Policy Chapters and Sections

Case Note Guidelines

Chapter: 4 Section: 5
Effective Date: 7/9/2026
Expiration Date: Continuing
Published Date: 7/9/2026 2:58:45 PM
Status: Current
Version: 2

Tags: Case Notes

  1. Under 20 CFR 683.300(a), staff are required to maintain complete, timely, and accurate records that support customer intake, such as eligibility, goals, steps, and services developed in the Universal Career Plan, outcomes, and follow-up.
  2. Case notes serve as the official record of customer interactions, services provided, progress made, decisions regarding service delivery, and accurate documentation supporting the results of continuous career planning in detail.
  3. They should clearly reflect successes, challenges, outcomes, service dates, coordination with other programs, and secondhand information from teachers/instructors, employers, family members, or partners, with sources and dates documented. All facts related to the Universal Career Plan must be recorded promptly. Derogatory or speculative comments must be avoided.
  4. To ensure completeness, case notes should follow the helpful acronym for structuring notes – SAR.
  5. SAR Model (Situation, Action, Result) stands for:
    1. Situation: What support, resources, or assistance would help the customer successfully reach their goals?
    2. Action: What services, referrals, guidance, or activities were provided to support the customer?
    3. Results: What progress was made, what changed, or what outcomes are expected because of the support provided?
  6. Not every case note will have a situation, action, and result, but the case notes should all fit into a story with a beginning, middle, and end.