CHAPTER IV - PLANNING FOR VR SERVICES
Planning is an on-going process in VR and involves a partnership between the counselor and customer applying for or receiving services. It can occur at any time from applicant status right through post-employment after the customer has obtained an employment outcome. To provide services in Application and Eligibility and Plan Development, an AWARE Vendor Authorization must be completed for services to be purchased. If service is to be provided by VRCBVI, DBVI Deafblind, DBVI Mobility and Orientation or DBVI Rehabilitation Engineering a Service Authorization must be completed to refer the customer to these program.
IPEs are developed when: 1) a customer participates in an extended evaluation to determine eligibility (in AWARE this is Application X and is completed using the Extended Evaluation Plan datapage); 2) the customer has been determined eligible and the counselor and customer are setting a vocational goal and planning for services; and 3) a customer requires services in post-employment. Of critical importance is the counselor's understanding that IPE development is a joint process and that the customer, or as appropriate, the customer's representative, must fully participate in the development of his/her rehabilitation program. The provision of counseling and guidance to the customer during the program planning stage and throughout program implementation is required and is absolutely critical to the success of the customer's rehabilitation program. Each customer, or as appropriate, the customer's representative, must be encouraged to express his/her choices regarding the selection of goals, objectives, services, and service providers to the maximum degree possible and within reason, considering cost, quality, timeliness, professional recommendations, and state established guidelines for the procurement of goods and services.
In the first step of the IPE development, the counselor must meet with the customer to explain their VR rights and responsibilities. In this explanation, the counselor must tell the customer, or as appropriate, the customer's representative, that he/she has the option to develop the IPE on agency forms:
- Without assistance from DBVI or other entity;
- With assistance from a DBVI vocational rehabilitation counselor or a vocational rehabilitation counselor who is not employed by DBVI, or
- Using other resources at the customer's disposal. A copy of the VR Rights, Responsibilities, Terms and Conditions in the appropriate medium, must be given to the customer. The VR Rights, Responsibilities, Terms and Conditions is part of the IPE and prints as part of the AWARE Rehabilitation Plan (IPE).
If the customer chooses to write their own IPE, the counselor will print a copy of the draft AWARE Rehabilitation Plan. The counselor will explain the form to the customer and assist the customer in completing it. It is not expected that the counselor will know, procedures codes or service cost when assisting the customer in their home or work site. These items will be added at the office when the Plan is entered into AWARE.
IPEs must be signed by the customer and counselor to indicate agreement. Additionally, customer and counselor signatures must appear on all substantial amendments. At least one measure of progress must be established on the IPE or substantial amendment. The measure of progress must be reviewed with the customer at least annually. A review is required every 90 days on IPEs for Extended Evaluation. These reviews must specifically address the progress measure(s) on the IPE.
Changes to the IPE are done by amendments. Services may be added, modified, or deleted by editing the Plan in AWARE for non-substantial amendments. For substantial amendments you will either create a New Plan or Clone the existing Plan in AWARE and then update and add any additional new information. IPEs with non-substantial amendments do not have to be signed by the counselor or customer nor do they have to be reviewed. Substantial amendments to IPEs change the direction of a customer’s case progress and require measures and review of measures. Substantial amendments must be signed by the counselor and customer. (See requirements and definitions below for further discussion of amendments.)
Each IPE must consist of the following:
- The IEP letter to customer in AWARE;
- The AWARE Rehabilitation Plan (IPE) that includes the VR Rights, Responsibilities, Terms and Conditions; and all Amendments; and
- The IPE Progress Evaluation Report in AWARE (at least annually the report must reflect customer participation in the review).
Each IPE must contain, as determined to be necessary, statements concerning post-employment services including:
- The expected need for post-employment services prior to closing the record of services of an individual who has achieved an employment outcome;
- A description of the terms and conditions for the provision of any post-employment services, and
- If appropriate, a statement of how post-employment services will be provided or arranges through other comparable services or benefits.
