Sections of a Case File and Sample Documents

• Checklist (North Shore Community Development Coalition) - Potential participants can use this checklist to track their tasks and responsibilities during the application process.
• Contact Form (North Shore Community Development Coalition) - Participants can provide primary and alternative contact information. This should be updated every quarter.
• WIOA Equal Opportunity Form (DOL) - Participants sign this form to indicate they understand that the YouthBuild program does not practice discrimination in employment-related activities.
• Intake Assessment Form (North Shore Community Development Coalition) - Case managers can work with youth to complete this intake assessment to gauge eligibility and participant need. Note: This intake does not address children of incarcerated parents in the justice system section, nor possible referral in the guidance counselor section among its eligibility factors. However, it excels in overall comprehensiveness and user-friendliness. When using this sample, please consider TEGL 23-19 Change 2 and all eligibility factors.
• Release of Information (Community Teamwork) - Case managers can use this form to document request for consent to access or share private and protected information such as medical treatment plans. Guardians must sign for those under 18 years of age.
• Mental Toughness Voluntary Activity Participation Form (North Shore Community Development Coalition) - Participants are asked to sign this form to indicate that they are voluntarily taking part in mental toughness activities and guardians are asked to consent to the program seeking medical treatment in emergencies. Note: When using this sample, please update your version to acknowledge the request for information on medical conditions and medications is for informative and safety purposes only, not for eligibility, and it is acceptable to choose not to answer one or both questions.
• YBNS Application (North Shore Community Development Coalition) - Potential participants can fill in this application template to be considered for the YouthBuild program.
• Applicant Interview (North Shore Community Development Coalition) - Case managers can use this form to organize interviews with potential participants, including ideas for staff interview schedule, interview questions and skill ranking, and interview review strengths, weaknesses, and concerns.
• Photo Release Form (American Library Association) - Case managers can offer this form to request the participant’s and/or guardian’s consent to be photographed as part of the YouthBuild program with the understanding that these photos may be shared for publicity purposes.

Section 2: Credentials/Certifications - Programs should include copies of any credentials, certificates, diplomas, awards, or achievements.

Section 3: Education and Career Readiness Examples

• Student Progress Reports (Community Teamwork) - Case managers can use this form to document participant progress in academics and career preparation.
• Internship Agreement (Community Teamwork) - Job developers and case managers can use this written agreement to ensure alignment of expectations and requirements for participants, program, and host site when beginning an internship.
• WIOA Youth ISS (Just-A-Start Corporation) - Case managers can use this Individual Service Strategy form to identify and document personal, educational, occupational, financial, medical, childcare, transportation, housing, food/nutrition needs, goals, and resources.
• Progress Notes Template (North Shore Community Development Coalition) - Case managers can use this template to document updates on meeting needs acknowledged in the service strategy.
• Service Plan (North Shore Community Development Coalition) - Case managers can use this tool to document participant's education, career, finance, and personal goals and strategies to achieve those goals.

Section 4: Case Notes and Supportive Services Examples

• Case Notes Template (Community Teamwork) - Case managers or other staff members can use this note-taking template to write case notes, meeting notes, outcomes, and follow-up conversations. This template features a section for required date and signature.
• Case Conference Template (North Shore Community Development Coalition) - Case managers can use this template to organize progress and accomplishments during case conferences with participants.

Section 5: Placement and Follow-Up Example

• Verification of Employment (Citrus Levy Marion Regional Workforce Development Board, Inc.) - Job developers can use this form to gather essential details regarding the employment status and job performance of participants who have been placed in employment.