Provision of Statewide Services and Other Services FAQs

For example:

• Job and Task Analysis (30 days)
• Three months of Supported Employment (SE) Monthly Systematic Instruction (SI)

Response: Follow Fiscal Manual guidelines to keep POs clear and concise. Per the Fiscal Manual, encumbrances should not exceed two months unless exceptions apply. Services expected to take longer than two months should be written in increments, with each increment not exceeding two months. In this case, a single PO should be created with separate lines for each service, with their appropriate timeframes:

• Line 1: Job and Task Analysis (JTA), (30 days)
• Lines 2+: SE Monthly Systematic Instruction (one month per line)

Note: Exceptions include Job Prep & Development Plan and Hire (including for SE, CE, and IPS) when authorized together, which should be on a single PO with two lines for up to 6 months, extendable for an additional 6 months. Work Incentive Benefits Services (WIBS) may also exceed two months when bundled; see Technical Specifications for PO instructions.

(Reviewed: 04/2026)

Response: No. The number of months of support (either SI or Retention) may vary based on the consumer's individual support needs, progress toward stabilization, and readiness to transition to long-term support funding. DVR monitors employment stability for at least 90 days from the employment start date before transitioning to long-term support funding. However, this does not mean that four months of Monthly SI will automatically be authorized or needed. Authorizations are based on documented need and service delivery. Purchase Orders (POs) may be issued in appropriate increments consistent with current DVR fiscal practices. Additional months of support may be authorized when necessary to support stabilization on the job and successful transition to long-term supports.

(Reviewed: 06/2026)

Response: Some services have identified required meetings; some do not. The goal is always to actively engage with consumers to ensure they receive the support they need, which may include additional meetings to provide effective services and address consumer needs.

(Reviewed: 12/2025)

Response: Yes. Meetings may occur in person, by phone, virtually, or in a hybrid format. The meeting format should be based on what best meets the consumer's needs and supports effective communication and participation. The meeting format should be discussed and agreed on by all parties whenever possible.

(Reviewed: 06/2026)

Response: No. Because each consumer's needs are unique, DVR does not provide completed samples. Report templates are provided. Each report should be tailored to the individual and reflective of the individualized supports provided to that consumer.

(Reviewed: 12/2025)

Response: Please list all PO numbers relevant to the service for that report.

(Reviewed: 12/2025)

Response: Check any service categories the provider is authorized for that are applicable to that report.

(Reviewed: 12/2025)

Response: Services authorized prior to new Technical Specifications taking effect should use the previous report template and should be paid the previously published amount for the service. If a service (e.g., Career Profile) was started using the old template, prior to the new Tech Specs taking effect, but the service is completed after the new effective date, you may submit the previous version of the report. After the new effective date, it is expected that the new report templates and fees be used for services started and completed after the effective date.

(Reviewed: 12/2025)

Response: Service Providers should use professional judgement to distinguish between routine updates and urgent concerns that require immediate action. Immediate contact with an appropriate authority (e.g., emergency services, law enforcement, local crisis services, 988 Crisis Line, Adult Protective Services, or Child Protective Services) is expected when a Service Provider becomes aware of situations involving consumer safety or well-being, including, but not limited to:

• Statements or behaviors indicating threats of harm to self or others, or suicidal ideation.
• Suspected abuse, neglect, or exploitation.
• Situations requiring emergency services, hospitalization, or crisis intervention.
• Other circumstances where the consumer may be at immediate risk.

In these situations, the Service Provider should follow appropriate crisis response procedures first (e.g., contacting emergency services) and then notify DVR as soon as possible.

Significant non-emergency concerns should also be communicated to DVR promptly so that support can be coordinated. Examples may include serious workplace incidents, sudden changes in job status, or developments that may jeopardize employment.

Routine employment matters (e.g., minor scheduling issues, a missed appointment, typical task learning challenges) should be addressed through regular service delivery and documented in required reports.

Some situations may not fit neatly into a single category and require consideration of the specific circumstances, timing, and potential impact on a consumer. When in doubt, Service Providers are encouraged to err on the side of timely communication with DVR.

Providers are also responsible for complying with any applicable mandatory reporting laws, licensing requirements, and/or agency procedures.

(Reviewed: 05/2026)

Response: Yes. Providers may attach supplemental narrative notes or CRM-generated documentation in lieu of fully completing the Monthly Progress grid and summary section prompts, provided the documentation includes all required information for the reporting period.

In the JD Monthly Report, equivalent documentation must still clearly document:

• Dates of service/activity.
• Type of activity or contact.
• Employer outreach or job development activities completed.
• Consumer engagement and progress.
• Relevant employer or consumer feedback.
• Plans or recommendations for next steps.

Providers using supplemental documentation should:

• Complete the required report header information.
• Indicate that additional documentation is attached.
• Use the Statewide Services Report Header (DVR-17546-E) when submitting additional pages or notes.

The report grids and prompts are intended to support consistency and accessibility, but providers may use equivalent documentation methods if all required content is included.

(Reviewed: 05/2026)

Response: The Planned Job Supports grid is intended to reflect the provider’s anticipated support plan and projected fading of supports based on the information available at the time.

DVR recognizes that support needs, schedules, and workplace routines may change as employment begins. Weeks 5-8 do not require exact prediction of future support needs. Broader estimates or anticipated trends in support/fading are acceptable when details are still developing.