- Amendments - Services may be added, modified, or deleted from the IPE through substantial amendments which make major changes to an IPE for regular services and non-substantial amendments which make minor changes to the IPE.
Substantial amendments include but are not limited to:
- When the vocational objective goal changes from that indicated on the original program or previous amendments;
- When there is a change in the financial participation of the customer; and
- When there is a major change in service that changes the direction of the case.
Non-substantial amendments include but are not limited to:
- The purchase of additional books of bus tickets or computer cables;
- The changing of a vendor on a service that is already on a plan; and
- Change the expected Plan end date.
- Comparable Benefits – comparable benefits are services and benefits defined as any appropriate service or financial assistance available to an individual with a disability from a program other than vocational rehabilitation to meet, in whole or in part, the cost of services to be provided in the IPE. Examples might include grants, insurance carriers, Medicaid or Medicare covered expenses. If there are more than two additional comparable benefits it may be necessary to group them and provide a breakdown in an AWARE Case Note or worksheet to be identified as "IPE" material and filed in the IPE section. Review Chapter 7B for additional information on comparable benefits. Comparable benefits do not need to be considered for VR services, including:
- Evaluation of rehabilitation potential;
- Counseling and guidance;
- Personal and vocational adjustment;
- Job placement;
- Rehabilitation technology, and
- Post-employment services
- Counselor/Customer Statement - A brief comment by either the counselor or customer. This statement is optional on the Plan.
- Extended Services - Those supported employment follow-along services that will be needed after case closure.
- Transition Services - the services to be provided by VR to enable the student's transition from school to vocational training and/or employment.
- Post-employment Assessment - An assessment to determine the need for post-employment services at IPE development and at closure.
- Progress Measures- The measure used to assess the progress toward the employment goal. Counselors may develop their own Progress Measure or use the progress measures in the VR IPE Progress Measure Index (Word) on the shared drive.
- Reassessment for Extended Services - An evaluation prior to case closure to reassess the need for extended services for supported employment cases.
- Employment Goal - The particular type of job the customer wants to perform, for example, food service worker or elementary school teacher.
Note, the Occupation Code which identifies the vocational goal chosen, must be entered into AWARE on the Rehabilitation Plan datapage. The following vocational goals are not found in O*NET-SOC; therefore, the Rehabilitation Services Administration (RSA) has provided special nine-digit codes for those occupations. They are as follows:
- 599999999 Homemaker;
- 799999999 Unpaid Family Worker;
- 899999999 Vending Stand Clerk; and
- 999999999 Vending Stand Operator.
An individual may receive Counseling and Guidance when guidance and counseling are the only VR services to be provided at the present time. Examples include: High school VR students/customers, customers whose initial rehabilitation programs have not worked out for some reason, and planning new goals, objectives, and services will be implemented.
When the IPE is developed for a Counseling and Guidance case, it is not necessary to identify another substantial service at that time. For example, a high school student may not need other substantial services until he/she graduates from high school and needs vocational training or job placement assistance.
- The Counseling and Guidance Program
A counseling and guidance program is developed when counseling, guidance, and placement are the primary services the individual needs in preparing for employment.
This program will be written when attempts to reduce or to remove barriers to employment are to be made by using counseling techniques. Techniques to be used will vary in terms of training the counselor and the disability of the individual.
When this program is to be written, specific barriers to employment must be identified that have the possibility of being reduced or removed by counseling techniques. Reduction or removal of the barriers will constitute the performance measures for this type of program:
- An understanding of vocational aptitudes;
- An understanding of vocational interests;
- A knowledge of job requirements within the range of the capabilities of the individual;
- An understanding of types of jobs available within the community and assistance in planning for relocation when needed;
- The selection of a suitable vocational goal;
- The individual's acceptance of the limitations imposed by his/her disability;
- Understanding the impact of personal relationships on the job and development of ability to relate well to others;
- Understanding the importance of personal self-care activities and development of ability and interest in performing these activities;
- Understanding and practice of good work habits; and
- An appreciation of work on the part of the individual.
