Once eligibility is determined, the consumer and counselor establish the consumer’s vocational goal and plan for the VR services needed to obtain the goal. VR counselors will inform consumers, and when appropriate, their parents, guardians, or other representatives about the available service options. The VR counselor will explain to consumers and/or their representatives about the availability of materials in alternative formats, accessibility, costs of services, the concept of consumer choice (Appendix K), duration of services, qualification of service providers, provision of services in integrated settings, and consumer satisfaction surveys. In all cases, the consumer will make informed choices related to the establishment of their vocational goal and subsequent VR services and providers of those services.
DBVI has initiated a 90-day deadline for Individualized Plan for Employment (IPE) development to ensure that consumers receive and participate in timely VR services. The counselor must ensure that the IPE, based on the consumer’s unique strengths, resources, priorities, concerns, abilities and capabilities is finalized and signed within 90 days of the date of the consumer’s certification of eligibility for VR services. The consumer may choose a vocational goal that represents career advancement or upward mobility. If the consumer and counselor require additional time to determine a vocational goal, the counselor must document that the consumer agrees to an extension, receive approval from the regional manager, and provide the VR director with written justification. The counselor must document the reasons for extension in the consumer’s case file. The VR director must give the counselor approval to extend IPE development every 90 days thereafter.
The consumer and counselor are actively engaged in vocational guidance and counseling during IPE development, and the consumer may participate in vocational exploration, including vocational assessments and evaluations, unpaid work experiences, job shadowing or other opportunities that provide the consumer with information or experience that will facilitate solid consumer choice in establishing a vocational goal. The consumer may participate in medical exams or assessments to assess functional abilities when necessary to help determine the vocational goal.
For transition-aged students the IPE must be developed and approved as early as possible during the transition planning process, but at the latest, by the time the student determined to be eligible for vocational services leaves the school setting (34 CFR § 361.22). This requirement ensures there is no delay in VR services once special education services end. School officials will still continue to be responsible for providing a free and appropriate public education as outlined in the Individualized Education Program (IEP). The role of the counselor is primarily one of planning for the student’s years after leaving school.
DBVI will provide assessments, evaluations, or examinations as needed to determine:
Counselor responsibilities during IPE development:
(Authority: CFR Sec. 361.50)
DBVI does not consider financial need for assessments in which the consumer participates during IPE development. However, the counselor will complete the financial determination prior to initiation of the consumer’s IPE.
DBVI has limited resources available to purchase goods and services for eligible consumers seeking and participating in VR services. Subsequently, DBVI has established an Economic Needs Test in order to ensure funding of services for consumers with the most severe economic need. The Economic Needs Test takes into account the financial resources of the consumer, spouse and/or other family members with whom the consumer resides, and all comparable services and benefits for which the consumer may be entitled or eligible. The counselor is required to apply the Economic Needs Test for selected services based on need with DBVI sponsoring the cost of services after subtracting the amount available from comparable services and benefits and consumer/family participation. DBVI will seek financial sponsorship for cost services first through comparable services and benefits and consumer/family contributions before paying for services with agency funds.
Counselors and consumers will conduct a diligent search for comparable services and benefits. Consumer financial contribution is required when established by the Economic Needs Test.
A thorough discussion of the customer’s participation in the cost of services and completion of the Financial Determination/Redetermination Statement (DBVI-70-006) is in Chapter 7D Financial Measures.
The purpose of the VR program is to provide, as appropriate, the goods and services that are necessary to enable an eligible individual to become gainfully employed. The Rehabilitation Act of 1973, as amended, requires that VR agencies make available the following services:
(Authority: CFR Sec. 361.48)
Assessment for Determining VR Needs
The assessment of VR needs is necessary before the Individualized Plan for Employment (IPE) can be developed.
An assessment for determining VR needs of eligible consumers must be conducted. If the DBVI is operating under an order of selection, an assessment to determine VR needs must be conducted for each eligible consumer to whom the agency is able to provide services.
