Attachment 4.4

Views on State Policies and Administration of the State Plan

The Department for the Visually Handicapped (DVH) presented draft copies of the required FY 99 amendments to the State and Strategic plans for FY 1998-2000, effective October 1, 1998, to the Vocational Rehabilitation Advisory Council (VRAC) during its quarterly meeting on May 30, 1998.

DVH utilizes VRAC's input in developing the State plan, Strategic plan, and policies for the Vocational Rehabilitation (VR) program. Information provided by satisfaction surveys and annual needs assessment is also utilized.

VRAC provided input in revising the satisfaction survey used during FY 98. Summaries of the satisfaction surveys that were conducted by mail and telephone were shared with VRAC. Each customer closed successfully rehabilitated (status 26) or not successfully rehabilitated (status 28) was provided an opportunity to complete a satisfaction survey.

The following is a summary of issues considered by VRAC, recommendations from satisfaction surveys, recommendations from the Annual Report prepared by VRAC, and the agency's response to those issues and recommendations.

Issue 1:
There was a VRAC subcommittee appointed to help with the development of the policy on informed choice.

Response 1:
A VR policy on "informed choice" was developed and implemented during FY 98. The policy reflected information provided in the State plan attachment on choice and guidance previously provided to VR counselors.

Issue 2:
Once again, there are several items from the 1998 public meetings that are included in Attachment 2.3 of the State plan that needs to be put on VRAC's agenda for discussion.

Response 2:
Those items from the public comment attachment referenced will be included on VRAC's agenda for discussion.

Issue 3:
RSA policy on upward mobility and career change was received in late FY 97. The policy was reviewed and shared with VRAC.

Response 3:
A VR "upward mobility" policy was developed and implemented to require that an individual's abilities, interests, strengths, and priorities must be considered in the establishment of the vocational goal.

Issue 4:
VRAC recommended a study be conducted to determine the financial impact of eliminating the financial need test for the provision of purchased services.

Response 4:
A study was conducted, and it was determined that the total elimination of the financial need test would be too much of a financial burden at this time. The study indicated that approximately 50% of financially ineligible individuals were served by the Fairfax office, and the purchase of college and medical services impacted most on the budget. The VR program agreed to immediately eliminate supported employment services from the financial need test. It was also agreed that elimination of other services based on financial need, excluding college and medical, would be considered in FY 99. The VR program director will report to the VRAC by 10/1/98 the impact of eliminating those additional services from financial need consideration.

Issue 5:
The regulations for the 1992 amendments (in definition section) allows for deposits to be paid as a maintenance service. VR policy previously did not allow for rent or utility deposits to be paid as a part of maintenance.

Response 5:
VR removed from policy the requirement that deposits cannot be paid. Added: "Maintenance is also subject to the determination of economic need, except when an individual is receiving diagnostic services."

Issue 6:
It is recommended that the agency revise counselor performance standards to place a value on outcomes. It seems unfair that all closures are equally weighed in measuring counselor performance.

Response 6:
We know that such an effort has been undertaken in the past by other VR agencies without a lot of success. It is a recommendation we are willing to work on with VRAC. We would like to have a committee representing VRAC, VR counselors, and supervisors to develop performance standards that assign weight/value to closures. We will test the proposed standards by running a dual system for counselor performance in FY 98. In FY 98 counselors will be evaluated using existing standards, and based on results of the proposed weighted standards, a decision will be made in FY 99 which standard will be used.

Issue 7:
It was recommended in FY 97 that the agency develop a staff training program for new and experienced staff to focus on good customer service and the development of positive attitudes toward blindness.

Response 7:
VRAC was requested to work with the agency in developing such a program. The first program was completed in April 1997. Employees will spend one week at the Virginia Rehabilitation Center for the Blind (VRCB) where they will participate in training and other activities using sleepshades. Participants are required to stay in the dorm with trainees. There will be at least one training session each quarter. This activity continued in FY 98 and will also continue in FY 99.

Issue 8:
Satisfaction surveys and public comments identified adaptive technology as a growing need, even though it was acknowledged that the agency has expanded services in this area greatly during the past couple of years.

Response 8:
DVH will continue to use its resources to expand services in this area. The computer technology network will be expanded, adaptive technology will once again be included in the Strategic plan, more training in adaptive technology will be made available through VRCB and the technology lab at headquarters, and some of the technology labs in regional offices will be expanded. Adaptive technology training for VR counselors in FY 99 will continue to be one of the training priorities. The Strategic plan developed by the agency for the Secretary of Human Resources identified the establishment of additional rehabilitation technology positions as its number one priority.

Issue 9:
Some members of VRAC stated that they would like to see high school and/or college students have training on the Internet to be able to access information for research through the Worldwide Web.

Response 9:
That will be an area emphasized in adaptive technology during FY 99.

Issue 10:
The order of selection became a topic of discussion by VRAC because the agency decided to revise its categories in response to recommendations from the Rehabilitation Services Administration.

Response 10:
DVH was not on an order of selection during FY 97 and does not anticipate needing to implement one during FY 98. The agency did, however, want to have categories in place should an order of selection become necessary. A committee comprised of DVH staff, managers, and VRAC members developed new categories. After review, VRAC agreed with it.

Issue 11:
VRAC decided to utilize the pool of impartial hearing officers contracted by the Department of Rehabilitative Services (DRS).

Response 11:
The agency agrees that since we have so few hearings that need to go to the impartial hearing officer phase, it is quite appropriate to utilize DRS officers.

Issue 12:
Part-time students not having a time limit to complete their education was discussed by VRAC. The agency was considering placing a time limit on the part-time student to receive an associate degree in three and one-half years and a bachelor's degree in seven years. The Council agreed with the policy being proposed, stating it must be clear and concise as well as uniformly administered.

Response 12:
The policy was implemented.

Issue 13:
VRAC concurred that a comprehensive policy regarding informed choice would be very helpful.

Response 13:
The comprehensive policy on informed choice was developed and implemented in FY 98.

Issue 14:
We would like to see something in the Strategic plan to improve employment outcomes for deafblind individuals.

Response 14:
The agency will include new initiatives to serve deafblind individuals in the Strategic plan, and these initiatives will be continued in FY 99.

Issue 15:
VRAC and DVH share concern regarding the potential for excessive expenditures for "self employment" ventures that might, because of the amount of funding requested, have a negative impact on the agency's ability to provide services to eligible customers.

Response 15:
In FY 99 VR will revise its policy on "self employment" in an effort to address these concerns.

Issue 16:
VRAC was concerned that materials given to new applicants by VR counselors were not on cassette tape for later review by the applicant.

Response 16:
A committee was appointed by VRAC to identify reading material to be recorded. The material will be produced on cassette tape to be routinely distributed in FY 99 to applicants of VR services.

Issue 17:
To improve the counselor's capability to assist customers with job search and outreach to employers.

Response 17:
A committee has been appointed by VRAC to work with the agency to improve in these areas in FY 99.