Technical Specifications - Job Shadow

Effective July 1, 2023 to June 30, 2024

Job Shadow is a career exploration activity, designed to increase an individual’s awareness. It takes place in an integrated, community-based work environment. The individual is allowed to walk through the workday, within the actual environment; witnessing firsthand the work they may be interested in.

Description of Service Category

Job shadowing is a career exploration activity, designed to increase an individual’s awareness. Job Shadows take place in an integrated, community-based work environment. The individual is allowed to walk through the work day, within the actual environment; witnessing firsthand the work they may be interested in. The individual is able to see the work environment, occupational skills of practice, value of training, potential career options and the culture of the organization. Gaining exposure and firsthand experience through job shadowing can make the difference between assuming what a career would be like, and actually understanding what it entails. This service allows the individual the ability to determine their employability for the position, through informed choice.

Resources for further information on job shadowing and service delivery:

• Job Shadow Report (DVR-18030-E)
• Shared Roles and Responsibilities in DVR Services

Note: All elements listed in the Roles and Responsibilities serve as part of the technical specifications and are required to be completed by the Service Provider.

Service(s):

Note: If over 100 miles, the Service Provider can charge 75 cents/mile for actual miles driven over 100 miles round trip (to and from the closest site where the services can be provided). The 75 cents/mile charge begins with mile 101. Service Providers must submit a travel log detailing mileage. Approval from DVR for traveling over 100 miles is required prior to travel.

An Authorization for Services is required from DVR before any services can begin.

Service Provided – Job Shadow

• The Service Provider will arrange site and contact DVR with details.
• The duration of the job shadow will depend on the job site and essential functions of the job being shadowed. Enough time should be spent on-site to allow the individual to get a clear understanding of the requirements of the job. The duration of the job shadow and the time spent on-site will need to remain flexible and be discussed between the Consumer, the DVR Counselor, the Service Provider and the Employer.
• A questionnaire for the consumer to ask the employer must be created and completed by the consumer or accompanying service provider. (Example below.)
• Service Provider may discuss the job shadow results with the consumer, either face-to-face (during or after job shadow), via email, or over the phone, based on their level of need. The Service Provider must inform DVR of the method of the review and DVR staff should properly case note the meeting in the consumer's case file.
• Often times this experience is completed alongside a competitive worker. The experience may offer the opportunity to try hands-on tasks associated with the job; however, the individual may not perform productive work which would benefit the employer. The job shadow does not require any directly related work experience or skills in order to participate. It is temporary and unpaid.
• A job shadow is different than an employer tour in that a tour is a brief trip to or through a place of business for the purpose of seeing it. A tour does not give the consumer the opportunity to witness all the essential functions of the job, observe the daily routine and /or communicate or interview workers throughout the work shift.

Example Questions for Job Shadow: Required to be filled out by consumer:

1. What is your job title?
2. What are your job duties?
3. What kinds of tools are required for your position?
4. What is a typical day like for you?
5. What kind of interaction do you have daily? (With co-workers, public, supervisors, etc.)
6. What is your favorite part of the job?
7. What is your least favorite part of the job?
8. What training did you need to complete to obtain this position?
9. Is this job stressful?
10. What are you required to wear to work? (Steel-toe boots, scrubs, gym shoes, uniform, etc.)
11. Are there any safety concerns?
12. Any other pertinent information/comments?
13. What did I observe during my job shadow?

Service/Reporting Requirements

Reports are due within 5 business days of the end of the service or previous month if the service is continuing.

Note: If the service provider is seeking to use their own reporting template, the report must contain all the elements and follow the same sequence in the required DVR reporting template. Please email the DVR Program Development Specialist to submit a reporting template and request for approval.

Billing Requirements

Invoices for services should be submitted as described on the Authorization for Services, also referred to as the purchase order. Invoices must be received by DVR within 60 days of completion of the service. Properly submitted invoices will be paid within 30 days of receipt when reports and services have been delivered and accepted as specified.

Job Shadow Roles & Responsibilities

Job shadowing is a career exploration activity, designed to increase an individual’s awareness. It takes place in an integrated, community-based work environment. The individual is allowed to walk through the work day, within the actual environment; witnessing firsthand the work they may be interested in. The individual is able to see the work environment, occupational skills of practice, value of training, potential career options and the culture of the organization.

I can expect DVR to:

• Provide me with information about providers for this service
• Help me choose an appropriate service provider
• Help me understand what will happen during this service and what I need to do.
• Provide me contact information to connect me to my service provider
• Answer my questions if I have any during the service
• Give me a copy of the report if I want one

I can expect the Provider to:

• Schedule date/time(s) for when and where services are to be provided
• Accompany me or provide me guidance if job shadow is non-accompanied
• Provide constructive feedback
• Help me develop a questionnaire to ask the employer
• Communicate effectively and efficiently
• Complete a report on my progress

I am expected to:

• Choose a provider. If more information is needed to make an informed decision, I will request it.
• Be on time to job shadow(s)
• Answer questions asked during the meetings
• Inform my provider if I can't make it or be on time
• Participant in meeting with DVR counselor and provider after job shadow.
• Notify DVR and my provider of any issues or concerns that may arise
• Contact DVR or my provider if I have a question
• Maintain communication with my DVR counselor and provider on my progress

Reports/Forms

• Job Shadow Report (DVR-18030-E)