FAQs for Service Providers

Question: How does a staff person create a PO with three lines and different time frames? For example:

• Job Task Analysis 60 days
• Monthly Supported Employment Systematic Instruction 3 months

Response: 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:

• Line 1: Job and Task Analysis
• Lines 2-5: Systematic Instruction Monthly (one month per line for three months)

(Reviewed: 08/2022)

Question: Since the Supported Employment cases need to remain open for a minimum of 90 days, and payment is made on calendar months, then practically all individuals need to be authorized for four months, correct?

Response: Three months of monthly Systematic Instruction (SI) should be authorized at the time of hire for most individuals in Supported Employment including Customized Employment and IPS. DVR is required to monitor progress via SI, Retention or Partners with Business services for 90 days from the start date before transitioning the consumer to long-term support funding; DVR would authorize for a 4th month or more of monthly SI if the consumer still needs monthly SI.

(Reviewed: 08/2022)

Question: When and how many meetings will take place in the delivery of DVR statewide services?

Response: There are as many meetings as make sense to establish effective services leading to the desired employment outcome. Some services have identified meeting requirements but there may be additional meetings to coordinate services and to address emerging needs and changing disability or consumer factors.

(Reviewed: 8/2022)

Question: Can a meeting be done via a phone or virtual meeting platform, between counselor, consumer, and service provider?

Response: As much as possible, meetings should be conducted in person to ensure balanced participation and the most effective communication of consumer needs and strategies to address them. In-person meetings are preferred, but virtual meetings can be a viable way to share information with and about the consumer, depending on consumer preference and to accommodate travel and work schedules. The meeting format should be discussed and agreed to by all parties.

(Reviewed: 8/2022)

Question: Will there be sample reports provided for reference, so providers know what information or data is required?

Response: Each consumer and their circumstances are unique. DVR has not provided examples of completed reports and encourages providers to approach each new report with a fresh perspective to ensure services responsive to the needs of the individual are delivered.

(Reviewed: 08/2022)

Question: What Purchase Order number should be recorded on reports 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.)?

Response: Please list both PO numbers.

(Reviewed: 08/2022)

Question: What should be checked on reports 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?

Response: Please check both services.

(Reviewed: 08/2022)

Question: When do we begin using the new report templates once the tech specs are in effect (July 1)?

Response: Services authorized prior to July 1 should use the previous report template and should be paid the previously published amount for the service. After the new effective date (July 1), It is expected that the new report templates and fees be used for services completed after July 1.

(Reviewed: 08/2022)

Question: If services started in June, but are completed after July 1, does the provider use the new report?

Response: 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 the second month of the effective date of the technical specification unless otherwise noted.

(Reviewed: 07/2022)

Question: Should providers transfer the information from their old reports to the new template?

Response: This is not required; however, it is a best practice to transfer it, when possible, to help VR staff keep up to date with consumer progress and to reference previous activity.

(Reviewed: 08/2022)

Question: In the job preparation and job development plan stage how is it decided if a consumer should have a resume prepared, a sample application or something else?

Response: 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.

(Reviewed: 8/2022)

Question: The Job Hire and Retention Report has three checkboxes: Month 1, Month 2, Final Month, and Additional Month (if approved). Are these calendar months or should we interpret them as 30-day increments (first 30 days, second 30 days, final 30 days)?

Response: 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 is authorized and reported as calendar months. For the purposes of Supported Employment authorizations, one day of service in the month counts as the whole month.

(Reviewed: 06/2020)

Question: How are Retention payments authorized and paid?

Response: Customized Employment, Supported Employment, Individual Placement and Support Retention are paid by the calendar month (if the consumer works any time during that month, a full month is paid). Student Work Based Learning and Job Development Retention is paid in 30 calendar day increments from the date Retention begins. If a consumer works one day in the period of retention, the provider will be eligible for a payment for that period.

(Reviewed: 11/2022)

Question: I have a consumer who reached their 90 days on the job. The employer, however, indicated many problems on the job with the consumer. Can the Service Provider close the case and collect payment of 90 days hire?

Response: The technical specifications clarify that 90 days is the minimum and all DVR case closure criteria must be met. There should be discussions to address any problems on the job.

(Reviewed: 8/2022)

Question: Would DVR have to pay for a hire if the consumer gets fired on the first day?

