Expected to Work/Barriers to Full Employment Policy & Procedures

Published Date: April 30, 2008
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19 Administrative Procedures

File Transfers

Closed and Non-Service Files on CCD

Requesting Office

All Clients
  1. Check CCD and complete EMP 2353 Central Client Directory (CCD) Search and Transfer Record Part 1
  2. Advise applicant of office application process
  3. Request electronic CCD file using Request for File Download function 20; file status for Non-Service files will show “pending” on LISA after download (CD-AS)
  4. Record information on EMP 2353 Part 2 and forward to CEC
  5. Review the EMP 2353 (CEC)
  6. Meet with applicant and determine eligibility (CEC)
  7. Enter all required information into Eligibility Determination function 1 (CEC)
Ineligible Clients
  1. Print ED Information (Call Sheet) from Eligibility Determination function 1
  2. For pending files and files closed over two years – Complete EMP 2353 Part 3 by checking and signing “No Action Required” (CEC)
    • Forward EMP 2353 and other documents for filing (CEC)
    • File documents on a shannon file or similar type folders (AS)
  3. For files closed under two years:
    • Complete EMP 2353 Part 3 by checking and signing “Request Transfer Back”. Forward the EMP 2353 and all documents to the Records Room (CEC)
    • Phone the Records Room at the office where the closed paper file exists to advise them an electronic LISA file and accompanying documents are being sent (RR-AS)
    • Send the electronic LISA file by using Transfer Client function 14 (RR-AS)
    • Record information on EMP 2353 Part 3 (RR-AS)
    • Forward all documents to the office with closed paper file for filing on closed file.
Eligible Clients If a file is closed enter information on Reopen Client function 4 (CEC) If a file is pending (non-service) enter information on Add Client function 3 (CEC) For both closed and pending (non-service) files complete all necessary documents (CEC) If a file was closed less than 2 years:
  1. Complete EMP 2353 Part 3 by checking and signing “Request Closed Paper file” (CEC)
  2. Forward EMP 2353 to AS staff responsible for sending an email requesting a paper file (CEC)
  3. Forward documents to records room (CEC)
  4. Email a request for the paper file, record the information on EMP 2353 Part 3 and forward to Records Room (AS)
  5. File EMP 2353 in an “Awaiting Paper File” folder (RR-AS)
  6. Enters a Task in Mobius for 6 working days. Email the records room of the sending (owning) office if no paper file is received (RR-AS)
  7. Record receipt of paper file in the log book e.g. client’s name, file number, sending office code and date (RR-AS)
  8. File EMP 2195 Transfer Memo with most recent memo on top (RR-AS)
  9. Combine any documents with paper file (file EMP 2353 on section 4) and forward to assigned SFSC (RR-AS)
  10. Forward documents for file creation (CEC)
If a file was closed more than 2 years, or file status was pending (non-service):
  1. Complete EMP 2353 Part 3 by checking and signing “No Action Required” (CEC)
  2. Forward documents for file creation (CEC)