Providers should update support information in future reports as needed based on the consumer’s progress and actual support needs.

(Reviewed: 05/2026)

Response: DVR staff are expected to communicate relevant employment goal information at referral, including:

• the consumer’s IPE goal (if developed),
• any identified short-term employment goals,
• and other information relevant to service planning.

This information may be communicated through:

• the Purchase Order notes section,
• email communication,
• referral discussions,
• or other case coordination methods.

Because some providers may not have direct access to the IPE document itself, DVR staff should ensure sufficient goal-related information is shared to support service planning and report completion.

Providers are encouraged to contact the DVR case facilitator if clarification is needed regarding employment goals or referral expectations.

(Reviewed: 05/2026)

Response: The provider should discuss the most effective method with the DVR case facilitator, based on the consumer needs, if they feel a completed sample job application, work history form, visual resume, or another mode of transmitting this information would be more effective. It depends on what best represents the consumer's current skills and what they may benefit from further skill development on. The need to represent consumers' skills and abilities to employers remains an integral part of the job preparation activities.

(Reviewed: 12/2025)

Response: For the following service categories, Retention payments and reports are based on 30-day increments, from the date retention begins:

• Job Development
• Student Work-Based Learning

Retention payments and reports are based on calendar months (where one day of service in the month counts as the whole month) for the following services:

• Supported Employment (SE)
• Customized Employment (CE)
• Individual Placement and Support (IPS)

For the purposes of streamlining reports, the same report template is used for each of these services, so the checkboxes refer generally to "months."

(Reviewed: 12/2025)

Response: Yes. Hire payment is based on job offer, acceptance, and established start date. All members of the employment team must also agree that the job is a suitable match for the consumer.

(Reviewed: 12/2025)

Response: Confidentiality is a shared responsibility.

Service Providers must obtain written consumer consent before sharing identifying or disability-related information with an employer.

Service Providers may discuss job opportunities in general terms without identifying the consumer, but once a consumer can be identified, consent is required. Providers must safeguard all consumer information and prevent accidental or unauthorized disclosures.

Decisions about whether to disclose disability information to an employer and what information to share should always be made with the consumer, based on their preferences, needs, and goals.

DVR staff work with the consumer and Service Provider to support appropriate disclosure decisions when needed, (e.g., discussions about accommodations, supports, or job matching), but Service Providers should never share identifying information without documented consumer consent.

(Reviewed: 02/2026)

Response: The appropriate service depends on the purpose of the support being provided, not solely on the fact that it is off site.

• If a consumer requires Systematic Instruction (SI) to learn job tasks, build skills, or stabilize job performance, and on-site supports are not appropriate due to disclosure or employer limitations, off-site SI may be authorized in pre-approved circumstances. In this case, the SI Report (DVR-18212-E) should be used, and the off-site support parameters must be clearly documented.
• If the consumer has already learned the job tasks and the support is focused on maintaining employment, reinforcing stability, or addressing job-related concerns, Retention is likely the appropriate service. Retention services may occur off site as part of the standard service model, depending on the consumer's individual needs. In this case, the Retention report (DVR-17038-E) should be used.

In all cases, documentation should clearly reflect the purpose of the support and how it relates to the consumer's employment outcome.

(Reviewed: 02/2026)

Response: The decision depends on the service type, consumer needs, and current stage of employment. While both SI and Retention involve supporting a consumer in employment, they serve distinct purposes.

Systematic Instruction (SI):

• Focuses on learning, skill acquisition, and task mastery.
• Appropriate when a consumer needs structured, step-by-step instruction to perform job tasks or develop workplace skills.
• Directly tied to the Job and Task Analysis (JTA).
• May include on-site, off-site, or remote supports as authorized by DVR.
• Documentation is completed through the SI Report.

Retention:

• Focuses on maintaining employment and promoting long-term success.
• Appropriate when a consumer has learned the core job tasks (or does not need assistance learning them) but may benefit from periodic check-ins, problem-solving support, or assistance with addressing workplace barriers.
• Typically includes communication with the consumer (and employer, when appropriate).
• May occur on site or off site.
• Documentation is completed through the Retention Report.

How this applies across service types:

• Regular Job Development (JD) and Student Work-Based Learning (SWBL) services: Consumers typically begin Retention immediately after hire to support job stabilization and increasing independence. Hourly SI may be authorized concurrently with Retention, only if the consumer required task instruction beyond general stabilization support.
• Supported Employment (SE), Customized Employment (CE), Individual Placement and Support (IPS) services: Consumers generally start with monthly SI, which provides structured instruction based on the JTA. If the consumer stabilizes and/or no longer requires skill instruction, services may switch to Retention. SI and Retention are not provided at the same time.

Overall guidance:

• SI = learning and skill development; tied directly to job tasks.
• Retention = maintaining employment and supporting success over time.
• Services should always align with the consumer's IPE goal, reflect the consumer's current performance and support needs, and be authorized by DVR.

(Reviewed: 02/2026)

Response: If a consumer receiving Retention services requires Monthly SI, the Service Provider should contact DVR as soon as possible to explain the reason(s) for the requested change. With consumer agreement, DVR may authorize Monthly SI effective immediately, so the service can be delivered, reported, and paid at the Monthly SI rate.

