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Should the three months of Student Work-Based Learning Retention be on separate Purchase Order (PO) lines (so not "3 quantity" style)?
Yes, each month of service should have its own PO line.
If the student is hired as a result of an I/TW, must both Student Work-Based Learning (SWBL) Development and Internship/Temporary Work (I/TW) have been authorized in order to pay?
No. Per the DVR Fiscal Manual, the service should be authorized within 10 days of the Hire notice. If a student is hired from an I/TW, the SWBL technical specifications would be used starting with the Work Based Learning Experience Development service.
When authorizing Supported Employment (SE) Job Development, should Job Retention also be authorized because the SE provider is required to complete the Job Retention form?
While the service provider may use the same report for both activities, the authorizations are still separate. Per the Fiscal Manual:
Purchase Order Procedure for Job Development (JD), Supported Employment (SE) Placement, Individual Placement and Support (IPS) Placement, and Customized Employment (CE) Placement and Hire:
How does a staff person create a PO with three lines and different time frames? For example:
Per the Fiscal Manual:
It is important to keep financial activity clear and concise. This means developing purchase orders using reasonable timeframes and encumbering funds for the shortest time necessary. This practice will also assist the vendor and other DVR staff in efficient processing of receiving activity and payments.
In this case, a single PO could be developed that separates the services into different lines:
Since the Supported Employment ongoing training is a minimum of 90 days, and payment is made on calendar months, then practically all individuals need to be authorized for four months, correct?
Three months of monthly Systematic Instruction (SI) should be authorized at the time of hire. DVR is required to wait 90 days from the start date before transitioning the consumer to long-term support funding; however, not all three months of monthly SI may be needed if good natural supports are in place and the consumer does not require SI to do their job up to employer expectations after three or fewer months of SI. We would authorize for a 4th month of monthly SI if 90 days has not yet elapsed and the consumer still needs monthly SI.
Will there be sample reports provided for reference, so providers know what information or data is required?
Because each consumer and their circumstances are unique, DVR has avoided providing examples of completed reports, and encourages providers to approach each new report with a fresh perspective to ensure services respond to the needs of the individual are delivered.
What Purchase Order do we record when someone is authorized for more than one service (for example, Supported Employment and Internship/Temporary Work or Student Work Based Learning and Internship/Temporary Work, etc.)?
Please list both PO numbers.
What do we check for someone who is authorized for more than one category for example, Supported Employment and Internship/Temporary Work or General Job Development and Internship/Temporary Work?
Please check both services.
With building on the reports month after month they could get long. In the past we have run into the problem of files being too large to upload. Do you expect this to be an issue? How should we address this?
Additional text will not cause the files to be too large. Files become too large to upload when they are scanned as images. Previously, reports with signatures required scanning. Because signatures are no longer required in most cases, we anticipate the need to scan will be rare. In cases where a scanned signature is needed or desired, DVR recommends scanning the signature page and uploading that separate from the rest of the file.
If services started in June, but are completed after July 1, does the provider use the new report?
In general, providers should use the report that was in effect when the services were delivered. If, however, you began a service (for example, a Career Profile) using the old template, you may submit that report. It is expected that the new report templates will be used exclusively in August 2020 unless otherwise noted.
Under the Recommended Strategies section can you clarify what might go in the "Promising solutions (current, past or potential)" section?
In this section, providers should record strategies to address barriers identified elsewhere in the report; those that have been effective in the past, those currently in use, and any other suggestions the provider has for promising strategies to try in the future. It may be necessary for the provider to ask others familiar with the consumer for this information.
When do we begin using the new report templates once the tech specs change over on July 1, 2020?
Services authorized prior to July 1 should use the old format and template and should be paid the previously published amount for the service. It is expected that the new reports and new fees be used for services completed after July 1.
The Job Development Plan Technical Specification states the first portion of the plan is the deliverable for this service. Elsewhere, the Initial Employment Support plan is referred to as "optional". Is it optional to use DVR's template, but still required? IS there a payment for the Initial Employment Support Plan?
Job Development Plans have been added to the Individualized Placement Services (IPS), Supported Employment (SE), and Customized Employment (CE) Technical Specifications. The Job Development Plan and Monthly report should be used whenever this service has been authorized and is not optional.
