Unclaimed Mail Procedures

Homeless clients using a DO address for mail are required to pick up their mail weekly. If the addressee fails to pick up the mail within 30 calendar days, follow the procedures below:

  1. The Clerical Support IDs client correspondence.

If the...

Then...

Case is open,

Scans client correspondence into Imaging, Fastener 6.

Creates Task, noting correspondence on file past 30 days and available for viewing in F-6.

Case is closed,

Scans client correspondence into Imaging, Fastener 6.
  1. The EW:
    1. Receives Task.
    2. Reviews CalSAWS data, Imaging, and other information for possible change of address or contact information for the client.

If...

Then...

A new address is recorded in CalSAWS,
  • Re-mails the client correspondence to the new address.
  • Documents in Journal Entry.

No new address, but a phone number is recorded,
  • Contacts the client to verify his/her address or homelessness.
  • Corrects address in CalSAWS, if necessary.
  • Re-mails client correspondence to new address if client is contacted.
  • Documents in Journal Entry.

Unable to contact the client,
  • Terminates the program(s) for whereabouts unknown.

    • Exception: Do not terminate CF or GA programs. Set a case alert for the next SAR 7 or RC/RV to confirm contact info. 

    • Note: Police Warrants received in unclaimed mail should be returned to sender. Do not scan police warrants into the case.
  • Documents in Journal Entry.

Related Topics

Homeless Mailing Address Overview