Response : Yes. A hiring milestone payment is made upon an offer of employment, acceptance of the job by the consumer and a start date is established. There would have to be extraordinary reasons for non-payment of a hire. If there is evidence of fraud or unethical behavior by the service provider an investigation could be done. This would be a rare occurrence.

(Reviewed: 6/2010)

Question: Who handles confidentiality requirements regarding disclosure to employers?

Response : DWD 68.13 release of records to employers: Relevant information from a client's case record may be released to a potential employer without consent of the client in order to ascertain the possibilities of a job placement for the client if no client identifying information is disclosed. Oral consent of the client must be obtained, whenever possible. Client identifying information may be released to a potential employer only with the informed written consent of the client.

(Reviewed: 2010)

Question: 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?

Response : 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.

(Reviewed: 07/2020)

Question: How does a provider switch from Monthly SI to Job Retention Service or vice versa?

Response: If a consumer has been authorized job retention services and needs monthly systematic instruction, the provider should contact DVR as soon as possible and identify the reason(s) for the requested change in service. After quick consultation with the consumer, if agreed, monthly systematic instruction should be authorized without delay, the service delivered, reported, and the provider paid at the monthly systematic instruction rate.

If a consumer has been authorized for monthly systematic instruction and no longer needs the services, the provider should contact DVR as soon as possible and identify the reason for the change in service. If agreed, after consultation with the consumer, job retention should be authorized to begin on the first day of the following month.

(Reviewed: 8/2022)

Question: Will DVR pay for job development and placement hire fees when a provider places an individual in their own place of employment or contracted site they are operating? Where they are the employer of record?

Response: The DVR Service Provider will not receive payment for a hire if they are the employer of record and/or place consumer in their own place of business. Although this is not a preferred practice, a DVR Consumer may still be hired to work for an existing DVR Service Provider, but prior to application or interview at a DVR Service Provider business, full disclosure and consultation must be made to the DVR consumer and DVR by the DVR Service Provider. There should be discussion about how the issue of a current consumer performing work for a DVR Service Provider will be handled due to possible ethical boundary and role issues that may be at play.

The following must also be considered prior to the DVR Consumer accepting the position:

1. The DVR Counselor in consultation with the DVR Consumer and the WDA Director must determine that the position is an appropriate match for the consumer, consider why this position is chosen rather than one with another business, and is in alignment with the DVR Consumer's IPE goals.
2. Position must be competitive and integrated with commensurate hours and wages.
3. Position was made available to the public.
4. Systematic Instruction (SI), Job Retention, and Transition to Long Term Support services may be authorized to a DVR Service Provider serving as employer of record if the DVR Consumer via informed choice decides to continue to work with the DVR Service Provider. The consumer can choose to work with another DVR Service Provider after full consultation.
5. As with all other job placements, services and reporting must be delivered according to the DVR Technical Specifications and DVR Service Provider Personnel and/or Subcontractors providing services (e.g., SI) to DVR consumers must be listed in the DVR Service Provider's Portal Account and meet all DVR Service Agreement requirements prior to working with the DVR Consumer.
6. DVR staff provide detailed documentation in IRIS regarding hiring process and decision.
7. If a WDA has reason to believe that a DVR Service Provider(s) is not following the required process, the WDA Director or Supervisor must document the incidents in IRIS and consult with the DVR Bureau of Consumer Services Director or Assistant Director and DVR Contract Specialist to determine next steps.

(Reviewed: 7/2018)

Question: How should the Supported Employment Coordination Plan Section be used in the multiple reports for all the Supported Employment Services?

Response: 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.

(Reviewed: 07/2020)

Question: The tech specs describe a "warm hand off" best practice. Can you explain that process and as how to facilitate that?

Response: When 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.

(Reviewed: 07/2020)

Naming of Services

Question: Why are there two names listed in the IPS Technical Specifications and why is there a report identified as optional?

Response: IPS services have been created to align with established practice principles in compliance with the IPS Employment Center. The IPS Employment Center has identified different titles for services although the components are the same. The alternate titles are listed for ease of reference for IPS providers. The optional report "Initial Employment Support Plan" is included as a reference and is also from the IPS Employment Center. The components from that report have been incorporated into the job Development Plan and Job Hire Report.

(Reviewed: 08/2022)

Disability Disclosure

Question: When a Consumer does not want to disclose disability, and a provider is providing off site support what authorized service and report is necessary?