The purpose of the VR needs assessment is to determine the consumer’s vocational goal and the nature and scope of VR services to be included on the consumer’s IPE. The IPE must be designed to achieve an employment outcome that is consistent with the consumer’s unique strengths, priorities, concerns, abilities, capabilities, career interests, and informed choice.
DBVI does not consider financial needs when providing the consumer with an assessment of their VR needs.
DBVI will use qualified service providers for assessments to determine the consumer’s VR needs.
Counseling and guidance services, including personal adjustment to blindness/vision loss, are core VR services provided at all stages in the rehabilitation process. See Chapter 4 - Program Implementation for a discussion of the Counseling and Guidance program. There is no economic needs test for counseling and guidance services.
Counselors provide core guidance and counseling services throughout the VR process including but not limited to:
The consumer and counselor include core guidance and counseling services as part of the planned services in the consumer’s IPE. The counselor documents core guidance and counseling in the consumer’s case narrative.
Referral and other services necessary to help consumers secure needed services from other agencies will be provided as needed. VR counselors will provide consumers with information about the Client Assistance Program (CAP) ensuring that consumers are aware of their rights and responsibilities while applying for or receiving VR services.
Counselors may provide these services at any stage of the rehabilitation process. No financial needs test is required for the provision of referral services.
Counselors will refer consumers to other agencies or organizations to secure needed goods and services when they cannot be provided by DBVI. Referral to other agencies and organizations is made in order to secure best services available for the consumer.
Counselor must comply with DBVI’s confidentiality policy.
Physical and mental restoration services will be provided to consumers when barriers to employment caused by a physical or mental disability are identified and are reduced or removed by the provision of these services. See Chapter 4 Service for a further discussion of the Physical and Mental Restoration program.
The provision of physical restoration services to consumers is based on financial need.
The consumer must meet VR program eligibility criteria in order to receive physical and mental restoration services.
The consumer and counselor must consider all comparable benefits prior to DBVI sponsoring physical and mental restoration services. The counselor must ensure that these services are included on the IPE and are documented on the consumer’s AWARE Case Note.
Procedures for physical and mental restoration services are discussed in Chapter IV under Documentation Requirements for Service.
Consumers may receive vocational and other training services when the services are required in order for the consumer to enter, re-enter, or regain employment. These services include personal and vocational adjustment, books, tools, and other training materials. See Chapter 4 Service, Chapter 9 Training Programs, and Chapter 10 VRCBVI.
The counselor will ensure that vocational and other training services are only provided by approved vendors. Purchase of vocational and other training services will be based on financial need, excluding the adjustment services provided by DBVI. Financial participation by the consumer is not considered for adjustment services provided outside DBVI, when the counselor has determined that DBVI cannot meet the individual's need for the adjustment services identified on the IPE. Vocational and/or other training services must be consistent with the consumer’s vocational goal established on the IPE.
Counselors will not expend VR funds for training or training services in an institution of higher education (universities, colleges, community or junior colleges, vocational schools, technical institutes, or hospital schools of nursing) unless maximum efforts have been made by the consumer and counselor to secure grant assistance in whole or in part from other sources to pay for the training. The counselor will document in the consumer’s AWARE case notes that maximum efforts has been made to secure comparable benefits.
Procedures of vocational and other training services are included in Chapter 4, Documentation Requirement, Chapter 9 Training Programs, and Chapter 10 VRCBVI.
DBVI will provide funding for maintenance for consumers only when other resources are not available. Maintenance is subject to the determination of the consumer’s economic need, except when the consumer is receiving diagnostic services.
Comparable benefits for which the consumer is eligible, such as SSI or SSDI, must be applied toward the cost of maintenance, unless those benefits are fully utilized to maintain the consumer’s home while they are away from home participating in training.
Maintenance may include the following:
Clothing:
DBVI will provide clothing only when specifically needed by the consumer to participate in a training program or for employment placement activities. The counselor and consumer must attempt to secure clothing from other sources prior to DBVI purchasing.