The Initial Employment Support Plan is the only report that is optional, and has been included in the IPS, SE, and CE Tech Specs. There is no payment for this optional report, however, it is a recommended step in the IPS process.
We noticed the Job End Report has been removed; are we no longer required to complete one?
Correct, this report has been removed. Instead, the information should be recorded using the Job Hire and Retention Report.
There was mention of submitting for approval by Vocational Rehabilitation Counselor (VRC) and Consumer. What is the report I am to be using?
The specifics of the Internship/Temporary Work (I/TW), corresponding to the fields from I/TW Agreement, are required, but these can be submitted for review by email. Given that Opportunities Inc. requires the I/TW Agreement, providers may find it beneficial to use that form from the start, but it is not required at that stage to gain VRC approval.
Which reports should I use when I am working with a consumer to find an Internship/Temporary Work (I/TW)?
We eliminated the Internship/Temporary Work Report in response to the volume of complaints about the redundancy of these reports. When working toward an I/TW with a consumer, consider this as a "Hire" for the purposes of your reporting. As such, use the Job Development Plan and Monthly Report to update DVR on progress toward placement.
After the terms of the I/TW have been agreed upon, detail them in the Hire and Retention report making sure that the I/TW box is checked to identify what service is being reported.
During the Internship and Temporary Work, if you are providing Systematic Instruction, please use that report to record your efforts. Otherwise, use the Job Hire and Retention Report for this purpose.
There is no longer a Final I/TW Report. Please use the space available in the Job Hire and Retention Report to detail the information about the consumer gathered during the Internship and Temporary Work.
Do we still need to complete Internship/Temporary Work Agreements?
Because they are legal agreements between Employer, Provider, and Consumer concerning wages and other responsibilities, they are still necessary, and the only form that still needs a signature.
Can you clarify what this means on the Job Development Plan and Monthly Report?
"If a report is for development of an I/TW and no IPE has been created, complete only Italicized items."
In circumstances where the I/TW has been authorized for the purposes of assessment (that is, prior to IPE development) the provider does not need to complete the entire Job Development Plan Report, since that has not been authorized.
Are we expecting vendors to complete a job plan and monthly reports when an Internship/Temporary Work (I/TW) is the only service authorized and no Job Preparation and Development Plan is authorized?
For cases where the only service authorized is the I/TW, the report contains instructions for which sections to complete.
For clients for whom we have completed Job Development Plans and started monthly reports, do we switch to the new form or continue with the old one? If we switch to the new form, do we need to re-enter the prior information?
We expect the provider to transfer the information to the new form when the Job Development plan is next updated.
If a Job Development Plan is in process, but won’t be complete prior to July 1st, do we need to complete the new report?
Job Prep authorizations issued prior to July 1 can use the old form, though providers may find it beneficial to switch to the new form, as they will be required to use it for Job Development reporting purposes in the following months.
Job Development Plan states that a resume is required, what about for people with little work history or who's job goal is entry level and does not require a resume?
The need to represent consumers' skills and abilities to employers remains an integral part of the job preparation activities. If the provider feels a completed sample job application, work history form, visual resume or another mode of transmitting this information would be more effective, the provider should discuss what best meets the need of the consumer with the counselor to find an agreeable format.
In the months following a Hire we continue to use the same report and mark which month we are reporting on with the details. With each additional month, should we keep adding to the same report, OR do we have the job hire information and then Month 1 retention details, the job hire information and then Month 2 retention details, etc.
We believe it will be most helpful to add the details from the current month to those from the previous month, which will facilitate review of the consumer's progress and provider efforts to foster independence. In short, add to the report month after month.
Will the Job Task Analysis and Skill Instruction portion need to be completed/uploaded monthly along with the Job Hire and Retention Report?
When hourly systematic instruction has been authorized, the provider should use the Job Task Analysis and Systematic Instruction report. When it has not, the Provider should use the Job Hire and Retention Report. Instructions to this effect will be added to both reports.
The Job Hire and Retention Report has three checkboxes: Month 1, Month 2, and Final Month. Are these calendar months like supported employment or should we interpret them as 30-day increments (first 30 days, second 30 days, final 30 days)?