Response:
Offsite supports are allowed.
Per tech spec: Offsite Supports

In certain pre-approved circumstances, offsite supports may need to be provided. These types of support requirements must be detailed in the job support plan, 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, or the consumer does not wish to have job supports in the workplace. In these types of cases, direct contact with the consumer must be included in the job supports plan and the employer (if approved by the consumer) phone calls, check-in meetings in the community or emails, etc. may be used as 'offsite' support. Offsite support requests will be considered and approved by DVR on a case-by-case basis and agreement must be documented in the DVR case file.

Discussion with the DVR Counselor and consumer should include discussion and decisions about if Systematic Instruction would be completed offsite or if follow-up with the consumer via Job Retention Services would meet the need. If monthly SI is authorized use the Job and Task Analysis and Systematic Instruction Report (DVR-18212-E). If Job Support Services are authorized, use the Job Retention Report (DVR-17038-E).

(Reviewed: 08/2022)

I/TW Agreement

Question: Do we still need to complete Internship/Temporary Work Agreement? There was mention of submitting the I/TW agreement for approval by the Vocational Rehabilitation Counselor (VRC) and Consumer. What is the report I am to be using for approval?

Response: The specific details 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. 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.

(Reviewed: 08/2022)

Reporting I/TW efforts

Question: Which reports should I use when I am working with a consumer to find an Internship/Temporary Work (I/TW)?

Response: 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 Internship/Temporary Work report. During the Internship and Temporary Work, if you are providing Systematic Instruction, please use, the JTASI report to record your efforts. Otherwise, use the Internship/Temporary Work Report for this purpose.

In the final month of the I/TW, please use the space available in the Internship/Temporary Work Report to detail the information about the consumer gathered during the Internship and Temporary Work.

(Reviewed: 07/2022)

I/TW Report Sections

Question: When an Internship/Temporary Work (I/TW) is the only service authorized and no Job Preparation and Development Plan is authorized, what report section should be completed?

Response: For cases where the only service authorized is the I/TW, providers should just complete the "Monthly Job Search Activities" section of the Job Development Plan and Monthly Report.

(Reviewed: 8/2022)

Systematic Instruction During and Internship/Temporary Work

Question: Will providers be required to invoice monthly for hourly Systematic Instruction during an I/TW?

Response: Yes.

(Reviewed: 8/2022)

Standalone I/TW

Question: May an Internship/Temporary Work (I/TW) ever be a standalone service without job development authorized?

Response: Yes, an I/TW may be authorized as a standalone service. It is often used as an assessment prior to Job Development.

(Reviewed: 06/2020)

Hire Payment after I/TW

Question: If a consumer is hired because of an I/TW, must Job Development or Student Work Based Learning Development and Internship/Temporary Work (I/TW) have been authorized to pay for the Hire?

Response: No. If a consumer is hired from an I/TW, there should be a discussion about the hire and if all parties agree, the Job Development Hire or Student Work Based Learning Development Hire can be paid, and respective Retention Service can be authorized and provided.

(Reviewed: 08/2020)

Partial Months of Retention

Question: If the job of a consumer in Retention 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?

Response: Yes, a provider can bill for the full payment, even when the consumer did not keep their job for the full 30-day period.

(Reviewed: 07/2020)

Time between I/TW and Hire

Question: 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?

Response: 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.

(Reviewed: 07/2020)

Final Retention Month

Question: What happens if a consumer isn't stable after the third month of retention? Can we bill the final month for the final month of retention?

Response: No. The consumer, case facilitator, employer, and provider must all agree that the consumer is stable in their job before the provider can bill for the final month of retention.

(Reviewed: 08/2022)

I/TW and Hire

Question: What if the employer hosted an individual in one position and is hired later in another position?

Response: 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.

(Reviewed: 07/2020)

Second Hire Rationale

Question: What is the reasoning behind the following language in the Job Development Technical Specifications? " In the case of a subsequent hire, 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."

Response: 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.

(Reviewed: 07/2020)

Additional Job and Task Analyses

Question: 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?

Response: If a consumer changes to a new employer or a very different job a new Job and Task Analysis may be required. Discuss the situation with the DVR Counselor if this occurs and discuss having a new PO be issued.

(Reviewed: 8/2022)

Universal Student Work-Based Learning Retention Authorization

Question: Will every student be authorized SWBL Retention or is this again a situation where the consumer must request retention services?

