The most frequent closure errors found during audit are a result of using the wrong closure code. For years, some of the case closure codes were disabled. This was to keep people from using incorrect codes and thus closure code 15 became the go-to or default closure code. There have been changes and updates to closure codes and their usage. Staff are encouraged to keep a copy of the Closure Code Chart stored in a place where it can be easily referenced.
When a case will not close with a particular code, then some criteria have not been met. The case closure chart gives detailed information regarding the criteria for specific closure codes. For example: to close a case for reason 12, Insufficient information to locate for three years, review to determine if the following criteria are in place?
- Case is active and priority 5 or 6 for at least three years.
- If priority 5 – At least one L06 or L07 has been sent to the CP since the priority on the case changed; and at least 30 days prior to requesting closure.
- If priority 6 – At least one L06 or L07 has been sent per year for 3 years to the CP since the priority was changed; and at least 30 days prior to requesting closure.
- If the case is status 10/reason 26 or 27, the CSCU review date must be in the past.
If the above criteria, have not been met then a case cannot close for reason 12. It does not necessarily mean that the closure code is wrong; it may just mean the criteria have not been met at that particular time. If this is the case, please do not try to force the case to close or rush a closure by opting for the catchall closure code 15. This will result in an audit error.
If after having reviewed the closure criteria for a particular code, everything appears to be in place, and yet a case will not close, contact the Case Closure Program Field Representative (PFR). They will help to determine if information is missing, if there is a programming problem, or if there is a training issue.
Per CFR Title 45 §303.11
§303.11 Case closure criteria
The State shall establish a system for case closure. In order to be eligible for closure the case must meet at least one of the 17 closure criteria. In eleven of the 17 criteria the State must notify the custodial parent in writing 60 calendar days prior to the case being closed.