If a consumer receiving Monthly SI no longer requires instructional support, the Service Provider should contact DVR as soon as possible to explain the reason. With consumer agreement, DVR may authorize Retention services to begin on the first day of the following month.

(Reviewed: 12/2025)

Response : The timelines ("clocks") for Retention and Transition to LTS begin at the time of hire, not after completion of Systematic Instruction (SI) or other support services. Consistent with CFR §361.56(b), DVR must determine that "the individual has maintained the employment outcome for an appropriate period, but not less than 90 days," before transitioning responsibility for ongoing support services to the long-term support system or closing the DVR case.

(Reviewed: 06/2026)

Response : Service Providers are expected to make reasonable efforts to communicate with consumers and provide services consistent with the authorized service and agreed-upon contact standards.

Attempted contact alone (e.g., leaving voicemail messages or sending unanswered texts or emails) does not count as substantive service contact for purposes of meeting contact expectations for Job Development or Retention services. However, providers should still document outreach efforts and communication attempts within applicable reports.

When consumers are not responding or there are ongoing concerns about engagement, providers should communicate with DVR staff to discuss the situation, barriers impacting participation, strategies to support engagement, whether additional supports or team involvement may be needed, and possible next steps regarding service continuation. DVR recognizes that consumer participation and responsiveness may vary based on individual circumstances. Providers are encouraged to use professional judgment, establish contact expectations early, utilize multiple communication methods, and maintain ongoing communication with DVR regarding concerns that may impact employment progress or service continuation.

DVR also recognizes that providers may spend significant time attempting outreach and coordinating with DVR staff when consumers are disengaged. Documenting these efforts and communicating concerns to DVR remains important, even when substantive service contacts are limited.

(Reviewed: 05/2026)

Response: Yes. Digital communication methods (e.g., text messages, email, phone calls, or virtual meetings) may count toward contact expectations when the interaction includes substantive employment-related discussion.

Examples may include:

• employment progress,
• work attendance or scheduling,
• barriers impacting employment,
• problem-solving related to work,
• training or support needs,
• next steps or planning.

Brief check-ins or reminders, unanswered messages, or attempted outreach without consumer response would not typically count as substantive contact.

(Reviewed: 05/2026)

Response: Providers should continue documenting outreach efforts and communicate ongoing concerns to DVR staff as early as possible, rather than waiting until the end of the service month or authorization period.

DVR staff and providers should work collaboratively to:

• identify barriers impacting participation,
• determine whether adjustments or additional supports may be needed,
• and discuss whether services remain appropriate based on the consumer’s current engagement and needs.

(Reviewed: 05/2026)

Response : No. Service Providers will not receive payment for a hire if they are the employer of record and/or place consumer in their own place of business. Consumers may still be hired to work for an existing DVR Service Provider, but prior to application or interview at a Service Provider business, full disclosure and consultation must be made to the DVR consumer and DVR by the 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 LTS 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: 12/2025)

Response: Seasonal employment may be supported by DVR in certain situations, when it aligns with the consumer's long-term IPE goal and meets their needs. These situations often require additional consideration, and consultation with DVR staff and, when appropriate, WDA management.

Key considerations include:

• A hire payment is typically made only if the consumer intends to complete the seasonal position and, where appropriate, close their case after retention is complete. If the consumer agrees that the position meets their needs and goals, and they plan to close their case in that job, the IPE should be updated as needed to reflect the seasonal employment goal.
• For students in seasonal roles, hire payments may be authorized, as student employment typically serves a different purpose (e.g., work experience, skill building, career exploration).
• Support services (e.g., Retention, Systematic Instruction (SI)) may be provided during seasonal employment if necessary to help the consumer meet their employment goal.
• If the seasonal job differs from the consumer's IPE goal (e.g., hours, wage, role), the employment team must agree to the change before the consumer begins work.
• In cases of recurring seasonal employment (i.e., returning each summer), DVR may pause transition or follow along timelines until the consumer returns for the next season, when appropriate. When long-term supports are involved, collaboration with the long-term care agency is important to ensure shared agreement on timing of transition, support needs, and employment goals.

(Reviewed: 02/2026)

Response: DVR may support employment through a temporary agency in certain situations, if the position aligns with the consumer's long-term IPE goal and meets their needs. These situations often require additional consideration and coordination with DVR. While temporary positions are often used as a pathway to permanent employment, each situation should be evaluated individually.

Key considerations include:

• Temporary employment may be appropriate when the position meets the consumer's needs and employment goals, including situations where the job is expected to lead to permanent employment.
• Support services (e.g., Retention or Systematic Instruction (SI)) may be authorized during temporary employment when needed to support skill development or job stabilization.
• Decisions related to hire and retention payments depend on whether the temporary position aligns with the consumer's IPE goal and the consumer's intent to remain in or close the case in that employment.
• Service Providers and consumers should communicate early with DVR about the nature of the temporary job, including whether it is expected to be time-limited or lead to permanent employment.

(Reviewed: 02/2026)

Response: It depends. Payment of wages in cash does not automatically prevent DVR from supporting a consumer in a job, provided the employment aligns with the consumer's IPE and meets their needs. However, a cash-paid position may not be suitable for every consumer depending on individual circumstances, benefits considerations, or employment goals. Regardless of the method of payment, wages must meet at least minimum wage and be consistent with customary wages for the position.