Response: It is expected that most 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.

(Reviewed: 07/2020)

Question: 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?

Response: Based on the language in § 361.56 (b) The individual has maintained the employment outcome for an appropriate period, 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.

Transportation Planning

Question: The career profile and job development plan both have transportation sections. 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?

Response: 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.

(Reviewed: 07/2020)

Job and Task Analysis for Employed Consumers

Question: 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?

Response: 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.

(Reviewed: 07/2020)

Coordinating with Long Term Support Providers

Question: When is it necessary to collaborate with Long-Term Supports to provide Behavioral supports?

Response: If a consumer needs other types of support that fall outside of the soft or hard job skills described, the Supported Employment team and DVR should be consulted, and a plan to provide those supports should be developed. Services such as transportation training, personal attendant services are not part of Systematic Instruction. If a consumer requires another person to be present at the request of someone other than the consumer or for the purposes of an established behavioral support plan, civil commitment or for safety, the Supported Employment team and DVR should be notified to discuss the appropriateness of the job placement, next steps or to develop plans for supports.

(Reviewed: 07/2020)

Supported Employment Career Profile Requirements

Question: Do Supported Employment providers need to do a Career Profile?

Response: 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.

(Reviewed: 06/2020)

PASS Plans

Question: Will DVR support PASS Plan development?

Response: Yes. DVR can support this (or any individualized service a consumer needs) The provider should reach out to discuss authorizing the service if needed for the consumer.

(Reviewed: 08/2022)

Service after initial Benefits Analysis with Plan

Question: Which service would be authorized for someone who has had services in the past and just needs an update?

Response: Work Incentive Benefits Plan Assistance could be authorized depending how long it had been and what has changed. It could also be appropriate to authorize a new Work Incentive Benefits Analysis with Plan, or the Intro meeting, Portfolio, and Analysis and Plan, if a new provider is working with the consumer.

(Reviewed: 08/2022)

Billing Post Case Closure

Question: Can we bill on services rendered after the DVR case is closed?

Response: Reach out to DVR counselor to find out what's possible.

(Reviewed: 08/2022)

Follow up during Job Development

Question: Should providers expect to be following up with consumers that aren't making progress toward their work goals?

Response: Consumers should be contacted based on previously agreed contact standards, If there is a need to pause services due to lack of engagement or progress, please contact DVR.

(Reviewed: 08/2022)

When to Bill for Benefits Analysis with Plan

Question: When can agencies bill on this service?

Response: Once the Benefits Analysis with Plan has been reviewed and submitted to DVR, invoicing can occur. All the steps in the plan do not have to be completed prior to billing.

(Reviewed: 08/2022)

Services without Employment

Question: If the consumer doesn’t get a job, are the Work Incentive Benefits Analysis with Plan and Plan Assistance services still available?

Response: Yes. If there are changes to benefits or the consumer would like help managing their benefits and a plan would help with that, it is still appropriate to authorize those services.

(Reviewed: 08/2022)

Additional Plan Assistance Authorization

Question: Is there another way for agencies to capture funding to support their staff if agencies cannot bill on services for up to a year, but the individual is getting assistance outside of what is prescribed by these tech specs?

Response: Yes. Additional Plan Assistance Authorizations can be made.

(Reviewed: 08/2022)

Benefits Handouts at Intro. Meeting

Question: Does DVR have a preference on what kind of handouts these are? Should each agency create their own?

Response: It would be best to use officially approved, up to date information from the agencies themselves or other well-vetted, reliable sources, such as official documents available via state or federal resources that meet the needs of the consumer.

(Reviewed: 08/2022)

Need for Purchase Order lines or Separate PO's

Question: If the introductory and portfolio POs always come together, then why make it a separate PO?

Response: The services can be authorized on the same PO on different lines of the PO. If the timeframes for the service are quite different for some reason, DVR may issue separate PO's. Separate lines allow for invoicing and payments quicker to the provider.

(Reviewed: 08/2022)

Reporting requirements

Question: Are we expected to upload the report template when we upload reports directly in the Portal?

Response: Yes, the top portion of the report is scanned electronically, to attach the report to the consumer's case.

(Reviewed: 08/2022)

Purpose of Service changes

Question: It seems that changes to the services were made to encourage more beneficiaries to work off benefits.

