verifications requested). The reason should be clearly documented in case comments.