Case Transfers - Transfer of Closed Case

A CWES case may be closed if the client is de-registered from CalWIN and the case meets the closing criteria.

The EC must use the “Contact-Action Summary - Close Case” (SCD 163C) as a guide when reviewing a case to be closed and ensure the case meets the closing criteria and that CalWIN and case work is completed.

CWES supervisors or designated person must review all closing cases and ensure all necessary actions have been completed.

CLOSING CRITERIA: A CWES case can be closed when:

• Post-Aid period is over.
• Cash aid has been discontinued for 30 days.
• A Sanction has been imposed and cash aid is discontinued on the first day of the sanction month.

Prior to closing the case, the EC must review the case to ensure ALL casework is up-to-date. The following steps describe the process for closing cases. The SCD 163C form must be used when closing a case.

This process applies to ALL CASES for closing:

A. The EC:

• Determines if the case meets the closing criteria.
• Completes all sections of the SCD 163C.
• Reviews and updates, as necessary the CalSAWS pages.
• Submits case to supervisor or designated person for review.

B. The Supervisor or Designated Person:

• Reviews the case to ensure the case meets the closing criteria, all CalSAWS work has been completed and all outstanding case work is up-to-date.
• Documents case review on the SCD 163C.
• Changes “current worker” number to the appropriate closed files worker number.
• Submits SCD 163C to designated clerical person.

C. The Designated Clerical Person:

• Makes adjustments to Worker case count in the EXCEL Spreadsheet.
• Scans the SCD 163C for Imaging after receiving the Imaging request from the EC.