2022 Edition

Vocational Rehabilitation Services (CA-VOC) 3: Intake and Assessment

The organization’s intake and assessment practises ensure that persons served receive prompt and responsive access to appropriate services.




Individuals with disabilities who receive vocational rehabilitation services achieve increased community integration, social inclusion, and self-determination through the realization of their vocational goals.
All elements or requirements outlined in the standard are evident in practice, as indicated by full implementation of the practices outlined in the Practice Standards.
Practices are basically sound but there is room for improvement, as noted in the ratings for the Practice Standards; e.g.,
  • Minor inconsistencies and not yet fully developed practices are noted; however, these do not significantly impact service quality; or
  • Procedures need strengthening; or
  • With few exceptions, procedures are understood by staff and are being used; or
  • In a few rare instances, urgent needs were not prioritized; or
  • For the most part, established timeframes are met; or
  • Culturally responsive assessments are the norm and any issues with individual staff members are being addressed through performance evaluations and training; or
  • Active client participation occurs to a considerable extent.
Practice requires significant improvement, as noted in the ratings for the Practice Standards. Service quality or program functioning may be compromised; e.g.,
  • Procedures and/or case record documentation need significant strengthening; or
  • Procedures are not well-understood or used appropriately; or
  • Urgent needs are often not prioritized; or 
  • Services are frequently not initiated in a timely manner; or
  • Applicants are not receiving referrals, as appropriate; or 
  • Assessment and reassessment timeframes are often missed; or
  • Assessments are sometimes not sufficiently individualized; 
  • Culturally responsive assessments are not the norm, and this is not being addressed in supervision or training; or
  • Several client records are missing important information; or
  • Client participation is inconsistent; or
  • Intake or assessment is done by another organization or referral source and no documentation and/or summary of required information is present in case record. 
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice Standards; e.g.,
  • There are no written procedures, or procedures are clearly inadequate or not being used; or
  • Documentation is routinely incomplete and/or missing.  
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Screening and intake procedures
  • Assessment procedures
  • Copy of assessment tool(s)
  • Community resource and referral list
  • Interviews may include:
    1. Program director
    2. Relevant personnel
    3. Persons served
  • Review case records


CA-VOC 3.01

Persons served are screened and informed about:
  1. how well their request matches the organization’s services; and
  2. what services will be available and when.
NA Another organization is responsible for screening applicants, as defined in a contract.


CA-VOC 3.02

Prompt, responsive, intake practices:
  1. gather information necessary to identify critical service needs and/or determine when a more intensive service is necessary.
  2. support timely initiation of services; and
  3. provide placement on a waiting list, or referral to appropriate resources, when individuals cannot be served or cannot be served promptly.


CA-VOC 3.03

Persons served participate in an individualized, culturally, and linguistically responsive vocational assessment that is:
  1. completed within established timeframes;
  2. updated as needed based on the needs of persons served; and
  3. focused on information pertinent for meeting service requests and objectives.


All organizations are expected to work with the individual to complete a vocational assessment that informs the vocational plan, regardless of the vocational rehabilitation services they provide.


CA-VOC 3.04

The vocational assessment should identify the individual’s disability and include:
  1. vocational interests, preferences, and goals;
  2. vocational history, experience, and training;
  3. skills and aptitudes;
  4. the need for accommodations or assistive technology;
  5. level of functioning and relevant health, social, and behavioural factors;
  6. the need for support services;
  7. available community resources; and
  8. individual strengths and resources.


The Assessment Matrix - Private, Public, Canadian, Network determines which level of assessment is required for COA’s Service Sections. The assessment elements of the Matrix can be tailored according to the needs of specific individuals or service design.
Examples: Workplace accommodations can include, but are not limited to: accessible parking, public transportation stops close to the program site, elevators, reduced work hours or more frequent breaks, specially
designed work stations, enlarged print, special lighting, or text-based telecommunications equipment.