Case Management Requirements for RSA Discretionary Funded Programs

1. U.S. Department of Education Office of Special Education and Rehabilitative Services Rehabilitation Services Administration R S A Case Management Requirements for RSA Discretionary Funded Programs Technical Assistance Specifically for PWI, AIVRS, and MSFW

2. Similar BUT Unique • There are many similarities between these three programs, but all three programs do have requirements that are unique from the others. • We believe we can categorize this panel discussion into four categories as it relates to Case Management. First of all, we recognize that all three of these programs that are funded under the Rehabilitation Act have strong similarities. So what we will do is for each category we will discuss the similarities first and then each of us will describe the unique requirements of our specific programs. • The categories are 1) Application and Eligibility, 2) Individualized Plan for Employment, 3) Vocational Rehabilitation Services, and 4)Case Notes.

3. Confidentiality • However, before we move on, it is of utmost importance to convey the following: • First and foremost, it is of utmost importance to guard Confidentiality in our programs. • It is no secret that we assist individuals with the most sensitive of personal information. • Accordingly, it is vital that we protect and guard the dignity of those we serve by adhering to the strictest of confidentiality principles. • Protection of those we serve begins from the first meeting in a safe and private location to the protection of any and all data received regarding the individual’s physical or mental impairment(s) in a secure location to the communication with have with partnering agencies and program. • The importance of guarding the confidentiality of those we serve cannot be overstated.

4. 1) Application and Eligibility • The beginning process for all three programs is the application and/or request for services. • The application typically includes basic demographic information, as well as information related to the reported physical or mental impairment. • Hand-in-hand with the application process is an Initial Intake Interview that garners information not necessarily found on the application or request for services.

5. 1) Application and Eligibility cont… • All three programs have the same four (4) components for determining eligibility, which are: • Presence of a physical or mental impairment • The physical or mental impairment constitutes or results in a substantial impediment to employment • There is a reasonable expectation that the individual will benefit from VR services in terms of an employment outcome • VR services are required in order for the individual to achieve an employment outcome

6. 1) Application and Eligibility cont… • The definitions of a disability is found in Section 7of the Rehabilitation Act, which says: • (9) DISABILITY The term “disability” means – (A) except as otherwise provided in subparagraph (B), a physical or mental impairment that constitutes or results in a substantial impediment to employment; or (B) for purposes of sections 2, 14, 15, and titles II, IV, V, and VII, a physical or mental impairment that substantially limits one or more major life activities.

7. 1) Application and Eligibility cont… • Definition cont… • (20) INDIVIDUAL WITH A DISABILITY (A) In general Except as otherwise provide in subparagraph (B), the term “individual with a disability “ means any individual who – (i) has a physical or mental impairment which for such individual constitutes or results in a substantial impediment to employment; and (ii) can benefit in terms of an employment outcome from vocational rehabilitation services provided pursuant to title I, III, or IV. (B) Certain programs; limitations on major life activities Subject to subparagraph (C), (D), (E), and (F), the term “individual with a disability” means, for purposes of sections 2, 14, 15, and titles II, IV, V, and VII of this Act, any person who – (i) has a physical or mental impairment which substantially limits one or more of such person’s major life activities; (ii) has a record of such an impairment; or (iii) is regarded as having such an impairment.

8. 1) Application and Eligibility cont… • Definition cont… • (21) INDIVIDUAL WITH A SIGNIFICANT DISABILITY (A) In general Except as provided in subparagraph (B) and (C), the term “individual with a significant disability” means an individual with a disability – (i) who has a severe physical or mental impairment which seriously limits one or more functional capacities (such as mobility, communication, self-care, self-direction, interpersonal skills, work tolerance, or work skills) in terms of an employment outcome; (ii) whose vocational rehabilitation can be expected to require multiple vocational rehabilitation services over an extended period of time; and (iii) who has one or more physical or mental disabilities resulting from amputation, arthritis, autism, blindness, burn injury, cancer, cerebral palsy, cystic fibrosis, deafness, head injury, heart disease, hemiplegia, hemophilia, respiratory or pulmonary dysfunction, mental retardation, mental illness, multiple sclerosis, muscular dystrophy, musculo-skeletal disorders, neurological disorders (including stroke and epilepsy), paraplegia, quadriplegia, and other spinal cord conditions, sickle cell anemia, specific learning disability, end-stage renal disease, or another disability or combination of disabilities determined on the basis of an assessment for determining eligibility and vocational rehabilitation needs described in subparagraphs (A) and (B) of paragraph (2) to cause comparable substantial functional limitation.

9. 1) Application and Eligibility cont… • Definition cont… • 21(E) Individual with a most significant disability (i) In general The term “individual with a most significant disability”, used with respect to an individual in a State, means an individual with a significant disability who meets criteria established by the State under Section 101(a)(5)(C).

