Roles and Responsibilities

Roles and Responsibilities

The cornerstone of the Menu of Services (MOS) is a partnership formed by the JC, VR and a CRP/IP. The purpose of this partnership is to assist the JC to achieve competitive integrated employment (CIE) that is consistent with the JC’s preferences, interests, strengths, abilities, needs, and other conditions pertinent to long term CIE. The goal of this partnership is to assist the JC in becoming competitively employed in the community and productive through mutual respect and clearly defined roles and responsibilities.

Seasonal work, homemaker and volunteering are not considered CIE and therefore placement in such positions would not be considered a successful closure. VR is not able to open a case with these employment goals.

JC’s Roles and Responsibilities

The JC is a partner and the principal focus in the MOS process. The JC, in collaboration with the VR counselor, selects the services necessary to assist in achieving the JC’s employment goal. The JC:

• Work towards CIE goal and stay employed
• Show up for meetings with good hygiene, clean clothes and in good health which includes managing their disability/disabilities
• Let staff know immediately when JC is unable to attend an appointment
• Participate in the meetings and help plan the steps to success
• Let the team know what JC’s choices are by asking questions and sharing thoughts
• Complete all the homework, recommendations and suggestions that the team agreed on
• Make sure that JC talks with all those who are involved in the employment journey
• Provide any documents that are requested that will help JC reach his/her CIE goal

VR Counselor Roles and Responsibilities

A VR counselor is expected to determine if an individual is eligible to receive services through VR and at which level of disability category where CRP/IP supports may be utilized. Collaboratively, the counselor explores with the JC their interests, preferences, aptitudes, achievement, and transferable work skills to jointly develop an IPE reflecting informed choice. The expectation is that the counselor will work in partnership to assist the JC in achieving the employment goal identified on the IPE. A counselor, working in partnership, assumes the following responsibilities in implementing the MOS:

• Establishes VR eligibility and disability category;
• Develops an IPE with the active and eligible JC to arrange services that included expected timeframes and outcomes;
• Advocates for and with the JC in obtaining services to meet the JC’s needs;
• Counsels the JC to develop career awareness, self-sufficiency, self-advocacy, and other needed skills;
• Selects and arranges for services to assist the JC in skill development and employment;
• Ensures extended support services are identified and able to provide ongoing follow-up for the JC who receives SES;
• Approves service delivery from an approved CRP/IP;
• Communicates regularly with the JC and CRP/IP provider regarding the JC’s progress;
• Reviews documentation submitted by the CRP/IP that reflects time billed and includes written reports required for each service;
• Arranges for payment in a timely manner;
• Provides technical assistance to the CRP/IP provider;
• Provides job development in concert with the CRP/IP provider;
• Coordinates and collaborates with all team members the purpose of the planned activities and shares in monitoring progress and determining recommendations for next steps;
• Assesses stabilization of the job and appropriateness prior to closure, and the need for post-employment services including long term employment supports;
• Provide work incentives counseling to JCs who receive SSI/SSDI. Facilitate the Ticket to work handoff to an approved Employment Network (EN) that the JC chooses if they are earning above Substantial Gainful Activity (SGA). If the JC is earning below SGA, the JC can access work incentive services through Benefits Planning Assistance | Disability Rights Iowa.

CRP/IP Provider Roles and Responsibilities

The local CRP/IP provider works in partnership with the VR counselor and the JC to meet the identified needs of the JC. Depending upon the needs identified and the services the VR counselor and JC determine necessary, the CRP/IP provider assumes many responsibilities. The CRP/IP provider:

• Reviews information to determine if the CRP/IP has the capacity to offer and provide the appropriate service(s) to meet the JC’s needs within 30 days of authorization;
• Obtains advance approval and authorization forms from VR prior to providing an employment service;
• Provides opportunities for the JC to identify, demonstrate, and share their interests, contributions, talents as applied to potential employment tasks;
• Provides opportunities for the JC to discover occupations of interest and skill match;
• Convenes the rehabilitation team after each service/activity to discuss with the JC what was learned and the next steps (this does not have to be a formal meeting);
• Assesses the JC’s interests, aptitudes, preferences, achievement, and transferable skills to provide an appropriate recommendation, utilizing local labor market information, for an employment goal;
• Coordinates and conducts comprehensive planning meetings as requested by the VR counselor to develop a plan that addresses the JC’s needs in living, learning, and working environments;
• Develops sites and jobs within the local community; taking into account the JC’s abilities and specific requirements including transportation and childcare if needed;
• Advocate for the hiring of the JC and for the support of the business hiring the JC;
• Initiates training wage payments to a JC when work is performed (only for CRPs);
• Initiates business contacts and relationships to obtain information to inform the placement process;
• Communicates regularly with the JC and VR regarding progress;
• Provides follow-up to determine the JC’s stabilization on the job;
• Provides job coaching at the level identified by the partnership to assist the JC to learn the job, understand the work culture and achieve stabilization;
• Markets the JC to employers;
• Documents successful completion of the Performance Measures and produces billing statements and written reports required for each service;
• Encourages JC’s success at work;
• Provides crisis intervention if necessary;
• Provides training as identified;
• Monitors JC performance, outcomes, and timely payments.

Team Collaboration Responsibilities

Collaboration between team members is a key component to the successful implementation of the MOS. A JC’s team works together to identify specific needs and skills, as well as services required to meet those needs. While VR counselors and CRP/IP providers are familiar with goods and services that may meet a need, the value in the JC participating in researching options is critical to success. Professional staff may need to assist the JC in setting up initial appointments, identifying transportation options, completing paperwork, obtaining documentation, problem resolution, service coordination, following through on responsibilities, etc., but the entire process should be a learning experience so JCs may better advocate for themselves. A person’s team will look differently based on where a JC is in the process, or the employment service.

Effective collaboration and teamwork are the direct result of relationship building. Frequent communication and follow-up among partners allow everyone involved to focus on shared goals. Consistent communication enhances trust and encourages involvement so that problem-solving proactively addresses situations before they evolve into insurmountable issues. VR staff are considered part of a JC’s team, regardless of the funding source or service provided, until the case is closed by VR. Ongoing communication is expected so team members are aware of anticipated dates for service provision, progress information, meetings, schedules, follow-up needs, and ultimately, case closure.

Incentives

Business Partnership Incentive

To encourage the development of a relationship between a CRP/IP and business partner, VR is making available a “Business Partnership Incentive” (BPI) payment. This is the result of VR efforts to recognize the additional work required of a CRP/IP that develops and maintains viable business partnerships, resulting in expedited employment services for JCs. This also serves as an excellent resource in meeting the needs of Iowa businesses.

The BPI is available to a CRP/IP that provides any employment service listed below to a JC resulting in their employment at the business where the service occurred. The purpose of authorizing the following services is not for the JC to obtain employment, but rather to gather specific information through the provision of that service. However, when an employment opportunity arises through one of the services listed below, the CRP/IP providing the service is eligible for the incentive payment. (The MOS Manual can be reviewed for specific definitions, scope and outcome expectations for each service).

• Workplace Readiness Assessment (WRA)
• Job Shadowing
• Career Exploration
• Work Adjustment Training (WAT)
• Job Seeking Skills Training (JSST)

For a CRP/IP providing any of these services that result in employment at the business where the service was delivered, VR will fund one hour of BPI – Job Offer at the professional rate for 1 hour of job development once the JC accepts the job offer. In addition to this initial hour, the CRP/IP may also receive a second payment at the professional rate for 3 hours of job development under BPI – Case when the VR case closes successfully. The total amount of payment a CRP/IP could expect from VR for a BPI is at the rate of 4 hours of job development per JC.

Authorization for Supported Employment Job Coaching or Non-Supported Employment Job Coaching can be authorized if the employer still needs the JC to complete an application and other documents (e.g. new employee forms) for employment. Job Development should not be authorized if the CRP/IP chooses to be compensated through the BPI. An agreement should be made between VR and the CRP/IP on whether the provider wishes to receive the BPI or job development service authorization prior to authorizing for any of the above services.

Should a different JC participate in one of the employment services at the same business and be offered and accept a job, a CRP/IP could be authorized another BPI. There is no limit to the number of incentive payments that VR could authorize to a CRP/IP for a partnership they establish with a business that employs a JC once an above service is received. Businesses must meet the criteria of CIE.