Key considerations include:

• The method of wage payment alone does not determine whether a job is acceptable for DVR purposes.
• Service Providers and consumers should notify DVR as soon as they become aware that wages are paid in cash, particularly when hire, retention, or other support services are being requested or provided.
• DVR and the employment team will consider whether the job aligns with the consumer's goals and circumstances. This may include conversations about the implications of cash wages, such as tax reporting responsibilities and potential impacts on benefits.
• Support services may continue or be authorized as appropriate, based on DVR approval and the consumer's needs.

(Reviewed: 02/2026)

Response: Use the Job Development Monthly Report to update DVR on progress toward an I/TW setup. After the terms of the I/TW have been agreed upon, detail them in the Internship/Temporary Work Agreement. During the Internship/Temporary Work, if you are providing Systematic Instruction (SI), use the Systematic Instruction report to document the services provided for the month. Otherwise, if no SI is being provided, use the Internship/Temporary Work Report for this purpose. The goal is to avoid providers having to submit multiple reports detailing the same efforts.

Upon completion of the I/TW, the Internship/Temporary Work Report should be completed regardless if the consumer is receiving SI or not.

(Reviewed: 01/2026)

Response: Yes, if hourly SI has been authorized and is being provided during the I/TW.

(Reviewed: 01/2026)

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

(Reviewed: 01/2026)

Response: Yes. If a consumer is offered a job from an I/TW, there should be a discussion about the hire, and if all parties agree, a Job Development or Student Work-Based Learning Development Hire, along with respective appropriate support services, can be authorized and provided.

(Reviewed: 01/2026)

Response: Retention services are paid in three increments:

1. Day 1-30: Service Providers may bill for the full increment if Retention services are provided, even if the consumer does not remain employed for the full 30 days.
2. Day 31-60: Service Providers may bill for the full increment if Retention services are provided, even if the consumer does not remain employed for the full 30 days.
3. Day 61-90: Service Providers may bill this increment only when the consumer reaches day 90 and demonstrates job stability. Very limited exceptions may be considered if the job ends due to circumstances outside the provider's control (e.g., sudden job closure, layoffs), with documented provider effort.

All increments require that Retention services were provided according to the technical specifications and that the Service Provider engaged with the consumer to support continued employment.

(Reviewed: 02/2026)

Response: Not necessarily. Retention services are intended to support the consumer in reaching employment stability. Although 90 days is the typical timeframe for Retention services, some consumers may require additional time within the existing final retention period before stability is achieved.

In these situations, the Service Provider and DVR case facilitator should continue communicating with the consumer and addressing any concerns impacting job stability.

An additional month of Retention is not automatically authorized or paid simply because the consumer has not yet stabilized by day 90. The final Retention payment remains outcome-based and contingent on the consumer achieving employment stability consistent with DVR case closure requirements.

(Reviewed: 06/2026)

Response: DVR expects Service Providers to focus on making the first placement a successful match that aligns with the consumer's Job Development Plan and IPE goal. However, DVR recognizes that a job may end for reasons outside the provider's control (e.g., position ends, consumer resigns unexpectedly) and unrelated to provider performance.

In such cases where a subsequent hire is needed, DVR management will determine the appropriate action, including whether an additional hire payment is authorized. Factors considered include: the reason the consumer left the job (termination, resignation, etc.), whether the provider reported the hire and termination in a timely manner, and whether the provider fulfilled the expectations outlined in the Job Development Plan. Service Providers should document their efforts, communications, and any circumstances surrounding the first hire. DVR reviews each case individually, and any subsequent hire requires DVR authorization and management approval.

(Reviewed: 03/2026)

Response:

• If a consumer moves from Student Work-Based Learning (SWBL) services to adult/regular Job Development (JD) services, the Rapid Hire clock only resets if a new adult JD Plan is authorized (typically due to a change in job goal, Service Provider, or other individual circumstances).
• If no new JD Plan is authorized, and only the JD Hire is authorized, the Rapid Hire eligibility is based on standard Rapid Hire timelines (i.e., the consumer begins employment within 90 calendar days of the Hire PO).
• Note: SWBL services are not eligible for Rapid Hire payments, as they serve distinct purposes and are not focused on long-term employment goals.

(Reviewed: 02/2026)

Response:

• Service Providers are not eligible for Rapid Hire payments for a second or subsequent hire.
• The Rapid Hire eligibility criteria refers to the "original" PO, which is interpreted to mean the first PO for the consumer under regular job development services.
• Note: Because SWBL services are not eligible for Rapid Hire payments and are distinct from regular Job Development (JD) services, the first hire under adult/regular services is considered the "first" hire for Rapid Hire eligibility, even if the consumer had a hire under SWBL services.

(Reviewed: 02/2026)

Response: Yes. If a consumer changes to a new employer or a different position with new duties, a new JTA may be appropriate. If this occurs, discuss the situation with the DVR case facilitator and request a new PO be issued.

(Reviewed: 01/2026)

Response Remote and off-site supports are both methods for delivering Systematic Instruction (SI) when the provider cannot be physically present at the consumer's job site. They differ in where the consumer is located and how instruction is delivered.