- The Counselor's Role
The counselor assumes a very important role in the provision of counseling services with assistance in preparing for, finding, and holding a job.
Counseling services should be directed at the achievement of identified goals as well as directed to the solution of emerging critical needs in the life of the customer that may jeopardize job success.
Counseling techniques will vary according to the training of the counselor and disability of the customer. The following guidelines, however, should be considered when counseling and guidance services are provided:
- Counseling Session
Counseling sessions, whenever possible, should be provided at specific intervals (every week, every month, etc.) and when needs arise that require immediate attention.
- Counseling Environment
It is important that the counselor provide counseling services in an environment where as many distractions as possible are eliminated. Plans should be made for a location and time convenient to both the counselor and customer.
- Individual or Group Sessions
The counselor should consider whether individual or group counseling sessions should be provided.
- Case Recording
The counselor is responsible for adequate case recording for the counseling sessions.
The following services may be provided in Counseling and Guidance. A determination of financial eligibility is required if VR funds are provided in items 4-6.
- Counseling and guidance;
- Diagnostic services;
- Interpreter services for the deafblind;
- Maintenance (including clothes);
- Occupational and driver's licenses; and
- Transportation.
- Actions Required
Document in AWARE Case Notes information for counseling sessions
- Add needed services as required on the IPE;
- Or add substantial amendments by creating a New Plan or clone the current Plan
- Enter all purchases using a Vendor Authorization in AWARE;
- Complete the New Plan Review Datapage in AWARE for the annual review; and
- Complete and distribute authorization(s) to all parties, including the customer when requested.
- In Status Over 12 Months
Cases should not remain in Counseling and Guidance over 12 months. When the case remains in Counseling and Guidance beyond 12 months documentation must be made in an AWARE Case note.
- Move to Physical and Mental Restoration program;
- Move to Training program;
- Move to Job Ready for employment;
- Move to In Employment; and
- Move to Case Closed Not Rehabilitated.
All physical restoration cases, except those that are clearly ineligible, must be staffed with the regional manager prior to moving the case to Eligibility and Plan Development or above.
Physical or mental restoration services are those medical and medically related services which may, within a reasonable period of time, be expected to remove or substantially reduce/stabilize the disabling effects of a physical or mental condition.
Physical or mental restoration services are not provided as an only service for a physical or mental restoration case. There must be an identifiable need for at least one other substantial vocational rehabilitation service. The Vocational Rehabilitation program is not to accept a case merely to pay medical bills.
Specific individual functional limitations must be related directly to the individual's ability to perform job duties or to participate in vocational training. Stating limitations such as glare problem, cannot read, cannot drive, problem with depth perception, etc., are not acceptable unless they are tied directly to performing job tasks or participation in vocational training.
A physical or mental restoration referral must go through the eligibility and program planning process. For example: If an individual is referred to the Department for the Blind and Vision Impaired for cataract surgery, which is scheduled within a short period of time (not giving ample time to establish eligibility and develop the IPE), that individual could not be determined eligible just based on the fact he/she needed surgery.
A physical restoration referral may be eligible for VR services when there is ample time to determine eligibility and plan the VR program. It is critical to determine the specific impediment to employment resulting from the eye condition at the time of eligibility determination.
- Physical Restoration Considerations
- Long-Term Medical Cases
VR must not become involved in long-term medical cases. VR is not a medical-maintenance program. Long-term medical maintenance can be avoided by carefully evaluating a case prior to acceptance. If the case is active and medical complications become serious, the counselor may have to re-evaluate and close the case. A periodic (at least every six months) medical evaluation must be made to determine the seriousness of the customer's medical problems. For example: The diabetic who has developed medical complications or is continuously out of control may no longer be able to benefit from vocational rehabilitation services in terms of employment outcome.
- Medical Emergency
Vocational rehabilitation cannot accept and pay for services for an individual who is referred as a result of a medical emergency. For VR purposes, a medical emergency is hospitalization, surgery and/or treatment that is provided or scheduled without allowing adequate time to determine eligibility for VR services. Such individuals who are referred may be evaluated by VR if they wish to apply for services.