A key component to the MOS is that it’s designed to be driven by the needs of a JC. Service delivery is a team decision led by the VR Counselor and the JC. The intent of any MOS is to provide the necessary support(s) that facilitate or enhance an individual’s employment goal. Potential service needs should be discussed with team members to determine the person, agency or business setting most suited to meet them.

Native Language Incentive

The purpose of the Native Language Incentive is to:

• support the communication needs of a JC who has an alternative communication preference
• satisfy employers that may be concerned with too many support people at the workplace
• improve and expedite the work that VR staff has to do to coordinate employment support and interpreter services
• encourage CRPs to develop and hire employment support providers who are able to also communicate in the native language of the JC

The Native Language Incentive is only used whenever a CRP/IP provides a service on the MOS in the job candidate's native language. VR will pay an additional $20/hour or $5/unit in addition to the fee for the service rendered. The Native Language Incentive is not applicable if the CRP/IP is not using the job candidate's native language in the presence of the job candidate. The number of units that can be authorized should never exceed the number of units authorized for the service rendered. As with all services, the Native Language Incentive must be preapproved by VR staff.

Native Language Provider Qualifications:

• 18 years old,
• Iowa certified interpreter, OR
• Native language speaker, AND
• Trained in the respective service rendered (e.g. job development, job coaching, customized employment/CE, and Individual Placement and Support/IPS services).

Expanded Area Incentive

The purpose of the Expanded Area Incentive (EAI) is to support providers that agree to go into an area of the state where there are no/limited employment support providers and the area is outside of the CRP’s/IP’s area of coverage. The VR supervisor will negotiate the area of coverage with a provider. This incentive is an option/negotiating tool that Supervisors may use to offset extraordinary costs for a CRP/IP to go into an area/town where there is no/limited provider serving it and a JC needs the support. EAI should not be a blanket offer to all CRPs/IPs. EAI is temporary and should be reviewed at least monthly for its need and progress to secure a permanent employment specialist (ES) by a provider. Supervisors are able to offer to pay mileage, door to door, for the ES to provide the authorized service. For the claim, the mileage must be tracked and turned in with a MapQuest print out of the route traveled. Providers must turn in a mileage log, a printout of the route taken with the mileage information from MapQuest, and all of the reports associated with the service rendered monthly.

Externship

Externship is a unique menu of service designed to assist JCs in preparing themselves for employment in a competitive work environment. Externship is a training program in which the business partner provides direct hands-on training to a JC at the employer’s site, doing a job that would not displace another worker. This includes work experience, one on one training, work tryouts, etc. The CRP is the employer on record, maintains the workers comprehensive liability for the candidate, and pays the JC for the stipend.

VR staff must assure JCs have informed choice as to which CRP they select to work with for an Externship. Some CRPs, however, may only accept JCs from a specific county they cover. In these circumstances, JCs will be provided with all available participating CRPs that accept JCs in their area. If a JC has no preference as to which CRP to work with, VR staff may select a CRP based on other relevant factors (e.g. proximity to the JC, quality of interactions with previous JCs). In some circumstances, a CRP may refuse to accept a JC based on a variety of factors (e.g. company policy based on a JC’s disability and the dangerousness of the placement). If the CRP refuses a JC but VR staff feel the Externship is a good fit, they may continue to contact the other available CRPs to determine if an employee relationship can be obtained.

The training wage for JCs participating in an Externship will be $7.80 per hour paid by the CRP. The CRP is not dependent upon the production of the Extern and therefore will be reimbursed by VR at the rate of $11.12 for each hour worked by an Extern. It is the responsibility of the CRP to provide a copy of the check issued to an Extern for the total number of hours in order for VR to reimburse at the $11.12 hourly rate.

When an Externship placement occurs with a State of Iowa agency, the training wage is commensurate with the same or a similar job classification. Hourly rates that exceed $7.80 per hour require Bureau Chief approval. These Externship opportunities must be coordinated through the Community and Business Engagement Manager. The CRP is not dependent upon the production of the Extern and therefore will be reimbursed by VR at the established hourly rate for each hour worked by an Extern. The CRP rate cannot exceed 143% of the training hourly wage. It is the responsibility of the CRP to provide a copy of the check issued to an Extern for the total number of hours in order to receive VR reimbursement.

CRPs interested in doing the Externship program should contact the VR workforce program coordinator (WPC) who is in charge of business engagement services.