The Student Work-Based Learning tech specs clarify that the $500 payment can be made at the 30, 60, and 90-day intervals. Job Development Retention periods should be counted in the same way. Supported Employment Systematic Instruction, on the other hand, is authorized, and reported upon as calendar months. For the purposes of Supported Employment authorizations, one day of service in the month counts as the whole month.
Has the Student Readiness Plan Report been completely replaced by the Job Development Plan and Monthly Report?
Please explain the Support Employment Coordination Plan Section.
The coordinated plan section included in the DVR reports is intended to provide an opportunity for the members of the SE team to reach agreement about the next steps of the employment process for the consumer. Respective agency plans (IPE, Member Centered plans, etc.) should be discussed and the services contained in those plans should be coordinated to benefit the consumer and to further their goals for employment.
What is the 'assessment' that the Career Profile refers to in the recommendations section of report?
The assessment is the Career Profile itself. In other words, based on the entirety of what was found through the process of completing the Career Profile, is supported employment recommended?
If a provider is authorized for a service prior to July 1 and the amount for that service changes after July 1, which rate do they get after July 1? Should DVR staff revise the authorization when the provider invoices?
Services for which the fees have changed will be adjusted upon completion. That is, the provider may receive an updated authorization with the updated amount. If you do not, you can invoice at the new rate and the PO can be adjusted by DVR. For many of the services, this will mean an increase. Only Student Work-Based Learning retention will be lower, but this should be mitigated by Systematic Instruction authorizations, when those services are required.
There are spaces for signatures on some Supported Employment (SE) reports, but I also heard signatures are no longer required. Why is that?
In Customized Employment (CE), Supported Employment, and Individual Placement Services (IPS) there are three points in the process where documentation of agreement is required by the team. The report includes a space for signatures. Gathering signatures is preferred, but not required. It is expected that the report will be shared with members of the SE team upon request.
Here is a breakdown of signature and meeting requirements:
When a Consumer does not want to disclose disability, and a provider is providing off site support is a Task Analysis listing the off the job support necessary?
Offsite supports are allowed.
Per tech spec:In certain circumstances, offsite supports consumers may be provided outside of the DVR technical specifications. These types of support requirements must be detailed, including parameters for contact, and must be based on the consumer's disability needs or unique work environment. For example, a consumer's employer may not allow an instructor onsite. In this case, phone calls, emails, etc. to the consumer may be provided as 'offsite' support. Offsite support requests will be considered and approved by DVR on a case-by-case basis.
If someone gets a job and starts without us knowing prior to the job start (which happens from time to time) how should we on handle the task analysis?
If the Employment Specialist thinks it would be helpful, contact DVR and discuss completing it as soon as the employment is identified.
At what point can Job Shadows be authorized? Before or after the IPE is completed?
Job Shadows can be authorized before or after the IPE is completed for the purposes of Assessment or Career Exploration.
Can consumers work 40 hours per week? We were told no more than 32 in previous years.
Consumers can work a maximum of 40 hours per week.
If an Internship/Temporary Work (I/TW) leads to Hire (Student Work Based, Supported Employment, Customized Employment, or Job Prep/Development and Placement), providers get paid the difference of the I/TW fee and the Hire fee. Can you explain this decision?
On one hand, some felt that because very little additional work is required when a consumer is hired after an Internship/Temporary Work, no additional payment was necessary. On the other, it wouldn't seem fair for a Hire payment to be unavailable to service providers, since a successful hire has occurred. This is an effort to recognize that a successful hire was made, while also acknowledge that DVR has, in effect, already compensated the provider for some of the work to set up the Hire.
Is there a time limit between when the Internship/Temporary Work (I/TW) is completed and an individual gets hired at the same employer for the service provider to bill on the balance of the Hire payment?
No. If the consumer previously participated in an I/TW for the business, it will be assumed that the hire resulted from the I/TW unless the provider can supply an explanation to the contrary.
What if the employer hosted an individual in one position and is hired later in another position?
If the provider feels that the Internship/Temporary Work had no bearing on the hire that occurred, they can make the case to the VRC for consideration.
