3.6.2 Serving Individuals on Waitlists
Effective date: May 13, 2021
There are two scenarios for individuals on waitlists:
1) Individuals who are on a waitlist for program entry:
A career planner must enter an individual into ASSET and complete an Eligibility Determination service prior to placing them on a waitlist for program entry. The career planner must check the "Reportable Individual" checkbox and check "yes" for Eligible in the Eligibility Determination service details screen. This will disable the requirement for the career planner to complete all the required fields in the ASSET Manage Program tab and allow non-participation causing services to be recorded. The career planner must indicate in an ASSET case note that the individual is on a waitlist for program entry.
If an individual remains on the waitlist for program entry and does not receive a participation-causing service for over 90 days, ASSET will close the individual's episode. If this happens, the career planner must submit a staff request to their LPL to reopen the episode when the career planner is ready to take the individual off of the waitlist. The staff request must include a new participation-causing service for the individual and information for all ASSET-required fields for the new service. The ASSET Administrator handling the staff request will input the new service at the time they reopen the episode. This is important because a new participation-causing service must be entered on the same day that the episode is reopened, otherwise ASSET will automatically close the episode again as part of the nightly system updates.
DWD-DET strongly encourages staff to contact individuals on a program entry waitlist at least once every 90 days to confirm they remain interested in the program; it may be helpful to record the results of the contact in an ASSET case note.
2) Participants who are on a waitlist for specific services:
If a program participant is on a waitlist for specific Title I services (e.g., training), DWD-DET requires that staff provide them with an IEP or ISS Review service at least once every 90 days in order to confirm that the services the participant is waiting for are still appropriate for their needs and goals. This will also ensure that ASSET will not close the participant's episode while they are the waitlist.