Remote Supports:

• Consumer is physically at the worksite.
• Provider delivers instruction remotely using technology (phone, video, or other electronic methods).
• Used when in-person instruction is not feasible, for brief targeted support, or to supplement on-site instruction.
• Must be approved by DVR in advance and clearly tied to tasks and/or goals in the Job and Task Analysis (JTA).

Off-Site Supports:

• Consumer is not at the worksite.
• Support is delivered from a community-based or non-worksite location (e.g., phone, email, or in-person).
• Typically used when employer restrictions, consumer preferences, or other circumstances prevent on-site instruction.
• Must be pre-approved by DVR, documented in the Job Supports Plan section of reports, and still tied to skill instruction and task support (not Retention).

(Reviewed: 02/2026)

Response: It is expected that the majority of students will benefit from and have SWBL Retention authorized following hire. SWBL Retention is a short-term support intended to help students stabilize in an employment experience and is limited to up to 90 days (3 months).

If a student does not need the full 90 days, DVR should only authorize retention services that are necessary and appropriate. DVR cannot authorize unnecessary or undeliverable services.

SWBL Retention cannot exceed 90 days. If a student requires ongoing support beyond the retention period, additional Systematic Instruction (SI) may be authorized on a case-by-case basis, including concurrently with SWBL Retention if appropriate.

(Reviewed: 02/2026)

Response: The Supported Employment (SE) Coordination Plan section included in DVR reports is intended to document team agreement on coordinated services and next steps for the consumer's employment plan. Guidelines for use:

• Review the consumer's existing plans (e.g., IPE, Member-Centered Plan) and ensure SE supports and services are coordinated and advance the consumer's employment goals.
• Discuss who is responsible for each action and expected timelines, so the team can track progress and avoid duplication.
• Coordination should involve all identified members of the SE team, including the consumer, guardians or legal decision-makers (if applicable), DVR staff, long-term support representatives, and Service Providers.
• Key coordination points include:
  • After the Career Profile/assessment meeting (documented on Career Profile report)
  • At the 60-day on-the-job (OJT) review meeting (documented on SI or Retention report)
  • Before transition to LTS (documented on Transition to LTS report)
• The Coordination Plan section includes space for signatures (optional), or alternate documentation attendees and agreement.
• This ensures that all SE services are aligned, timely, and documented, helping the team support the consumer's employment goals effectively.

(Reviewed: 02/2026)

Response: The Career Profile is an assessment service intended to help identify the consumer’s strengths, interests, support needs, and potential employment environments.

Career exploration activities described within the Career Profile are informational and exploratory in nature. They are not intended to function as separate DVR services such as Job Shadow, On-the-Job Assessment (OJA), Internship/Temporary Work (I/TW), or unpaid work experiences. Consumers are not expected to perform work or tasks beyond observation and discussion as part of the Career Profile process.

Examples may include:

• Visiting a workplace.
• Observing a work environment.
• Meeting briefly with an employee or supervisor.
• Discussing workplace preferences or support needs in community settings.
• Reviewing job postings or applications.
• Other individualized career exploration activities agreed upon by the consumer.

The expectation is not that every meeting involves a formal employer-based activity, but rather that some community-based and employment-focused exploration opportunities occur to help inform the assessment and employment planning.

(Reviewed: 05/2026)

Response: Typically, yes. Most Supported Employment (SE) cases will start with a Career Profile, to capture the consumer's interests, skills, work preferences, support needs, and more. If a consumer is working with a new provider and a Career Profile has recently been completed, a new Career Profile is not necessary, if all parties agree. If a consumer returns to DVR and a Career Profile was previously completed, it should be reviewed to determine whether updates are needed based on changes in the consumer's circumstances, support needs, or disability-related considerations.

(Reviewed: 02/2026)

Response: Some DVR Service Providers do not continue ongoing support services after transition to LTS because they may not be contracted with the long-term care program or agency that will be funding services after transition.

During provider selection and prior to referral, the SE team should discuss whether the selected provider is contracted with the anticipated LTS funding source. This discussion may influence provider choice, as a different provider may be required at the point of transition to LTS if the original provider is not contracted with that funding source.

DVR remains responsible for providing at least 90 days of follow-up after transition to LTS. Information needed for follow-up may be obtained from the consumer and/or LTS provider.

(Reviewed: 02/2026)

Response: No. DVR does not have a universal minimum hour requirement policy for SE hires/placements. However, DVR encourages employment outcomes that maximize a consumer's employment opportunities and preferred work hours, and employment of 15 hours per week or more may often be an appropriate goal. Ultimately, employment outcomes must be based on the consumer's individualized circumstances, informed choice, strengths, abilities, support needs, and employment goals. Some consumers may appropriately pursue employment involving fewer than 15 hours per week based on factors such as disability-related support needs, stamina, transportation or scheduling limitations, gradual skill-building, temporary progression toward increased hours, or consumer preference.

The employment team should discuss and document anticipated hours and the rationale for the placement throughout service delivery. Positions obtained must align with the consumer's IPE goal, and any significant deviations from the planned employment outcome should be discussed and agreed upon by the employment team before employment begins.