Is there a push to shorten Internship/Temporary Work experiences?
The following language from the Tech. Specs. applies: An Internship/Temporary Work Experience (I/TW) will typically range from two weeks to three months and should not exceed 90 calendar days. The timeframe for the temporary work placement should be individualized, based on consumer and employer input and the purpose of the placement.
The timeframe of an I/TW should match the need of the consumer and he purpose of the I/TW. There is no need or requirement to make them shorter than 90 days.
If a consumer was involved in an I/TW that was cut short due to COVID-19 and a hire results later (so this occurred prior to change policy) is the result considered grandfathered in since the Service Provider is now starting over several 5-6 months later.
Discuss the situation with the DVR Counselor if this occurs.
Will DVR pay $625 for the Internship/Temporary Work (I/TW) service plus another $625 for the hire?
Yes. DVR has determined there are different activities and services needed at the time of the hire, and service providers should be paid in those circumstances. From the Fee Schedule and Service Notes for I/TW:
The service provider will obtain the balance of the Hire payment for the Job Search Hire fee if the I/TW becomes a permanent job placement.
May an Internship/Temporary Work (I/TW) ever be a standalone service without job development authorized?
Yes, an I/TW may be authorized as a standalone service. It is often used as an assessment prior to Job Development.
What if attempts are made to discuss the hire with the DVR counselor to, but a timely response is not received? Can they move forward with submitting the hire report?
The provider should use the space provided on the report to describe the attempts to communicate with the Counselor, including methods and dates, to support their submission for payment without the discussion. The provider may also contact the point of contact identified on the PO and share the information if the VRC cannot be reached.
For the additional $300 on hires that occur within 90 days – Is this time frame from the date on the purchase order or from the date that Job Prep is completed? Some counselors authorize for both on the same PO.
If Job Development was authorized at the same time as the Job Development Plan, the 90 days would begin on the date the plan was submitted to DVR.
The tech specs describe a "warm hand off" best practice. Can you explain that process and as how to facilitate that?
When an someone other than the person who set up the employment will be providing on the job support, it is important there be an opportunity for the employer and consumer to be introduced to this new person. In these cases, the ideal is a four way meeting ahead of the start date, where the job developer introduces the new job support provider to the employer and the consumer. When this is not possible, separate meetings to introduce the consumer to the job support provider and the employer to the job support provider can achieve the same goal. Namely, avoiding mismatches in expectations, fostering working relationships, and ensuring a smooth transition.
Can you please speak to that and the reasoning behind the following language in the Job Development Technical Specifications?
"Payment of a second hire should be a rare occurrence, and in these cases DVR management will determine an appropriate action. Factors considered include reason for termination or resignation, timely reporting, and whether the service provider fulfilled the expectations laid out in the Job Development Plan."
DVR expects that providers should attempt to match a consumer to a job that meets the expectations in the job development plan. Providers should not expect that payments will be made on serial hires for a consumer. DVR also recognizes that it is possible for a job to end through no fault of the provider and wants to be flexible when that is the case.
If a student is hired by the worksite employer following an Internship/Temporary Work (I/TW), the hire payment would be reduced, correct? Does that also apply to Supported Employment and "regular" hires?
Correct. Any permanent hire resulting from an I/TW, including Supported Employment and "regular" Job Development hires, will receive the balance of the Hire payment. From the Fee Schedule and Service Notes for I/TW:
The service provider will obtain the balance of the Hire payment for the Job Search Hire fee if the I/TW becomes a permanent job placement.
Is the Job Development Rapid Hire payment authorized for employment that does not match the Individualized Plan for Employment (IPE) goal?
It could only be paid for an employment outcome not matching the IPE job goal if all parties agree.
Is the higher payment of the hire fee within 90 days of authorization ($1,800) payable on the "hire date" or "start date?"
The fee is payable on the Hire Date per the tech specs and fee schedule.
If the Job Task Analysis is significantly modified because someone changed positions, is there an additional payment of $275 for a new Job and Task Analysis?
If a new Job and Task Analysis is required, especially when a consumer changes to a new employer or a very different job, a new PO for that service should be issued. Discuss the situation with the DVR Counselor if this occurs.
