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CHAPTER 8 G

Assistive technology services

  1. Assistive technology services Mission Statement
    The goals of assistive technology services are to optimize employment outcomes of individuals with visual disabilities; including those with secondary disabilities, provide technical support to DBVI staff, customers and current or prospective employers of persons with visual disabilities and those with secondary disabilities. Assistive technology services increases public awareness of the availability of assistive technology and its proper implementation to enhance the employability of persons with visual or secondary disabilities. Assistive technology services creates individualized solutions by employing the most currently available and most appropriate assistive technology, professional techniques and practices. Assistive technology services works cooperatively with other team members to empower those persons with visual and secondary disabilities to achieve their greatest possible level of independence.
  2. Assistive technology services Staff
    The assistive technology services staff has continued to grow and change in respect to the needs of the agency. The following positions comprise the assistive technology services staff.
    1. Chief Rehabilitation Engineer
      The chief rehabilitation engineer operates as the director of assistive technology services and, as such, provides all of the services covered by the rehabilitation engineer. The chief rehabilitation engineer also develops and coordinates a statewide field-based program of rehabilitation engineering and technical assistance to agency customers and staff and to current and prospective employers of individuals with visual disabilities and secondary disabilities. The chief rehabilitation engineer advises agency management and field staff regarding the proper selection and installation of assistive computer technology. The chief rehabilitation engineer consults with the rehabilitation engineers and the technology resource specialist on particularly difficult client and employer situations to identify and implement the best solution.
    2. Rehabilitation Engineer
      The rehabilitation engineer provides complete and thorough evaluations of the assistive technology needs of individuals with visual disabilities and persons with secondary disabilities. The rehabilitation engineer recommends, develops and installs appropriate solutions to meet customer needs. The rehabilitation engineer provides on-site support when needed; telephone and email support where appropriate. The rehabilitation engineer makes any modifications to the technology necessary to ensure operation at maximum potential and benefit to the customer.
    3. Technology Resource Specialist
      The technology resource specialist maintains a telephone help line to assist agency customers, staff, employers of individuals with visual disabilities and persons with secondary disabilities, and the public with assistive technology issues. The technology resource specialist provides verbal and/or written information regarding various products utilized to make information accessible for individuals with visual disabilities and persons with secondary disabilities. The technology resource specialist monitors the DBVI Access Technology Services Lab, assisting with demonstrations and training in the lab. The technology resource specialist coordinates communication between the rehabilitation engineers, other DBVI field staff and customers.
  3. Assistive technology services Overview
    Assistive technology services comprise the following areas of responsibility.
    1. Technical Support
      Members of the assistive technology services staff provide technical support to DBVI field staff, VRCBVI staff, customers, and prospective employers of individuals with visual disabilities and persons with secondary disabilities. Responsibilities in this regard include conducting extensive customer evaluations, developing conceptual solutions and translating these solutions into effective workstation design or restructuring. Support includes installation of the assistive technology, follow-up with the customer, vocational rehabilitation counselor and employer, as needed and repair or replacement of malfunctioning assistive equipment.
    2. Consultation
      The rehabilitation engineers are available for on-site consultation with current and prospective employers of individuals with visual disabilities and persons with secondary disabilities as a technical resource where questions exist with regard to the modification of equipment on the work site. The rehabilitation engineers direct proper selection, installation and use of assistive technology.
    3. Coordination of Services and Technology
      The rehabilitation engineers direct all assistive technology, computer related activities and research for VRCBVI, DBVI staff, and customers, assuring that equipment and techniques are current and address the changing needs of the customer. The rehabilitation engineers provide training to agency staff in the effective use of the assistive technology as needed. The rehabilitation engineers research new assistive devices and technology to remain current on the latest techniques and trends. The rehabilitation engineers develop, build, test and implement custom assistive technology solutions where off-the-shelf technology does not exist or is less appropriate.
    4. Technology Liaison
      Members of the assistive technology services staff serve as technical resources to various committees and groups as assigned; ensuring that these groups are fully aware of the latest implementation techniques and technology. Members of the assistive technology services staff assist in the development of public information programs designed to acquaint the general public with the abilities of those workers with visual disabilities and those with secondary disabilities.
  4. Criteria used by Assistive technology services Staff to prioritize Referrals for Assistance.
    The following are the prioritization criteria for used by assistive technology services staff.
    1. Active DBVI Vocational Rehabilitation Cases
      Priority for assistive technology services will be given to active DBVI vocational rehabilitation customers. All requests for assistive technology evaluations must be made in writing using one of the following methods:
      1. Referral for Assistive Technology Evaluation Form.
      2. A localized version of the Referral for Assistive Technology Evaluation Form, developed by the regional rehabilitation engineer and their supervisor.
      3. An electronic version of either form sent through the email or submitted via the web site.

