Families

6.13 Participant Transfers

6.13.1 Transfer of Participant Files

Policies

Procedures for Transferring Files to EIA Offices (PDF 199 KB)

Winnipeg Offices - Transferring Files to and from Offices Outside Winnipeg (PDF 167 KB)

 

For All File Transfers Except Those Between Winnipeg District Offices

A. Planned Moves - Assistance Required:

The forwarding office must determine if assistance will be required for participants who are relocating.
 
The transfer should be facilitated by:
  • communicating relevant participant data to the appropriate receiving office;
  • establishing the worker who will be responsible for the new participant;
  • notifying the participant of the new address of the office and provide the names of relevant worker(s) prior to the move;
  • preparing the file for transfer; and
  • ensuring participant file transfer requirements described in section 6.13.2 are followed.
 
NOTE: Please refer to section 6.16.7 for information regarding participant Service Needs Assessments in Winnipeg.
 

B. Planned Moves - Uncertain if Assistance is Required:

Where the forwarding office is aware of a participant's plans to move but the need for continued assistance is uncertain, the participant should be provided with the address and phone number of the EIA office in the new area. Where the forwarding office is closing the file, this information could be included with the participant's letter of notification. The file should be kept open 14 days prior to closure. No further action to transfer the file need be taken unless requested by a receiving office.
 

C. Unplanned Moves:

When a participant relocates without advising their worker, it is anticipated that if assistance is required, the participant will contact the local district office for assistance. The receiving office will then contact the office where the participant was receiving service to advise that the participant has relocated and request a file transfer. All relevant participant data should be provided to the receiving office immediately and the file transferred within two business days.
 
In the case of unplanned moves, the receiving office is responsible for contacting the forwarding office. The receiving office should not be directing the participant back to the forwarding office to have the participant initiate the file transfer. Participant file transfer requirements described in section 6.13.2 are to be followed.
 

6.13.2 Participant File Transfer Requirements

All File Transfer Requirements

The hardcopy and all volumes, with the “Client File Transfer” form attached to the hardcopy file, must be forwarded to the receiving office (send through inter-departmental mail to the office address). The file must be sent within two business days after the request for transfer
  1. Prior to transferring a hard copy file, the forwarding office must complete the “transfer Case Out” (TCOU) screen.
  2. All assistance paid by DBDO or DBCA for the previous address should be removed and letters sent to utility companies. “Rent direct” to the previous landlord should also be removed.
  3. The forwarding office will set up a new budget and provide the first months assistance whenever possible. City to/from Rural transfers must consult with the receiving office
  4. A brief current and historical summary must be provided to assist the receiving office to assess the case. This summary should be completed on SAMIN case notes (ACNO) using the transfer summary (TS) code.
  5. The forwarding office, in consultation with the receiving office, must resolve any outstanding issues. The forwarding office must avoid making decisions that are clearly the responsibility of the receiving office without the approval of the receiving counsellor/coordinator
  6. Where an outstanding issue cannot be resolved, the issue should be identified and documented on the “Client File Transfer” form.
  7. Files are not to be returned to the forwarding office to settle a problem with the file, unless the Directors of both offices agree that the file should be returned.
  8. All material in the file should be organized according to the contents listed on the file cover
  9. The receiving office will complete the appropriate “transfer case in” (TCIN) screens. The “Hard Copy Received” portion of the TCIN screen must not be complete unless the hard copy is received.
  10. Where the forwarding office is aware of a participant's plans to move but the need for continued assistance is uncertain, the participant should be provided with the address and phone number of the EIA office in the new area. The file should be kept open for 14 days prior to closure. No further action to transfer the file need be taken unless requested by the receiving office.
Note: FEMS codes are still required in Winnipeg prior to a file being transferred. Section 6.16.7 provides direction on this process
 

Transfer Requirements for a Closed File

For any closed files, effective March 1, 2004 and on-going, a request for the file using SAMIN e-mail must be sent to the District Office generic mailbox of the District Office listed on the INCA screen of where the file had been closed.
 
In Winnipeg, a Closed/Liens/Overpayments (CLOP) office has been set up to store and maintain the following closed files:
  • All archived files
  • All files closed with an Overpayment or Lien prior to March 1, 2004
  • Any file closed in the district office WC, WS, WN, ST
  • Any file closed in the district office TC prior to March 1, 2004
 
Archive lists for files that have been archived within 7 years have been forwarded to the CLOP Office. When a closed file is required from the CLOP office, a SAMIN e-mail must be sent to the CLOP office.
 
Close Window
manitoba.ca | 1-866-MANITOBA