Could you touch on if a consumer needs behavioral supports on a job, how that would be handled? Is there any consideration for behavioral supports under Systematic Instruction? And would a Task Analysis still be completed?
In some more complex SE situations, including DVR consumers with behavior support plans, the SE team should convene to determine how to support behavior needs and best leverage resources to provide supports. Consult with your supervisor on these cases as necessary. For others, typical behavioral supports may be authorized and provided under a Systematic Instruction authorization. A Job and Task Analysis should still be completed to describe the anticipated support parameters. If available, other consumer specific documentation from the SE team could be used along with the Job and Task Analysis to identify potential support strategies.
Is the Job/Task Analysis required to complete in order to provide Monthly Systematic Instruction? It is required when a consumer does not disclose to an employer?
The Job and Task Analysis is a requirement to provide monthly Systematic Instruction. If a consumer has not disclosed to an employer and they still would like supports, there should be a conversation with all of the parties to determine how support could be provided. In these circumstances, it may still be useful to complete a Job Task Analysis to define how supports will be provided, and to detail a strategy for reducing those supports over time.
Will providers continue to bill monthly for Systematic Instruction for the I/TW’s?
Under what circumstances, if any, are service providers not paid the monthly Systematic Instruction. For example, perhaps they are not providing specific skill instruction?
If a provider does not provide the minimum support described below, they will be ineligible for payment:
Are Systematic Instruction hours taking the place of the Student Work Based Learning Training PO after month 3?
Yes, hourly Systematic Instruction is how all support services will be authorized and delivered to students.(07/2020)
Would Student Work Based Learning Retention at $500 continue to be authorized after DVR has determined on case by case basis?
It is more likely that additional Systematic Instruction would be authorized on a case by case basis than the $500 of Student Work Based Learning Retention payments.
Do the "clocks" for Retention and Transition to Long Term Support start after the last service is completed or directly after hire? If a person needs Systematic Instruction, can it be authorized simultaneously?
Based on the language in § 361.56 (b) The individual has maintained the employment outcome for an appropriate period of time, but not less than 90 days, necessary to ensure the stability of the employment outcome, and the individual no longer needs vocational rehabilitation services, the "clocks" for Transition to Long Term Support and Retention start immediately after hire, and Systematic Instruction can be authorized simultaneously if needed by a consumer.
Will every student be authorized SWBL Retention or is this again a situation where the consumer has to request retention services?
It is expected that the vast majority of students will require and have retention service authorized. Circumstances may arise where support is completely unnecessary or cannot be delivered. In those cases, DVR cannot authorize unnecessary or undelivered services.
If the job of a consumer participating in a Student Work Based Learning Experience ends on any day between day 31 and day 59, can the provider bill for the second interval of $500? Or does consumer have to work through day 60 to bill for second interval of $500?
Yes, a provider can bill for the full payment, even when the consumer did not keep their job for the full 30-day period.
Is the Student Work Based Learning Retention to be the equivalent of the Job Retention in Job Prep, Development and Retention tech specs now that soft skills and technical skills are no longer being split between Skill Instruction hours and Student Work Based Learning Training?
Correct. The elimination of the need for different skill instruction authorizations has allowed Student Work-Based Learning Services to parallel adult services.
How does hourly Systematic Instruction (SI) work with the $500 monthly retention for students?
The revised technical specifications reflect a change in RSA guidance. Previously, only soft skill instruction was coded as Pre-ETS, so the student work-based learning training fee was $900 ($500 retention + $400 soft skill training) and SI was authorized separately.
Now, any skill instruction a student needs (soft AND hard work skills) is eligible as a Pre-ETS service and can be authorized using the hourly SI fee schedule. The retention fee parallels the adult retention fee – $500 for each 30-day period following placement.
Are workplace tours still required to complete the Career Profile?
Workplace tours or informational interviews are no longer required as part of the IPS or SE Career Profiles. Job Shadows are still available and encouraged for career exploration, however. The information from any job shadows would be collected via the dedicated Job Shadow report.
The new career profile and job development plan both have transport sections now. Can we just copy the info from the Career Profile to Job Development Plan or is there intended to be a change between those reports? If the consumer already has an established transport in place that they've been using and prefer, can we consider other options 'not applicable' or is the intention to revisit all possibilities?