- Intercurrent Illness (Acute Conditions)
Vocational Rehabilitation may assume the cost for intercurrent illness when an individual is already participating in a training program sponsored by VR. If the intercurrent illness occurs as a medical emergency during the training program, VR may pay for this service if the counselor approves the payment of this service, and it is properly documented. For example, the customer at VRCBVI is injured in the dorm over the weekend and must go to the emergency room. Except for a medical emergency, VR must approve in advance the medical care for an intercurrent illness. While VR may assist with intercurrent illness (acute conditions), major medical conditions is not the responsibility of VR.
- Comparable Benefits
In providing physical or mental restoration services, comparable services and benefits must be identified, explored, and utilized. The exploration and utilization of those comparable services and benefits must be properly documented on the IPE. The primary medical comparable benefits are:
- Medical - Surgical Insurance
When the individual has medical insurance for hospitalization, medical treatments or surgical services, it must be considered and be included in the rehabilitation program for the individual. The name and address of the insurance company and the policy number will be recorded on the AWARE Application datapage and on the Financial Determination /Redetermination Statement (DBVI-70-006). (Word) The individual will be instructed to present the insurance policy or policy number to the hospital/surgeon/physician prior to receiving services.
When medical services are available through any other funding source, the hospital/surgeon/physician will be advised on the AWARE Vendor Authorization that collection from other sources should be made prior to billing the Department. The AWARE Vendor Authorization advises that VR will pay only the difference between benefits paid, if any, and the established fees or rates of DBVI.
Insurance coverage under Workmen's Compensation must be considered a primary resource and utilized in any program which requires physical restoration related to the customer's claim.
- Medicaid
When authorizing services for any customer who might be eligible for Medicaid, the Hospital Authorization (Word) - has the following statement: "This authorization is void should the customer be determined eligible for Medicaid." Should the customer be determined eligible for Medicaid, VR will pay only after the 21 days of hospitalization under Medicaid are paid.
VR will not pay any difference (if any) when Medicaid pays a physician less than the allowable surgical fee in the DRS Services Reference Manual.
- Medicare
The counselor should ascertain the individual's eligibility status for this program. If the individual is eligible, the Hospital Authorization (Word) or appropriate services will be annotated to read: "DBVI will be financially responsible for only those costs established in the DRS Medical Services Manual, Vol. II.
- General Services
The following substantial and support services may be provided in Physical and Mental Restoration. A determination of financial eligibility is required when VR funds are provided in items 6-10.
- Counseling and guidance;
- Diagnostic services, as necessary;
- Interpreter services for the deafblind;
- Translator services;
- Rehabilitation technology services;
- Physical restoration services;
- Maintenance;
- Transportation;
- Telecommunications, sensory, and other technological aids and devices; and
- Other appropriate DBVI services.
- Physical Restoration Services
Licensed medical practitioners must provide these services:
- Eye surgery;
- Medical treatment;
- Psychiatric treatment;
- Surgical treatment;
- Dental treatment;
- Physical and/or occupational therapy;
- Prosthetic or orthotic appliances;
- Drugs and supplies;
- Hospitalization (both inpatient and outpatient care/surgery and clinic services);
- Speech or hearing therapy;
- Treatment of medical complications, either acute or chronic, which are associated with or arise out of the provision of physical restoration services, or are inherent in the condition under treatment;
- Eyeglasses after surgery;
- Other medical or medically related rehabilitation services; and
- Special nurses (when requested by physician).
- Actions Required
- Complete required amendments, reviews, or add services needed on the IPE documents and record as necessary on the AWARE Case Notes.
- Complete and distribute Vendor and Direct Authorizations required to appropriate parties, including the customer.
- Process bills for payment after verifying they are correct.
- Determine the customer's available comparable benefits, i.e., Medicaid, Medicare, etc.
- Obtain needed reports for inclusion in the customer's case file, such as medical specialty exam and postoperative report. There must be documentation in the case file of the visual acuity following surgery.
