CRP Advisory Committee Meeting Minutes for January 27, 2017

DEED / Vocational Rehabilitation Services

VRS Community Rehabilitation Program Advisory Committee

Friday, January 27, 2017 – 9:00 am – 3:00 pm

VRS Fairview St Paul Office

SESSION NOTES:

Committee Objective

The purpose of the VRS Community Rehabilitation Program Advisory Committee is to provide strategic advice and consultation to DEED/VRS on topics and issues affecting the mutual provision of DEED/VRS and CRP/LUV services to Minnesotans with disabilities. Our efforts to understand issues and to work collaboratively will build and nurture the capacity of Minnesota’s rehabilitation community to advance the employment, independent living and community integration of Minnesotans with disabilities.

Specifically, the VRS Community Rehabilitation Program Advisory Committee will:

· Represent the perspectives and interests of CRP/LUVs in advancing rehabilitation and employment issues while fostering dialogue and engagement on critical issues throughout the greater rehabilitation community

· Promote innovative service practices to accelerate the adoption of best practices at a systems level that fosters equitable access to quality services on a statewide basis

· Provide strategic level advice and consultation to DEED/VRS on matters affecting CRP/LUVs

· Identify key topics and issues affecting CRP/LUVs and DEED/VRS

· Consider input from subject matter experts in issues affecting economic development, state demographics / population trends, and promising practices

· Engage in active reflection, spirited discussion and strategic dialogue on critical topics affecting CRP/LUVs and DEED/VRS services to persons with disabilities in Minnesota

· Provide a forum for the review and discussion of critical VRS and CRP service delivery topics including, but not limited to: current service delivery practices; new and emerging service needs; identifying best practices; and the consideration of statewide service needs and resources

2017 Community Partner Members (listed alphabetically): Lena Balk, Heather Deutschlaender, Wendy DeVore, Kelly Dilger, Josh Howie, Jolene Juhl, Lisa Parteh, Andrea Pearson, Julie Peterschick, Bobbi VanGrinsven, Lynn Vincent, Dawn Wambeke

VRS Members: Jay Hancock, Roland Root, Mimi Schafer, Dee Torgerson

Sponsor: Kim Peck, VRS Director

Co-leaders: Chris McVey and Jan Thompson

Facilitator: Holly Johnson

2017 Schedule: Jan 27, Mar 24, Apr 28, May 19, Sep 22, Oct 27, and Dec 1.

January 27, 2017 Session Objectives:

· Welcome and introduction of our new 2017-2019 advisory committee members.

· Review/overview of the current 2016 VRS CRP Advisory Committee charter in preparation for 2017 charter development and adoption.

· Gather advisory input on draft definition language for key PBA terms.

· Provide a conduit for sharing relevant, important and timely updates and information for the benefit of vocational rehabilitation community and consumers.

January 27, 2017 Attendees (listed alphabetically): Lena Balk, Heather Deutschlaender, Wendy DeVore, Kelly Dilger, Jay Hancock, Josh Howie, Jolene Juhl, Chris McVey, Lisa Parteh, Kim Peck, Andrea Pearson, Julie Peterschick, Mimi Schafer, Jan Thompson, Bobbi VanGrinsven, and Lynn Vincent

Not in attendance: Roland Root, Dee Torgerson

Facilitator: Holly Johnson

Agenda Topics:

1. Welcome / Overview

2. Charting Our Advisory Committee's Course for 2017

3. Vocational Rehabilitation Community Updates

4. Advisory Committee Input on Key PBA Definitions

Adjourn @ 3pm

Meeting Highlights:

· The Advisory Committee welcomed new members, reviewed the approved 2016 committee charter, and discussed potential strategic topics for 2017 planning purposes.

· The committee participated in small group and full group working sessions to provide advisory input on draft definitions and considerations for the following three PBA terms: job coaching, stabilization, and follow up.

Next Steps:

· Preparation of Key Messages for Distribution to CRP/LUV partners: The facilitator will work with the Committee leaders to develop key messages from today’s meeting for distribution to the entire distribution list of CRP/LUV partners on the GovDelivery list within one week of the meeting. To verify/add your email to this list please contact Marlys Staples at

· Document Session Notes: The facilitator will document the complete session notes, including the Key Messages, for VRS Co-leadership review and approval for distribution to key audiences including the CRP Advisory Committee, VRS, and CRP/LUV partners.

· Continued PBA Terminology Work: VRS Staff will take the advisory input on the three draft definitions for job coaching, follow-up and stabilization into consideration as they continue development of PBA language as part of the new professional/technical contracts.