There is no need to revisit transportation again if this has been completed as part of a Career Profile. Because the majority of DVR consumers do not complete a Career Profile, it was included in the Job Development Plan document. Transportation options should be reviewed and updated if the situation changes. If a consumer has a preferred and available mode of transportation it is acceptable to write in N/A in those sections. Please update the grid if a situation changes.
Who is expected to fill out the bottom portion of the Initial Employment Support Plan? The whole support team?
The intention is for the provider to complete the form using all the information at their disposal, including input from the consumer and other members of the team, to the extent possible.
A Job Task Analysis and Systematic Instruction Report is paid at a rate of $275 for the Job and Task Analysis and $45/hr for coaching for all Internship/Temporary Work experiences even if they are a Supported Employment Consumer?
Per the Technical Specification:
For consumers needing on-the-job site supports for any non-SE activity (training program or I/TW), Job Task Analysis and Systematic Instruction will be provided at the typical fee and hourly rate. Permanent positions and On-the-Job Training (OJTs) for SE and CE consumers will receive the monthly Systematic Instruction rate of $1,000 per month, $800 per month for IPS.
If the Supported Employment Consumer is already currently employed, does the Job Task Analysis need to be done on the Job Task Analysis and Systematic Instruction report or just the Systematic Instruction portion?
A Job and Task Analysis is a prerequisite to proper Systematic Instruction, as it informs the support that will be provided. DVR believes Systematic Instruction performed without completing a thorough job and task analysis will be less effective. It is impossible to provide intentional support of tasks and develop a deliberate fading strategy without a comprehensive understanding of the tasks, and the environment in which they will be performed. If a Job and Task analysis has already been done prior to July 1, 2020 and SI has started, contact the DVR staff and discuss the situation.
For individuals that will transition to Long Term Support after July 1st, will they still be eligible for the Transition Purchase Orders if they haven’t had a documented 60-day meeting as required after July 1st?
DVR counselors and providers should make every effort to schedule a 60-day meeting as required by the Memorandum of Understanding between DVR, Department of Public Instruction, and Department of Health Services.
When is it necessary to collaborate with Long-Term Supports to provide Behavioral supports?
When the supported employment team can foresee the need for support after DVR case closure, the Long-Term Care provider should be consulted as soon as possible. Behavioral Supports may be authorized and provided under a Systematic Instruction authorization. A Job and Task Analysis should still be completed to describe the anticipated support parameters. In some more complex situations, the SE team should convene to determine how to best leverage resources to provide supports.
Can you explain the difference between the different Transition to Long Term Support payments and when to use each of them?
If the transition to long term support happens within 6 months of hire, the $1200 amount should be used. If it happens after 6 months, the $500 will be used. The payments are made at the time to transition to long term supports.
Are Supported Employment Systematic Instruction payments based on calendar months or 30-day increments?
Supported Employment Systematic Instruction (SI) payments are based on calendar months. The month with the date of hire counts as the first month of SI.
Example: If a consumer started work on February 22, the provider could bill for February, March, April, and May, and transition could not occur until June 1 at the earliest.
Do Supported Employment providers need to do a Career Profile?
All Supported Employment cases will start with a Career Profile. In situations where a consumer is working with a new provider, and a Career Profile has recently been completed, if all parties agree, a new Career Profile is not necessary. Also, if a consumer loses a job within a year of DVR file closure and reapplies for services, the consumer should not need another career profile completed unless substantial changes have occurred.
Will Project SEARCH be using the same Project SEARCH Job Development Plan Report as in previous years? It is currently not listed on the DVR website under Project SEARCH on the new tech specs page.
There will be a new report listed.
For individuals who complete Project SEARCH and DVR chooses to use the Job Preparation, Development, Hire and Retention Technical Specifications – would the Job Development and Hire PO be eligible for the $1800 amount if it meets the requirements listed in the technical specifications?
Will visual resume be an option as another service for Supported Employment or Student Work Based individuals?
Division of Vocational Rehabilitation
PO Box 7852
Madison, WI 53703-7852