(Reviewed: 05/2026)

Response: Yes. Some consumers may have multiple jobs to achieve their desired work hours, wages, experience, or employment outcome. The employment team should consider factors such as:

• Transportation
• Scheduling complexity
• Support needs
• Employer expectations
• Long-term stability (including long-term support needs)

Providers should communicate with DVR regarding how services and supports will be coordinated across positions. DVR and the provider should also discuss how retention or other supported employment supports will be coordinated when multiple positions are involved.

A consumer may have more than one job in order to reach their employment goal; however, multiple jobs do not result in more than one Monthly Systematic Instruction or Retention authorization or payment per month.

(Reviewed: 06/2026)

Response: Yes. If a placement significantly differs from the employment conditions discussed and documented by the employment team (e.g., hours, wages, duties, temporary status, or alignment with the IPE goal), DVR may determine additional discussion is needed before the placement proceeds. The focus should remain on informed choice, individualized planning, and whether the placement meaningfully aligns with the consumer's employment goal and service needs.

(Reviewed: 05/2026)

Response: Yes. DVR can support PASS Plan development. The Service Provider should reach out to discuss authorizing the service if needed.

(Reviewed: 02/2026)

Response: It depends on how long it has been and what has changed. DVR may authorize Work Incentive Benefits Plan Assistance, or a new Work Incentive Benefits Analysis with Plan. It may also be appropriate to authorize the Introductory Meeting, Portfolio, and Analysis and Plan if a new provider is working with the consumer. DVR will determine the appropriate service based on the consumer's current needs.

(Reviewed: 02/2026)

Response: Billing may still be possible after case closure. Providers should contact the DVR case facilitator or assigned Financial Specialist to determine what is allowable depending on the individual case.

(Reviewed: 06/2026)

Response: Yes. These services are still appropriate if the consumer needs help managing benefits or making informed decisions about work and earnings, regardless of employment status.

(Reviewed: 02/2026)

Response: Yes. Service Providers may bill for Plan Assistance at any point during the authorized 12-month service period after qualifying Plan Assistance activities have been provided and the appropriate documentation has been submitted. Billing does not end the Service Provider's responsibility to continue providing Plan Assistance for the remainder of the authorized period, if needed by the consumer.

(Reviewed: 02/2026)

Response: DVR recommends using official, up-to-date information from the SSA, state or federal resources, or other well-vetted sources. Agencies do not need to create their own handouts if reliable materials are available that meet the needs of the consumer.

(Reviewed: 02/2026)

Response: Services should be on the same PO with separate lines. Separate lines allow for invoicing and payments quicker to the provider. DVR may issue services on separate POs in occasional circumstances where the timeframes differ significantly.

(Reviewed: 02/2026)

Response: Plan Assistance activities occur during the 12-month period following the Plan review meeting and are intended to support the consumer in implementing the Work Incentive Benefits (WIB) Plan. Service Providers may bill for Plan Assistance at any point during the authorized 12-month period once qualifying assistance has been provided. Billing does not end the Service Provider's responsibility to continue providing Plan Assistance for the remainder of the authorized period, if needed by the consumer.

A single Plan Assistance authorization is intended to cover all assistance needed to support Plan implementation during the 12-month period, including assistance related to employment, wages and hours, benefits recalculations, wage reporting, or other benefits-related changes that occur during that timeframe.

Additional Plan Assistance authorizations are not intended to supplement services already expected within the original 12-month authorization. They may be considered only in unforeseen or exceptional circumstances that fall outside the expected scope of Plan Assistance and could not reasonably have been anticipated at the time of the original authorization.

(Reviewed: 02/2026)

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: 02/2026)

Response: Job Shadows can be authorized either before or after IPE development, depending on the purpose. Prior to IPE development, a Job Shadow may be used as an assessment to help inform vocational goal development. After IPE development, a Job Shadow may be used to support additional career exploration, career planning and decision-making, or employer engagement, based on the consumer's individual needs. As with all services, Job Shadows must be authorized by DVR in advance before the service can begin.

(Reviewed: 02/2026)

Response: No. Job Shadows are intended to be individualized experiences tailored to each consumer’s employment goal, including personalized preparation, engagement during the job shadow, follow-up, and reporting. Taking more than one consumer to the same employer at the same time does not meet the individualized service requirement.

Each consumer must have a separate Job Shadow experience, with individualized planning, observation, and documentation.

Note: In rare cases, a WDA may approve a local agreement for a separate group job tour or group exploration activity, which is distinct from individualized Job Shadows. Any group activity must be approved in advance, clearly identified as a different service type, and have defined expectations, billing, reporting, and outcomes.

Group experiences conducted without prior approval do not meet Job Shadow service requirements and may result in payment denial during report or invoice review.

(Reviewed: 02/2026)

Response: Yes. A visual resume may be authorized for any consumer when traditional resume formats are not effective for the individual's job search or employer engagement efforts. This tool may be particularly useful for consumers who benefit from an interactive or visual format to demonstrate their skills, strengths, and work experiences to potential employers.

(Reviewed: 02/2026)

Response: In most circumstances, an AT Assessment is required whenever the need for equipment has not yet been clearly identified or justified through observation, evaluation, or documentation. The assessment ensures that recommendations are based on functional needs, not product preference, and reflect the most current available technology. If a consumer has already been evaluated and appropriate documentation is available – and the technology is still current and appropriate – a new or additional assessment may not be necessary.