Requests for any technical assistance or intervention other than an assistive technology evaluation must be made in writing using one of the following methods:

      1. A memo that includes the customer contact information, all appropriate site contact information, the nature of the request, and the requested date of completion.
      2. A localized version of a form, developed by the regional rehabilitation engineer and their supervisor, that supplies the customer contact information, all appropriate site contact information, the nature of the request, and the requested date of completion.
      3. An electronic version of either form or memo sent through the email or submitted via the web site.
    1. Consultation with VRCBVI Staff
      VRCBVI assistive technology evaluations must include consultation with the rehabilitation engineer. If the engineer is unavailable for consultation, a written memorandum with the evaluation attached should be submitted to the engineer who will respond via written memorandum or email within 10 workdays.
    2. DBVI Personnel Referrals
      Referrals for services may be made for DBVI personnel via written request. The rehabilitation engineer will contact the recipient of services within 10 workdays to schedule an evaluation if necessary. For research issues such as the feasibility of interfacing various technologies, a written request will receive a response within 10 workdays. If additional research is necessary beyond the 10 workday deadline, this will be indicated in the response.
    3. DBVI Operational Team Consultation
      Consultation with various committees, teams and groups established by DBVI will be made as the service schedule allows. The meetings for such information exchange are usually scheduled with sufficient time to allow for scheduling conflicts to be easily resolved. Priority will be given to DBVI customers needing evaluations in order to gain or keep employment.
    4. DBVI Customers who are not VR Customers
      RT/IL, ES and DB customers not participating in the VR program may be served by the rehabilitation engineer as the engineer's time and workload permit. The top priority will be to serve the VR customers. Referral and service procedures in such instances will generally be the same as for VR customers. The program director must be copied so that they are aware of the request when the engineer contacts them to arrange for funding the engineer's time. The program director may opt to use other resources if funding is not available to pay for the engineer's time. In all cases a written request must be submitted to the engineer in one of the following forms.
      1. A memo, copied to the program director, that includes the customer contact information, all appropriate site contact information, the nature of the request, and the requested date of completion.
      2. A localized version of a form, copied to the program director, developed by the regional rehabilitation engineer and their supervisor, that supplies the customer contact information, all appropriate site contact information, the nature of the request, and the requested date of completion.
      3. An electronic version of either form or memo sent through the email or submitted via the web site and copied to the program director.
    5. Outside Consultations
      Consultations with employers who seek information regarding assistive technology for individuals who are not DBVI customers or who do not fulfill the criteria listed elsewhere in this section may be obtained by written request to the rehabilitation engineer who will schedule such consultations as the services schedule allows. Priority will be given to DBVI customers who need evaluations in order to gain or keep employment.
    6. Special Events
      Arrangements can be made for special events and activities for public relations or other reasons based on the same scheduling criteria detailed in the item listed above which deals with consultation with committees.
  1. The Referral Process for Rehabilitative Technology Services
    1. Referrals which require the Referral for Assistive Technology Evaluation Form, Localized version of the form, or electronic version of the form via web or email as described in the previous section:
      1. Referrals for all active DBVI vocational rehabilitation customers who need an assistive technology evaluation require the Referral for Assistive Technology Evaluation form.
      2. VRCBVI staff referrals should be also completed with a Referral Assistive Technology Evaluation form.
    2. All other referrals require a written memorandum which should include:
      1. Counselor's or other caseworker's name, telephone number
      2. Date of referral
      3. Customer's name, telephone number
      4. Date requested for the evaluation, site visit, consultation, etc.
      5. Indicate the needs and circumstances of the customer
      6. Indicate the urgency of the request, i.e., customer going to work on a certain date, must have equipment repaired or replaced by a certain date, etc.
      7. For special event requests, include relevant contact information
      8. If the referral is not a vocational rehabilitation referral, a copy must be submitted to the appropriate program director.

The rehabilitation engineer will respond by electronic mail or by traditional written memorandum within 10 workdays of receipt of the referral for assistive technology evaluation or departmental memorandum requesting consultation with a date established for the evaluation. Following the consultation, the engineer will submit his recommendations, where appropriate, to the counselor within 20 workdays.

  1. The IPE and Assistive technology services
    Assistive technology services provided by the DBVI rehabilitation engineer must be included by the counselor on the IPE (status 12 and above).
    Once the counselor has determined assistive technology services are needed, at IPE development or later, it is permissible to make one entry on the IPE to cover the service to be provided by the DBVI rehab engineer for the duration of the case (use service code S6006). In order to show the service to be provided until case closure, service dates would be from date of referral to the rehabilitation engineer to vocational goal date. Other assistive technology services, such as assistive equipment, etc. not provided by the DBVI rehabilitation engineer, would be entered on the IPE at the time they are planned.
    When requested by the VR counselor, an assessment may be provided by the DBVI rehabilitation engineer in status 10 if needed to help determine the vocational goal. If assistive technology services are still needed after the IPE is developed, they will be included as a component of the IPE.
  2. Assistive equipment obtained from central stock maintained by the chief rehabilitation engineer.
    In some situations where there is an immediate need for computer equipment the chief rehabilitation engineer maintains some equipment in stock that can be accessed for the customer. Good planning and the more streamline purchasing procedures will allow the VR counselor adequate time to make most purchases without going through the rehabilitation engineer. When it is necessary to obtain equipment maintained in stock by the chief rehabilitation engineer the following procedures will apply:
    The vocational rehabilitation counselor must consult with the rehabilitation engineer in the regional office, or the rehabilitation engineer assigned to cover the office, before requesting equipment to be issued from central stock. All equipment provided must be included on a customer's IPE.
    Procedure for reimbursing DBVI Access Technology Services for technology purchased from central stock.