Response: These services were designed considering Wisconsin DVR's renewed focus on high quality employment outcomes (higher wages/hours) that lead to self-sufficiency. Consumers with these outcomes are more likely to need ongoing assistance to manage their changing benefits situations. At the same time must always listen to the consumer and make sure their goals are driving the direction of services. Benefits services should provide the consumer with the information they need to make an informed decision about their work goals.

(Reviewed: 08/2022)

Timing of Plan Assistance Activities

Question: This service describes activities between the plan review meeting and 12 months following. Could you clarify what this is referring to?

Response: The timeframe for the activities following the submission of the plan is intended to be flexible to meet the needs of individual consumers. Plan Assistance activities take place after the Analysis with Plan is complete and the consumer requires assistance executing that plan. There could be a pause between the Analysis with Plan completion and Plan Assistance activities beginning. It could also be that Additional Plan.

Additional Assistance Authorizations can potentially be made to assist a consumer with substantive or complex needs.

(Reviewed: 08/2022)

Billing Requirements

Question: This service references meetings. Is there a required number of meetings?

Response: There are not a specified number of meetings required to bill for the service. If the consumer's plan action items have been completed, the provider should bill at that time.

(Reviewed: 08/2022)

Question: At what point can Job Shadows be authorized? Before or after the IPE is completed?

Response: Job Shadows can be authorized before or after the IPE is completed for the purposes of Assessment or Career Exploration.

(Reviewed: 07/2020)

Question: Is the use of a visual resume an option as a service for any consumer?

Response: Yes. A visual resume can be used for any consumer that may benefit from an interactive medium to share their job skills with a potential employer.

(Reviewed: 07/2020)

Question: Our agency information needs to be updated to reflect our recent CARF re-accreditation. Who do I need to contact to see that this information is updated?

Response: DVR does not require or track CARF accreditation for our service providers.

(Reviewed: 11/2017)

Question:: Can DVR pay for services funded from another source?

Response: Services cannot be provided with DVR funds to entities that receive funds to provide the same service to the same consumer during the same timeframe. For example, personnel from a school district cannot provide DVR funded services to a consumer/student from their district because they receive funding from another entity to provide the same services to that consumer/student. Statewide Service Providers may not seek or accept payments from another source for the same consumer and service funded in the same timeframe as DVR. DVR can accept a service provider agreement from an entity to provide services that are substantially different than those services they provide with other public funding.

There may be circumstances where two entities share funding responsibilities for a service. These situations should be discussed in detail and agreement reached as to the funder of record. Please review published guidance and interagency agreements for additional detail and instructions.

(Reviewed: 09/2022)

Question: Is DVR or the DVR Service Provider responsible for coordination and payment of ASL services for a DVR consumer?

Response DVR coordinates and pays for ASL interpreting when DVR staff and/or an employer is present prior to hire. For example, DVR would coordinate and pay when a consumer is participating in an Internship/Temporary Work Experience. Interpretation services for ASL are available through a mandatory contract for State agencies. DVR staff must use the vendors listed at VendorNet.

Employer Responsible: The employer is responsible once a consumer has accepted a job offer.

Employers covered by the ADA must assure that people with disabilities:

• have an equal opportunity to apply for jobs and to work in jobs for which they are qualified;
• have an equal opportunity to be promoted;
• have equal access to benefits and privileges of employment that are offered to other employees; and
• are not harassed because of their disability.

An employer is required to provide a reasonable accommodation if a person with a disability needs one in order to apply for a job, perform a job, or enjoy benefits equal to those offered to other employees. This would include providing an interpreter for job interviews, new employee orientations, and training. For additional information about Effective Communication for people who have vision, hearing, or speech disabilities and resources see ADA Effective Communication. DVR Service Provider Responsible: If DVR or an employer is not present, then the service provider is responsible for coordination and payment. An ASL interpreter must be licensed by the Wisconsin Department of Regulation and Licensing. However, DVR will pay if there is a valid undue hardship claim by a DVR Service Provider (details below).

The American with Disabilities Act (ADA) provides a measure of protection from undue hardship to employers with 15 or more employees. Businesses with fewer than 15 employees are not covered by the employment provisions of the ADA. However, regarding undue hardship, DVR will apply this same standard to service providers with fewer than 15 employees. DVR will pay the costs associated with providing an accommodation for the consumer as part of authorized vocational rehabilitation services consistent with an approved Individualized Plan for Employment if the Service Provider has fewer than 15 employees.