(Reviewed: 02/2026)

Response: AT Assessments, based on Technical Specification timelines, must be completed within 60 days of authorization. Providers should consider any time-sensitive circumstances noted in the referral (e.g., an upcoming job start, training program, or school semester). Timelines may also vary based on consumer needs, complexity of request, and the consumer's availability and scheduling.

For AT Training, providers should propose anticipated training duration in the Training Recommendations section of the AT Assessment Report and the update progress and timelines in monthly AT Training Competency Reports.

(Reviewed: 02/2026)

Response: Yes. Providers may use their own reporting templates as long as all required reporting elements are included and presented in a logical sequence consistent with DVR's AT reports structure. DVR's Program Evaluation and Development Analyst reviews provider templates and report samples to ensure consistency and completeness. Providers are encouraged to periodically verify their templates align with current DVR requirements and forms.

(Reviewed: 11/2025)

Response: DVR can provide templates and resources that illustrate the required elements and recommended format for AT Assessments and Training Competency Reports. Providers can request examples or clarification from the Program Evaluation and Development Analyst.

(Reviewed: 02/2026)

Response: The number of hours varies by complexity and consumer learning needs, but most products require between 2 to 10 hours of training. The provider should propose the total hours, session length, and completion date within the Training Recommendations section of the AT Assessment Report for DVR review and authorization.

(Reviewed: 11/2025)

Response: If additional time or sessions are needed, the provider should notify the DVR case facilitator in writing and received an updated Purchase Order Authorization prior to providing the additional training and include justification (e.g., new barriers, consumer progress, or technology updates). DVR may authorize additional hours based on consumer need.

(Reviewed: 02/2026)

Response: Barriers should be documented in the AT Training Competency Report and communicated promptly with the DVR case facilitator. Providers should describe the issue, any steps taken to resolve it, and whether additional contact with the counselor, schedule adjustments, or additional authorization of hours/extension of training timelines are needed.

(Reviewed: 02/2026)

Response: Yes. DVR may purchase equipment directly from the provider/vendor who completed the assessment, provided no conflict of interest exists and procurement requirements are met. This may include situations where the provider/vendor is contracted to supply a specific product or is the authorized source for the recommended equipment. DVR may authorize the purchase when it supports timely service delivery and competitive pricing. AT equipment purchases must also follow the DVR Addendum B Fee Schedule regarding Assistive Technology goods and services, and the Rate of Payment Determination & Required Documentation chart.

(Reviewed: 02/2026)

Response: The AT provider/vendor providing the equipment is typically responsible for installation, setup, configuration, and/or basic customization, unless otherwise specified. These services should be included in the provider's proposal or quote. If training is authorized, the trainer should ensure the consumer can and will use the equipment independently in their functional setting.

(Reviewed: 11/2025)

Response: Repairs or replacements after purchase are typically the consumer's responsibility, unless still under warranty or previously authorized by DVR for a specific reason. DVR may consider additional support if the need directly impacts employment or training outcomes and is justified. Please refer the consumer to their DVR case facilitator for additional guidance if repairs or replacements are needed.

(Reviewed: 02/2026)

Response: Communication should occur throughout all stages - referral, assessment, training, and follow-up - to ensure accurate information, coordination and use/understanding of product/training. Providers should confirm referral details, report any delays or concerns, and share updates promptly with DVR staff.

(Reviewed: 11/2025)

Response: Meetings should include the consumer, DVR case facilitator, and AT provider. Additional participants (e.g., other service providers, employers, educators, or long-term support representatives) may be invited when coordination supports successful implementation. Attendance should be based on the consumer’s needs and consent.

(Reviewed: 11/2025)

Response: AT can be used to support participation in any DVR service when functional limitations create barriers. For example, AT may enable access to classroom instruction, job-seeking activities, or on-the-job performance. AT can be authorized concurrently with other DVR services when appropriate. DVR staff should ensure AT recommendations align with the consumer’s Individualized Plan for Employment (IPE).

(Reviewed: 02/2026)

Response: If employment or training circumstances change, DVR may re-evaluate the consumer’s AT needs, to determine whether adjustments or new equipment are required. This may involve a referral for an AT assessment update or a new AT assessment.

(Reviewed: 11/2025)

Response: Frequent issues include missing or incomplete reports, delayed submission, lack of required quotes or supporting documentation, unapproved changes to products or hours, missing vendor authorization details, or unclear documentation of training outcomes. Ensuring all required information is included and submitted on time helps prevent delays.

(Reviewed: 11/2025)

Response: DVR does not require or track CARF accreditation for our Service Providers.

(Reviewed: 11/2017)

Response: DVR cannot pay for a service that is already funded by another source for the same consumer during the same timeframe. A Service Provider may not bill or accept payment from DVR and another funding source for the same service, for the same consumer, during overlapping dates of service.

For example, personnel employed by a school district cannot provide DVR-funded services to a student from their district if they are already funded by the district to provide services to that student. DVR may enter into a Service Agreement with an entity that receives other public funding if the services provided to DVR consumers are distinct and not duplicative of services funded by another source.

In some cases, multiple entities may share funding responsibility for different portions of a service (co-funding). These arrangements must be clearly defined in advance, with agreement regarding the funder of record and documentation outlining each party's responsibilities. Service Providers should review the current Service Agreement, published guidance, and applicable interagency agreements for additional details.