Incidental Allowance:
Consumers may receive an incidental allowance when receiving vocational training away from his/her home area. The incidental allowance is subject to the determination of economic need. Additionally, the incidental allowance shall not exceed the DBVI rate (Chapter 7A Financial Matters).
Placement:
Consumer may receive maintenance payments while seeking employment. Maintenance may be paid for job services.
Training:
The maximum amount DBVI will sponsor for room and board when the consumer is in a training institution shall not exceed the published room and board rates charged by the institution or the actual costs (whichever is less.) For consumers attending private colleges or universities, the most expensive in-state college rates would apply.
Other maintenance items required by the institution may be provided at the rates set for this service by the institution.
While Living at Home:
DBVI will authorize maintenance for consumers residing at home only when the consumer’s expenses exceed what they would normally be due to the consumer’s participation in a rehabilitation program.
Deposits:
DBVI may pay utility or rent deposits. A deposit must not be paid more than once for any one service for a consumer during the rehabilitation process.
Document the arrangements for the provision of maintenance services on the IPE and in an AWARE case note if needed. Authorization is required for all maintenance services. See Chapter 9A College Training, for a further discussion on maintenance.
Consumers, and when necessary, individuals assisting consumers, may receive sponsorship of transportation and related expenses, including subsistence when the services are required for the consumer to participate in activities related to their IPE. Services may include relocation and moving expenses necessary for the consumer to achieve their VR goal.
Counselors provide transportation to consumers, using the most inexpensive means available, from home to the training facility at the beginning of training, at the completion of training, and for holiday periods. Transportation can be provided to consumers who are participating in VR training and who reside at home.
Transportation is subject to the determination of economic need, except when necessary for the consumer to participate in diagnostic services.
The counselor must not exceed the Virginia mileage reimbursement rate when authorizing transportation by private vehicle; however, every effort should be made to negotiate a lower mileage rate.
Counselors may not provide transportation payment after the consumer is employed for thirty days, unless in the provision of post-employment services.
See Chapter 9 Training Programs and Chapter 10 VRCBVI regarding transportation specific to those programs.
DBVI defines a family member(s) of the consumer as any relative by blood, marriage, or adoption and living in the same household.
Family members of consumers actively participating in VR service may receive services when such services are necessary to enable the consumer to participate in activities associated with their IPE.
The counselor will document any service provided to the consumer’s family members on the consumer’s IPE and case record.
There is no economic needs test for the provision of interpreter services to deafblind consumers.
DBVI will not pay a consumer’s family members to provide interpreter services.
Refer to Chapter 8B, DeafBlind Services for a complete discussion of interpreter services.
Gainful employment is the primary outcome of consumers receiving VR services. Job placement services to consumers include job search assistance, placement assistance, and job retention services.
The counselor and consumer will consider the consumer’s previous work experience and training when determining employment.
The counselor and consumer will both assume an active role in the placement process.
There is no economic needs test for placement services.
The counselor, as needed, will coordinate placement activities with other agencies or organizations.
A further discussion of placement activities are found in Chapter 5 Placement, Chapter 9D Job Seeking Skills Programs, 9E Self-Employment Program, 9G On-the-Job-Training (OJT), 9H Work Experience Training, 9J Summer Work Program, 9L Supported Employment Program, Appendix J Work Opportunity Tax Credit (WOTC) and Appendix P Virginia Tax Credit for Employers.
The counselor must identify job placement as a service on the consumer’s IPE. Placement services requiring expenditures must be authorized using an AWARE Vendor Authorization and entered on the consumers IPE.
The counselor must document job placement activities in the consumer’s AWARE case notes.
For further discussion of placement procedures, see Chapters 5 and 9 in conditions section above.
For further discussion on procedures, see Chapter 5 Rehabilitation Technology Services, and Appendix I, Rehabilitative Technology Services.