Finding 16163 (2022-001)

Condition - Out of 60 case files tested in the Legal Service Corporation Program, two selections did not have a completed and signed retainer agreement and one selection did not contain a completed and signed citizenship attestation form. Criteria - Program documentation must be maintained for future reference and abide by eligibility requirements to ensure compliance with Legal Services Corporation guidelines. Effect - NLS was not in compliance with the requirements of the program. Recommendation - We recommend that NLS review all policies and procedures regarding case eligibility with key staff involved within the process and conduct training to aid in the proper retention of documentation. Management?s Response - (a) Comments with the finding and recommendation - NLS agrees with the finding. NLS also agrees with the recommendation, please see below for action taken. (b) Action taken - In April 2023, Neighborhood Legal Services (NLS) will conduct an office-wide training emphasizing the importance of careful file tracking. In addition, the Housing Unit shall develop a tracking system which will be implemented through the use of NLS?s new case management system. In the event that a staff member unexpectedly leaves on a temporary or permanent basis, inventory of the staff member?s open cases and matters shall be conducted prior to departure, where possible, and where an inventory prior to departure is not possible, it shall be conducted as soon as practicable, but in no event more than two weeks following the staff member?s temporary or permanent departure from the agency. NLS will implement additional office-wide procedural changes in 2023 to ensure that policies and procedures are effectively communicated to staff and that regular internal review of cash files ensures these procedures are followed in practice by staff.