Undue hardship means that an accommodation would be unduly costly, extensive, substantial or disruptive, or would fundamentally alter the nature or operation of the business. This would include the services of a qualified sign language interpreter during the provision of authorized contracted services. These costs will be paid directly to the provider of the service and will not be paid to the service provider of the contracted service. Any ongoing or hourly costs will be provided as case progress dictates.

Service providers are encouraged to work with each consumer and counselor to identify what level of interpreter services is needed for each encounter with a DVR consumer. It may not be necessary to have an interpreter at all or may require a short period of time or may use a different methodology (video interpreting etc.)

(Reviewed: 11/2020)

Question: What about foreign language translation services? Is DVR or the Service Provider responsible for coordination and payment?

Response: In cases where a foreign language interpreter is needed, but DVR staff are not present, DVR can set up the service for the initial meeting if necessary (this may be the case with a smaller vs larger DVR Service Provider) to identify a resource for the translation and process.

Foreign language translation services are available through a mandatory contract for State agencies. DVR staff must use the vendors listed at VendorNet.

After that, the DVR Service Provider will coordinate and pay for the translation service. In some communities there are volunteers available for free or very low-cost translation services.

All foreign language interpreting provided to a DVR consumer is expected to be administered by a qualified interpreter. A qualified interpreter shall be proficient in English and the DVR consumer's primary language and demonstrate knowledge in both languages of relevant specialized terms and concepts. Interpreters shall demonstrate their competency of the culture of the Limited English Proficiency (LEP) language group being served. Cultural awareness includes an in-depth understanding of the norms, values, beliefs, symbols, practices, languages, and terminology of the LEP language group.

Questions or concerns related to translation cost, availability of translators, etc. should be directed to the WDA Director or DVR Contract Specialist.

(Reviewed: 09/2023)

Question: What qualifies as an "accessible confidential meeting place"? Are service providers who do not maintain an office, but meet with consumers in confidential public places by mutual agreement, able to be service providers?

Response: Yes, Service Providers are not required to maintain an office; however, they must be able to provide accessible, confidential meeting space which is readily available to serve DVR consumers. The DVR consumer must provide verbal or written consent to the Service Provider approving the space and location prior to any meetings or other business conducted under this Agreement. Accessible space is space meeting the Americans with Disabilities Act (ADA) requirements, see https://www.ada.gov/. Confidential space is space that allows for conversations not intended to be known publicly to be kept secret.

(Reviewed: 8/2022)

Question: Can DVR sign an agreement with service providers who are only able to accept limited referrals or referrals only in the summer?

Response: No, Service Agreements are typically approved for a two year term and requires a service provider to accept all referrals made for all consumers authorized. The authorization/agreement and resulting services can only be severed in consultation and agreement with DVR. Any decision not to accept a referral or sever an agreement based on an authorization of service, requires DVR supervisory level approval.

(Reviewed: 8/2022)

Question: Will DVR approve statewide service agreements for service providers who only serve consumers from within a specific disability group?

Response: Statewide service agreements will be granted to service providers who will accept referrals from the general caseload including all disability groups. If a service provider receives most of its funds from state/federal single disability grants, DVR will waive the services requirements to serve all disability groups e.g., Individual Placement and Support (IPS) Service Providers. This waiver will be granted for the term the service agreement has been approved by DVR and not meant to be in perpetuity. If there is a local provider that can serve people from specific disability groups for other services not included in the statewide service agreements, local agreements can be developed if it is determined that these services would be beneficial to improving employment outcomes.

(Reviewed: 01/2018)

Question: Can a service provider decline a referral?

Response: Service Providers must accept all referrals made for all consumers authorized. The authorization/agreement and resulting services can only be severed in consultation and agreement with DVR. Any decision not to accept a referral or sever an agreement based on an authorization of service, requires DVR supervisory level approval.

(Reviewed: 11/2017)

Question: Can training for new service providers be provided, so new service providers can utilize collective best practices?

Response: It is the responsibility of the service provider to ensure that their staff meet all service agreement training requirements prior to providing services to DVR consumers. Best practice information could be shared during meetings held in each WDA. There are training opportunities provided by several professional organizations statewide. Ongoing professional development, continuing education and professional group affiliation is encouraged.

(Reviewed: 8/2022)