- Determination of Fee
Allowable fees for medical services are recorded in the DRS Services Reference Manual, which is maintained by DRS on the Intranet). The fee limit/amount is to be documented on the AWARE Plan and Vendor Authorization.
- Payment of Bills - Medical Services
The counselor will not approve payment for any invoice for medical services until a determination is made as to what other resources (Medicaid and Medicare insurance) will pay (see Chapter 12C.1).
- Guidelines for Services in Physical and Mental Restoration
The following services may be provided, as necessary, subject to the conditions already noted in this section and the limitations established in the material that follows:
- Use of the Chief Medical Consultant of DRS:
- Individual Consideration Fees (IC)
The field staff will make requests to the VR program director who will contact the chief medical consultant who will establish the fee. Occasionally, the IC fee cannot be established until after the surgical procedure(s) is completed; when the chief medical consultant receives the discharge summary, he/she can then establish a fee.
- Establishment of Medical Fees (No Procedure Listed in the DRS Services Reference Manual)
Staff will send the CPT (Current Procedural Terminology) code and/or medical report (if already done) to the VR program director and they will forward it on to the chief medical consultant. The chief medical consultant (DRS) will give their recommendation concerning the procedure in approximately ten working days.
- Anesthetization Fee
When the cost for the administration of an anesthetic is not included in the hospital per diem rate (Anesthesiology, Volume II, Services Reference Manual), the fee will be 30% of the surgical fee or the established minimum amount. The administration of fluids, including blood, which are incident to the surgery are included in the aforesaid fee, as well as the customary preoperative examinations.
- Consultation
When needed for diagnosis, and upon the recommendation of the examining specialist, another specialist may be brought in on a consultative basis and paid according to the amounts listed in the DRS Services Reference Manual, for the particular specialist's examination.
- Hospitalization for Treatment
Hospitalization for surgical or medical treatment requires the recommendation by the proper specialist and prior review by the medical consultant:
- The original authorization for hospitalization treatment is limited to five days.
- When hospitalization is to extend beyond the original five days authorized, it must be approved by the VR counselor and documented in the AWARE case notes.
- Medical and Surgical Treatments:
- Medical Treatment
DBVI may pay for medical treatment in accordance with the DRS Services Reference Manual. Consultation with the local medical consultant as to suitability of recommended treatment for vocational rehabilitation purposes is recommended.
- Surgical Treatment
Payments may be made for surgical operations, preoperative care, and postoperative care. Payments will be made at rates specified in the DRS fee schedule. All surgical fees include 15 calendar days of routine postoperative care. Any special care, or care beyond 15 days, may be paid for in accordance with the DRS Services Reference Manual.
- Medication
Medication is not to be purchased when the customer has a pre-existing condition such as diabetes, epilepsy, etc. There is one exception: If the customer needs the medication and VR is his/her only temporary means of securing the medication. Under these circumstances, only purchase up to a 30-day supply.
Medication can be purchased for up to 90 days when the customer has an intercurrent illness or a newly diagnosed medical condition and other VR services are provided such as guidance and counseling and placement.
The cost of medication must always be less or equal to the amount allowed by Medicaid. The counselor will adhere to the following procedures when certain actions take place in purchasing medication:
- When the counselor requests a price for a medication from a vendor (prior to writing the authorization), he/she must inform the service provider that DBVI will not exceed the amount allowed by Medicaid.
- When an authorization is written to purchase medication, always include and highlight the statement on the AWARE Vendor Authorization: "For the purchases of medication, only charge no more than the average wholesale price, plus the dispensing fee in order to comply with the federal maximum cost and mandatory Virginia Voluntary Formulary."
- When the customer contacts the pharmacy for a price, the counselor must inform the customer that he/she must notify the pharmacy that the fee must not exceed the Medicaid allowable fee.
- Special Nurses
DBVI may provide nursing services by a registered nurse or a licensed practical nurse only when requested by the attending physician.
- In Status Over Nine Months
Cases should not remain in Physical and Mental Restoration for more than nine months without recording an explanation in an AWARE case note.
