Components are required to be closed using the proper completion code in eJAS. You must use the following completion codes:
•CS – Completed Satisfactory means the participant completed the activity successfully but did not obtain employment. For example, the participant completes an activity successfully but may continue to participate in BFET.
o Enter the Skill Gains and Credentials if the participant completed Job Search Training, Basic Education, or Vocational Education, and update the Demographic information if an academic achievement was completed.
•EE – Entered Employment means the participant exited the activity due to beginning employment.
o Enter the Skill Gains and Credentials if a participant completed Job Search Training, Basic Education, or Vocational Education and new skills or credentials were obtained. Also, update the Demographic information if an academic achievement was completed.
o Note that the EE closure code should not be used with the BR component.
•IC – Incomplete means the participant did not complete the activity by the scheduled end date.
•LC – Loss of Contact means a loss of contact with the participant for at least 60 days.
•NS – Used for administrative closures by DSHS staff only. DSHS staff use this code to close all expired components or when no other code is applicable.
•12 – Use this code when closing a component opened in error. The use of this code will remove the component from the program data. The actual end date must match the start date.
Work Based Learning Closure codes only:
•CE – Client employed.
•CW – Client employed by WBL employer.
•EW – End of WBL, no employment
Components must be closed with LC if the participant was not engaged in the BFET activity or contacted the agency for at least 60 days. Attempts by providers to contact and re-engage participants must be made and documented in eJAS each month.
When closing a component(s), the actual end date cannot be beyond the scheduled end date.
Expired components must be updated within ten business days after the scheduled end date. After ten business days, the expired component(s) will close without notice with the administrative closure code (NS). A component closed with NS will not reflect actual exit code.
If an expired component needs to be reopened, a request must be submitted through the enrollment process. FI components that do not accompany BFET components will auto close without notice. Once all components are closed, you will no longer have access to the participant’s case. If expired component(s) need to be reopened, refer to Opening BFET Components section for options for reopening components.
Closing Components example Scenario EE verses CS:
•Participant is active in BG and BL obtains employment and exits BFET. The completion code for the BG and BL components is EE.
•Participant active in BG and BL, fulfills the vocational program and earns a certificate, and fulfills the BL component hours, but does not obtain employment. The completion code for the BG: and BL is CS.
•Participant is active in JST, SJS and Life Skills activities and obtains employment, however, wants to retain BFET services. Case manager realizes the new income will imminently put participant over the Basic Food income limit and engages the participant in retention services component. The completion code for JST, SJS and Life Skills is EE.
Closing Components example Scenarios for Work-Based Learning:
•Participant is in a subsidized (WL) Work-Based Learning activity and is hired by the WBL jobsite. The WL component would be closed with a CW closure code.
•The participant is active in unsubsidized (WN) Work-Based Learning activity and Supervised Job Search (BK) activities. The participant is hired through their job search activities. The WBL activity would be closed with a CE closure code. The Job Search activity would be closed with an EE closure code. The client may be eligible for Job Retention Services.
•Participant is in an unsubsidized (WN) Work-Based Learning activity and completed the activity but was not hired by the job site or another employer. The EW closure code should be used. If the participant had been unable to complete the activity before the end date of the component, close it with an IC.