(Reviewed: 02/2026)

Response: Responsibility depends on the setting and purpose of the interaction.

DVR Responsibility

• DVR coordinates and pays for ASL interpreting when DVR staff are present as part of DVR case management or other DVR activities (e.g., meetings with DVR staff, assessments, or participation in an Internship/Temporary Work experience).

DVR staff note: Interpreter services may be arranged through the Department of Administration (DOA) statewide contracts listed on VendorNet. DVR staff may also refer to the WorkWeb: Alternate Format, Language Access, and ASL Interpreter Resources (Staff Only, Internal Link) for additional guidance. When necessary, providers outside of statewide contracts may also be used if no contracted provider is available.

Employer Responsibility

• Employers are responsible for providing reasonable accommodations under the Americans with Disabilities Act (ADA), including interpreter services needed for job interviews, orientation, training, job performance, and equal access to benefits and privileges of employment.

DVR Service Provider Responsibility

• Service Providers are required to provide for the accommodation needs of the consumer to engage in the authorized services, including ASL interpreter services. Service Providers are expected to pay for the accommodation, unless to do so would cause undue hardship.
• Undue hardship means that an accommodation would be unduly costly, expensive, substantial, disruptive, or would fundamentally alter the nature or operation of the business.
• If a Service Provider with 15 or more employees advises DVR that paying for accommodation(s) would cause undue hardship, the Service Provider shall provide documentation and information to support the claim so that DVR may make an assessment and decide whether to fund the accommodation need. If DVR decides to pay for the accommodation need, the costs shall be paid directly to the accommodation provider.
• For Service Providers with less than 15 employees, DVR will pay the costs associated with providing the accommodation need.
• Service Providers should work with the consumer and DVR case facilitator to determine the appropriate level and method of communication access needed for each encounter.
• Alternatives to an in-person interpreter may include short-term interpreting, video interpreting, or other methods as appropriate.
• Interpreters must be licensed by the Wisconsin Department of Safety and Professional Services (DSPS).

(Reviewed: 02/2026)

Response: Responsibility depends on the setting and purpose of the interaction.

• Under Title VI of the Civil Rights Act of 1964, LEP individuals must have meaningful access to programs and services funded by federal resources. In cases where a consumer has limited English proficiency, the Service Provider is required to provide services, including oral interpretation and/or written translation.
• DVR may coordinate and pay for interpreter services for an initial meeting with the Service Provider when necessary to establish services or communication. After the initial meeting, the Service Provider is responsible for arranging and paying for the language interpreter services when delivering authorized services.
• DVR staff note: LEP services may be arranged through the Department of Administration (DOA) statewide contracts listed on VendorNet. DVR staff may also refer to the WorkWeb: Alternate Format, Language Access, and ASL Interpreter Resources (Staff Only, Internal Link) for additional guidance.
• All foreign language interpreting services provided to a DVR consumer are expected to be provided by a qualified interpreter, defined as someone proficient in English and the DVR consumer's primary language, with knowledge of relevant 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. In some communities, there are volunteers available for free or very low-cost translation services.
• Undue Hardship: The undue hardship standard used for ASL interpreter services does not apply to language interpreting services.
• Questions or concerns related to translation cost, availability of translators, etc. should be directed to the WDA Director or DVR Contract Specialist.

(Reviewed: 02/2026)

Response: Yes. Service Providers are not required to maintain an office; however, they must provide accessible, confidential meeting space that 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 the DVR Statewide Service Provider Agreement.

Accessible space is space meeting the Americans with Disabilities Act (ADA) requirements.

Confidential space is space that allows for conversations not intended to be known publicly to remain private

(Reviewed: 02/2026)

Response: No. Service Agreements are typically approved for a two-year term and require a Service Provider to accept all referrals made for all consumers authorized. Any decision to not accept a referral or sever an agreement based on an authorization of service requires consultation and approval from DVR supervisory staff. See DVR Statewide Service Provider Agreement.

(Reviewed: 02/2026)

Response: Statewide Service Agreements are granted to Service Providers who will accept referrals from all disability groups. If a Service Provider's funding comes primarily from state/federal single-disability grants, DVR may waive the requirement 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. Local agreements may be developed for services not included in statewide Service Agreements, if it is determined that these services would improve employment outcomes.

(Reviewed: 02/2026)

Response: Service Providers must accept all referrals made for all consumers authorized. Any decision not to accept a referral or sever an agreement based on an authorization of service must be approved by the WDA Director or designee. Service Providers may not reject referrals based on the severity of a consumer's disability or other barriers to employment. See DVR Statewide Service Provider Agreement.

(Reviewed: 02/2026)

Response: It is the responsibility of each Service Provider to ensure that their staff meet all Service Agreement training requirements before delivering services to DVR consumers. While DVR does not provide live training directly for Service Providers, DVR offers training resources, including videos, slide decks, and guidance materials available on the Service Provider website. These resources are designed to share information about DVR-specific best practices and guidance for DVR service delivery.

In addition, sharing best practices can occur during meetings held within each WDA, Statewide Service Provider meetings, or through professional networking. Service Providers are also encouraged to pursue ongoing professional development, continuing education, and participation in relevant professional organizations, many of which offer training opportunities regularly.

(Reviewed: 04/2026)