- Move to Counseling and Guidance program;
- Move to Training program;
- Move to Job Ready;
- Move to Employment Start; and
- Move to Closed Other (Not Rehabilitated).
When the counselor develops the Training program, guidance and counseling is the only other substantial service required to be entered on the IPE. Job placement may be entered either at program development or at the time the customer is job ready, and placement activities that are needed have been identified.
- The Training Program
- A training program may be written when:
- The individual's employment status is unemployed, unstable, marginal, grossly underemployed;
- The individual to be served lacks a marketable job skill; and
- The individual meets the criteria of a homemaker.
Training services must conform to the regulations in the DBVI and DRS Facility Manuals, Volume III (approved vendor, financial need, etc.).
If the training is not listed in the Training and Facilities Manual, approval will have to be obtained before utilizing the vendor. Provide the VR program director the following information, in order to initiate the approval process through DRS.
- Name and address of the service provider (vendor);
- Name and telephone number of contact person;
- Federal identification number (if available);
- Fee to be charged;
- Course/service description; and
- Information regarding licenses, accreditation etc.
After receiving the vendor approval request information from the VR program director, DRS will send a "service agreement" form to the potential vendor. The VR program director will be notified by DRS when the vendor has been approved, and the VR counselor will then be notified if the vendor can be used.
- Counselor's Role
The counselor is responsible for maintaining close contact with the customer and vendor(s) when training services are provided. Case Notes should include date of contact and pertinent information secured by the contact(s) with a minimum of one Plan Review every six months using the AWARE New Plan Review datapage. The following material will guide the counselor in assuming responsibility for training cases:
- Determine date that services were initiated or completed in Training and record date(s) on the AWARE Plan datapage.
- Counseling and guidance services will be provided to the customer with emphasis on satisfactory completion of the training program.
- Prior to the initiation of a training program, a report system should be considered. The progress of the customer will be reviewed by the use of the report system as established, i.e., report cards, VRCBVI progress reports, or other monthly training progress reports. The counselor must inform each customer that he/she is required to secure and mail a copy of his/her grades immediately following each grading period to the VR counselor.
- When a customer is not making satisfactory progress in a training program, the counselor and customer will discuss the lack of progress. Adjustments to the program will be made as warranted, and adjustments are subject to VR regulations (e.g., termination or modification of program tutorial services or other course of action).
- The counselor will process correct and appropriate bills from the vendor. Bills for books will be itemized and will be processed upon receipt of the bill.
- NOTE: When bills are for tuition, maintenance, or fees provided by state-owned and operated colleges, payment will be made by use of an AWARE Vendor Authorization and the attached Interagency Transfer Invoice (IAT) submitted by the college. When a state-owned college has a privately operated bookstore, bills for books will be paid by the use of an AWARE Vendor Authorization. Private colleges and private training programs will also use the AWARE Vendor Authorization process.
The following services may be provided in Training. A determination of financial eligibility is required when VR funds are provided in items 8-16:
- Counseling and guidance;
- Diagnostic services, when necessary;
- Interpreter services for the deafblind;
- Reader services;
- Placement activities;
- Supported employment (see Chapter 9L);
- Adaptive equipment;
- Maintenance: Department funds will not be used to sponsor customers in community colleges other than those nearest to their home, unless the program desired is not available at the college nearest to the customer's home.
- Telecommunications;
- Training services - vending stand, VIB, etc.;
- Transportation;
- Equipment;
- Books and supplies;
- On-the-job training;
- Job coach training; and
- Other services, such as services to family members.
VR customers, including those in summer work, are trainees not employees when all of the following criteria apply:
- The training, even though it includes actual operation of the facilities of the employer, is similar to that which would be given in a vocational school.
- The training is for the benefit of the trainee or student/customer.
- The trainee or student/customer does not displace regular employees but works under their close observation.
- The employer that provides the training derives no immediate advantage from the activities of the trainee or student/customer and, on occasion, his/her operations may actually be impeded.