10. 1) Application and Eligibility cont… • Attain existing (if available) medical and/or psychological records that provides the necessary information to determine or confirm whether an individual’s physical or mental impairment is a substantial impediment to employment • All three programs require a Release of Information form before they can communicate with any individual or organization for records and/or data pertaining to the individual’s reported physical or mental impairment

11. 1) Eligibility and Application cont… Eligibility and application requirements that are unique to specific RSA funded programs.

12. 2) Individualized Plan for Employment • The Individualized Plan for Employment (IPE) is the document that guides the individual and counselor towards achieving gainful employment • For all three programs, an IPE is required before any services can be provided, unless those services are necessary to determine eligibility (Section 102(b)(2)(A)

13. 2) IPE cont… • Specific components of an IPE in accordance with Section 102 of the Act: • A vocational goal directed towards an employment outcome • Timeline for achieving the employment goal • A description of criteria for evaluating progress towards achieving the employment outcome • If needed, the provision of personal assistance services including training in its management

14. 2) IPE cont… • Specific components of an IPE in accordance with Section 102 of the Act cont…: • If needed, the provision of assistive technology devices including training in management of the devices • Description of the VR services needed to achieve the employment outcome • Description of the provider(s) for each services and the methods used to procure each service • Description of Designated State Units responsibilities

15. 2) IPE cont… • Specific components of an IPE in accordance with Section 102 of the Act cont…: • Description of the clients responsibilities related to the employment outcome, paying for any costs, applying for comparable services and benefits • Dates to start each service • Indication of the clients approval with a signature of client or representative • Evidence of at least an annual review of the IPE • Amendments have been made to reflect substantive changes to the employment goal, services or providers

16. 2) IPE cont… • Specific components of an IPE in accordance with Section 102 of the Act cont…: • If needed, a statement of the projected need for post-employment services • For customers with an employment goal of supported employment, does the IPE include: • Descriptions of the extended services needed by the customer • The source(s) of extended services or the basis for concluding that source(s) will become available • Was the client provided informed choice in developing and implementing the IPE • Was the client or representative provided a copy of the IPE in usable form

17. 2) IPE cont… • In order for an IPE to work as intended, the vocational goal must be specific. A vocational goal cannot be generalized or include non-specific goals • With an appropriate vocational goal determined, VR Services are then listed in the IPE. VR Services are specific activities necessary for the individual to achieve their vocational goal

18. 3) Vocational Rehabilitation Services • Section 103 of the Act defines vocational rehabilitation services as: • (a)Vocational Rehabilitation Services for Individuals • VR services provided under this title are any services described in an IPE necessary to assist an individual with a disability in preparing for, securing, retaining, or regaining an employment outcome that is consistent with the strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice of the individual, including‑‑ • The services listed in Section 103 are not all inclusive of all services that can be provided.

19. 3) VR Services cont… • In essence, VR Services are specific activities on an IPE that are necessary for an individual to achieve their vocational goal. • One specific service provided is Job Development • Definition of Job Development is: • An individual that establishes and maintains activities to develop, locate, and secure job openings for individuals determined eligible and participating in an IPE

20. 3) VR Services cont… • Some specific duties associated with being a Job Developer may include, but not limited to: • Initiates and maintains ongoing personal contacts with a variety of business and industry representatives and job placement/training agencies to promote programs for participant placement; • makes cold calls to potential employers; • explains the benefits and employment support services available to employers, including addressing employer’s special needs; • researches newspapers, agencies, and other resources for job leads; • locates jobs for participants who are “job ready”; • collects data from employers related to job orders including job requirements and skills; • matches job skills with participant’s qualifications; • refers qualified participants to employers and conducts necessary follow-up when participants are placed in positions; • keeps updated regarding job fairs and Internet resources; • researches various resume programs; and • participates in outreach and recruitment activities by coordinating and attending job fairs.

21. 4) Case Notes • Case notes are written records that describes the activities that have been performed on behalf of, with, or by an individual to accomplish the vocational goal and the specific services listed in an IPE. • Case notes should be written to reflect the services listed on the IPE, as well as the costs, if any, procurement methods associated with those services.

22. 4) Case Notes cont… • A case note should include information that tells the reader either what work was done or about an interaction (in-person or telephonic) with a consumer. • When describing an interaction, the VR staff should capture several components of the interaction: • the type of interaction (visit or phone call), • the reason for (scheduled visit/call, follow-up, development/review of IPE, etc.), • actions taken (counseling/guidance given, signatures, etc.), and • next steps/action (schedule next appointment, schedule assessments, conduct and/or request consumer to do research, procure services, get signatures on Release of Information forms, etc.)

23. 4) Case Notes cont… • Any work that is conducted on behalf of the individual should also be case noted, such as conducting research, scheduling appointments, procuring services, submitting check requests/purchase orders, typing up the IPEs, or staffing case files. • Once again, all case notes should be in complete agreement with the IPE and expenditures (costs, if any, associated with services provided and procurement methods).