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  2. Vocational Rehabilitation
  3. Policy and Guidance
  4. Eligibility and IPE Developments

Extension Process for Eligibility and IPE Development

Issued March 2016; Updated September 2021

Purpose

To review the importance of processing a case properly from application to IPE development. Below contains processing requirements and best practice suggestions.

Rationale

DVR is required to provide eligibility determination and IPE development in a timely manner. The Workforce Innovation and Opportunity Act (WIOA) states, "an eligibility determination must be made within 60 days, unless: exceptional and unforeseen circumstances beyond the control of the designated State unit preclude making an eligibility determination within 60 days and the designated State unit and the individual agree to a specific extension of time."

Eligibility Extensions for Eligibility/Order of Selection (OOS) Assessment Service Authorization

DVR staff should take steps to complete eligibility timely. These steps include completion of DVR forms including releases of information (ROIs) related to disability documentation and functional limitations, and other relevant information. Provide this information to the Eligibility/OOS assessment service provider.

The provider will seek ROI(s) and necessary medical documentation. It is important for DVR staff to communicate via IRIS messaging with the Eligibility/OOS Assessment provider the status of ROIs DVR discussed with the consumer and review the previous case record to determine if past records should be attached and reviewed.

In some cases, eligibility cannot be determined by the 60-day deadline. In these instances, start the extension request 45 days after the date of signature on the application to ensure that the supervisor can process and approve it prior to 60-days' elapsed time.

The Eligibility/OOS assessment service provider will contact the applicant, explain the need for the extension, and obtain their approval. Once the applicant has agreed to the extension, the service provider will forward the extension request to the DVR point of contact for approval. The supervisor will review the extension request in IRIS. The Eligibility/OOS assessment service provider may retain the case to complete the service or forward it to the local DVR office given individual case circumstances.

Criteria that must be included for extension approval:

  1. A description of the circumstances beyond the control of the applicant and DVR that created the need for an extension
  2. A description of any assessment activities that will occur
  3. Steps that will be taken to complete the process and timeline
  4. Date by which the Eligibility will be processed; and
  5. Applicant agreement with the extension.

If the Eligibility/OOS assessment service provider can't reach the applicant or they don't agree to the extension, the attempts will be documented in the case file and returned to the DVR point of contact for further action.

If an applicant cannot be reached or fails to engage after using multiple methods including the preferred mode of contact, DVR staff should consider case closure.

If eligibility cannot be completed by the identified deadline in the extension, the supervisor should renew and approve it prior to the deadline. The renewal request must also include why the deadline cannot be met and reason(s) provided that are beyond the control of the applicant and DVR.

Eligibility Extensions with Local Processing

In some circumstances, DVR staff gather information for eligibility and processes the determination themselves. DVR staff should complete eligibility and OOS timely. These steps include helping applicants complete DVR forms such as ROIs related to disability documentation and functional limitations, verify federal requirements, and review any other relevant information to complete the eligibility and OOS determination.

In some cases, eligibility cannot be determined by the 60-day deadline. In these instances, start the extension request 45 days after the date of signature on the application, to ensure that the supervisor can process and approve it prior to 60 days' elapsed time.

DVR staff will contact the applicant, explain the need for the extension, and obtain their approval. Once the applicant has agreed to the extension, forward the extension request to the supervisor. The supervisor will review the extension request in IRIS.

Criteria that must be included for extension approval:

  1. A description of the circumstances beyond the control of the applicant and DVR that created the need for an extension
  2. A description of any assessment activities that will occur
  3. Steps that will be taken to complete the process and timeline
  4. Date by which the eligibility will be processed; and
  5. Applicant agreement with the extension.

If an applicant cannot be reached or fails to engage after using multiple methods including the preferred mode of contact, consider case closure.

If eligibility cannot be completed by the identified deadline in the extension, the supervisor should renew and approve it prior to the deadline. The renewal request must also include why the deadline cannot be met and reason(s) provided that are beyond the control of the applicant and DVR.

IPE Extensions

WIOA states, "--The individualized plan for employment must be developed as soon as possible, but not later than 90 days after the date of determination of eligibility, unless the State unit and the eligible individual agree to the extension of that deadline to a specific date by which the individualized plan for employment must be completed."

IPE development can begin once the applicant is found eligible and placed in an open OOS category. DVR staff should complete the IPE timely. These steps include scheduling appointments with the consumer to gather information or finish activities necessary to complete an IPE as soon as possible. Building rapport with the consumer during this period will also assist in the successful completion of the IPE. (See information in the Rapid Engagement Tip Sheet.) (Internal Only)

Request an extension if DVR staff and the consumer agree that additional time is necessary, and the IPE cannot be written in the allowed 90-day period. Complete and approve the extension request before day 90.

Criteria that must be included for approval of an extension:

  1. A description of the circumstances beyond the control of the consumer and DVR that created the need for an extension
  2. A description of any assessment or other activities that will occur
  3. Steps that will be taken to complete the process and timeline for those steps
  4. Date by which the IPE will be processed; and
  5. Consumer agreement with the extension.

The request should be completed in IRIS to allow for tracking.

If a consumer cannot be reached or fails to engage after using multiple methods including their preferred mode of contact, DVR staff should consider case closure.

If the IPE cannot be completed by the identified deadline in the extension, the supervisor should renew and approve it prior to the deadline. The renewal request must also include why the deadline cannot be met and reason(s) provided that are beyond the control of the consumer and DVR.