- The trainee or student/customer is not necessarily entitled to a job at the conclusion of the training period.
- The employer and the trainee or student/customer understand that the trainee or student is not entitled to wages for the time spent in training.
- Specific Training Programs
- Apprenticeship Training
When the vocational objective of an individual is an occupation that may use apprentices, contact should be made with the Department of Labor and Industry, Richmond, Virginia.
- Business Schools and Business Colleges, Trade and Technical Schools, and Two-Year College Terminal Courses
The department may purchase training for qualified individuals in any approved business, trade, or technical school which provides adequate training for blind and visually impaired customers. The training institution selected must be on DRS's approved list (refer to DRS Training and Facilities Manual -Volume III).
When a training institution must be used which is not on the approved list, approval may be granted by requesting individual consideration from the VR program director.
- College and University Academic Training
A comprehensive discussion of academic training at colleges and universities will be found in Chapter 9A - Training Programs.
- Correspondence Study
Vocational correspondence study is not practical in most cases. The limitations in equipment and training materials and in the opportunity to practice a skill, with prompt correction of errors by an instructor, make it difficult for an individual to satisfactorily prepare for employment by this method.
When this training is used, the counselor must determine that the individual: (a) is intensely interested in the chosen field of work; (b) has sufficient intelligence as shown by standardized tests or past performance in the academic field; (c) has adequate time to devote to the study of the course; and (d) has demonstrated ability to work alone. These conditions must be documented on the AWARE Plan Review datapage.
For college type of correspondence training, fees will be determined by the rate charged by the institution. The maximum fee paid will not exceed that established in the DRS Facility Manual, Vol. III.
In all correspondence courses, the total price of the course will be divided by the number of lessons and the resulting quotient will be the price for each lesson. DBVI will pay for each lesson completed by the individual, or the institution may bill the agency at the end of a fixed period for the lessons completed during that period. Under no circumstances will payment be made in advance, but a reasonable enrollment fee may be paid, as well as any necessary charges for books and training materials at the time supplied.
Under no circumstances will the agency pay any time payment or delayed payment rate of tuition.
- On-The-Job Training (OJT) (See Chapter IX, 9G)
- Work Experience Training (See Chapter IX, 9H)
- Tutorial Training (See Chapter IX, 9I)
- Summer Work Programs (See Chapter IX, 9J)
- Work Adjustment Training (See Chapter IX, 9K)
- Supported Employment (See Chapter IX, 9L)
- Job Coach Training Services (See Chapter IX, 9P)
- Other Training Concerns
- Mandatory Fees
DBVI financial assistance for the payment of mandatory college fees may be available for those individuals who are financially eligible when no other resources are available.
- Required Textbooks and Supplies
DBVI has a maximum amount of financial assistance for required textbooks and supplies (pencils, paper, etc.). The amount of these fees will be found in Chapter 7A - Financial Measures.
- Required Training Materials
Required training materials may be provided by DBVI to those financially eligible.
- Expensive Training Programs (excluding colleges/universities)
Expensive training courses are defined as those that cost $1,000 a month or more. When a counselor uses one of the expensive training courses, the program must be justified and reasons for utilizing the program must be documented in an AWARE Case Note.
- Actions Required
- Add needed services as required to the IPE;
- Or add substantial amendments by creating a New Plan or clone the current Plan, send IPE to customer.
- Record appropriate information in AWARE Case Notes or on a New Plan Review datapage;
- Complete and distribute AWARE Vendor/Direct Authorization(s) to all appropriate parties, including the customer when requested;
- Process bills after verifying they are correct; and
- Secure grades or progress reports as specified in the IPE.
- In Status Over 12 Months
Cases should not remain in Training over 12 months. Exception to this is in various training programs that generally require more than one year to complete (i.e., college training, etc.).
- Move to Counseling and Guidance program;
- Move to Physical and Mental Restoration program;
- Move to Job Ready;
- Move to Employment Start; and
- Move to Closed Other (Not Rehabilitated After Plan is Initiated).