What to Bring to an Adult Program Intake Meeting in New Jersey
You’ve toured a program, liked what you saw, and now there’s an intake meeting on the calendar. That’s a great step. But the paperwork side of things can feel confusing — especially if this is your first time navigating adult services after your family member aged out of the school system. This guide walks you through what to gather so you feel prepared and the meeting goes smoothly.
Why Programs Hold Intake Meetings
An intake meeting is how a program learns about your adult child — their strengths, their needs, their communication style, what motivates them, and what support looks like day to day. It’s also your chance to share context that doesn’t fit on a form.
Programs use this information to figure out whether they’re a good match and how to build a plan that works. It’s a conversation, not a test.
Documents You’ll Likely Need
Every program is a little different, so always ask ahead of time what they need. That said, here’s what most programs in New Jersey will ask for at or around the intake stage:
Identification. A copy of your family member’s state ID or other photo identification.
Insurance information. Medicaid card or private insurance details, depending on how the program is funded.
DDD-related documents. If your family member receives services through the NJ Division of Developmental Disabilities, bring any relevant plan documents — such as a current Individualized Service Plan (ISP) or a budget authorization letter. If you’re still in the process of applying, let the program know where things stand.
Medical records or summaries. A recent physical, immunization records, medication list, and any relevant specialist notes. Programs need to understand health needs, allergies, and emergency protocols.
Psychological or educational evaluations. If available, a recent psych-eval or the most recent IEP from the school system can help a program understand your family member’s learning style and support needs.
Emergency contacts. Names, phone numbers, and relationship of at least two emergency contacts.
Helpful (But Not Always Required) Items
Beyond the basics, some families find it useful to bring:
A short written summary of your adult child’s personality, interests, and daily routine. This can be just a page — what they enjoy, what frustrates them, how they communicate, what a good day looks like. It gives staff a head start on understanding the person behind the paperwork.
A list of questions you still have about the program. If you haven’t seen our FAQ page, that’s a good starting point. You can also bring along our list of questions to ask an adult disability program.
A calendar, so you can discuss start dates or trial schedules on the spot.
What Happens During the Meeting
Intake meetings typically last 45 minutes to an hour. You’ll review paperwork, talk through your family member’s history and goals, and learn about how the program will communicate with you going forward.
Some programs invite the participant to attend part or all of the meeting. Others prefer to meet with the family first and then schedule a separate introduction day. Ask ahead of time so everyone knows what to expect.
If your adult child is anxious about starting, it’s fine to mention that. Good programs will work with you on a gradual transition.
If You Don’t Have Everything Yet
Don’t cancel a meeting just because you’re missing one document. Most programs understand that paperwork takes time — especially if you’re still navigating the transition after age 21 or waiting on DDD approvals.
Bring what you have, be upfront about what’s still in progress, and ask what timeline the program needs. Many families complete paperwork in stages over the first few weeks.
For more about how DDD self-direction works and what it means for choosing a program, visit our page on NJ DDD self-direction and community activities.
Frequently Asked Questions
Do I need DDD approval before an intake meeting?
Not always. Many programs will meet with families before funding is finalized. It helps everyone plan ahead. Ask the program directly about their policy.
What if my family member’s records are outdated?
Bring what you have and let the program know. They may suggest getting an updated evaluation, or they may be comfortable working from older records while you arrange new ones.
Can I bring a support coordinator to the meeting?
Yes. If your family member has a support coordinator, they’re welcome at intake. Their perspective can help clarify funding details and service goals.
How soon after intake does the program start?
This varies. Some programs can begin within a week or two after paperwork is complete. Others may have a waitlist. Ask about timing during the meeting so you can plan accordingly.
If you’re still early in the process and exploring options, our page for families covers the bigger picture. And if you’d like to schedule a conversation with us, contact Lennon’s House here.