Policy Chapters and Sections

Timeliness and Frequency

Chapter: 4 Section: 5
Effective Date: 7/9/2026
Expiration Date: Continuing
Published Date: 7/9/2026 3:02:19 PM
Status: Current
Version: 1

  1. Case notes must be entered into IWDS 2.0 within ten (10) calendar days of the service or contact. Delays are permitted only when operational barriers prevent timely entry, including system outages, staff unavailability, customer emergencies, or technical upload issues. All delayed entries must include an explanation in the case note when feasible. If documentation is entered after the ten (10) calendar day requirement, staff must explain the reason for the delay in entry beyond the ten (10) calendar day rule within the case note.
  2. Active customers must have meaningful two-way contact documented at least every thirty (30) days. Uploading documents alone does not count as customer engagement. Notes must demonstrate active case management through discussions about goals, progress, barriers, services, or next steps.
  3. Supervisors and Career Planners are responsible for reviewing reports regularly to ensure compliance with documentation standards.
  4. Career Planners are advised to work with the Department of Commerce and Economic Opportunity’s Office of Employment and Training (OET) program and grant managers regarding the documentation of services that are associated with the administration of non-formula WIOA grants.