· Next Meeting: Will be hosted at the VRS Fairview St Paul Office on Friday, March 24th

Welcome and Opening

The facilitator opened with brief overview of the plan for the morning session.

Chris McVey and Jan Thompson introduced the new members selected for the 2017-2019 appointments as follows:

· Metro Representatives Heather Deutschlaender (ProAct, Inc.), Jolene Juhl (MnSOCS) and Bobbi VanGrinsven (Lifetrack)

· Northern Representative Josh Howie (second term /Trillium Works)

· South/Central Representative Dawn Wambeke (Advance Opportunities)

· VRS Rehabilitation Area Manager Mimi Schafer (SW Minnesota)

Charting Our Advisory Committee's Course for 2017

VRS CRP Advisory Committee reviewed the components of the approved 2016 committee charter in preparation for updating for 2017.

The committee also reviewed and briefly discussed potential strategic topics and agreed to finalize the initial slate at the next meeting as part of the process of refining the current charter to provide direction for 2017.

2017 strategic topics for the VRS CRP Advisory Committee are anticipated to include:

· Ongoing Comprehensive Statewide Needs Assessment

· Consumer Experience and Choice

· Service Delivery and Coordination

· Effective Communication and Sufficient Resources for a Sustainable VR System in Minnesota

· Collaboration and Partnership

Advisory Committee Input on Key PBA Definitions

Chris McVey introduced VRS Placement Specialist Mike Wagner and together they provided an update to the advisory committee on the work VRS has been doing related to researching other states contracts and language/definitions. They distributed worksheets that included a summary of various definitions for key words.

Next Chris and Mike asked the committee to review and provide their thoughts on the various definitions and considerations for the following three PBA terms:

1. Job Coaching

2. Stabilization

3. Follow Up

The facilitator conducted a small group exercise in three rounds to address each of the three PBA terms. Each small group was given the following assignment:

Please review the draft definition with the following in mind:

a. We are striving for a PBA definition that will provide a clear, consistent understanding of this word, and

b. We are striving for a PBA definition that will promote a clear, consistent application across community partners.

Looking at the draft definition for this word…

1. How well does this hit the mark for a. and b.?

2. Do you have ideas on ways to improve the likelihood of clear, consistent understanding and/or application of this word? If so, please list below and be ready to share in the full group.

ROUND ONE - Advisory Committee Input on Key PBA Definitions

Key Word: Job Coaching

Group 1 – Julie, Andrea, Josh, Lisa, Bobbi

Job coaching is providing consultation and training to the individual or the business to facilitate successful competitive integrated employment. Job coaching can be performed on or off the job site.

This includes:

· job destination training;

· job site skills training and assistance to perform work duties;

· training in new duties, and other responsibilities that assure job retention;

· training and assistance with work behaviors and interpersonal skills;

· training to develop understanding of employment practices and business policies;

· assistance in changes in the work environment impacting potential for job retention;

· identifying and utilizing natural supports in the workplace; and

· exploring and seeking job advancement.

Group 2 – Wendy, Jolene, Heather, Jay

Job coaching is providing consultation and training to the individual or the business to facilitate successful competitive integrated employment. The individual, employer and job coach work together to ensure training and progress continue for the individual. Job coaching can be performed on or off the job site and the individual may receive details of the job in either written or verbal form.

Such as:

· transportation;

· job site skills training to perform work duties that assure job retention;

· training and assistance with work behaviors and interpersonal skills;

· training to develop understanding of employment practices and business policies;

· assistance in integrating the individual into the work environment through natural supports;

· assistance in changes in the work environment impacting potential for job retention;

· identifying and utilizing natural supports in the workplace; and

· exploring and seeking job advancement.

** What kind of benchmarks can be established (if any) to know if objectives have been met or successful job coaching has been done?

** Is there an “exit” plan for job coaching?

** Agreement between job coach and VRS as to job coaching needs of individual?

Group 3 – Kelly, Lynn, Lena, Dawn, Mimi

Job coaching is providing short-term consultation and training to the individual or the business to facilitate successful competitive integrated employment. Job coaching can be performed on or off the job site.

This includes:

· job site skills training to perform work duties;

· training and assistance with work behaviors and interpersonal skills;

· training to develop understanding of employment practices and business policies;

· identifying and utilizing natural supports in the workplace; and

· assistance in changes in the work environment impacting potential for job retention.

** Specify hours of job coaching in application.

ROUND TWO - Advisory Committee Input on Key PBA Definitions

Key Word: Stabilization

Group 1 – Julie, Andrea, Josh, Lisa, Bobbi

Job stability is where the individual and employer agree that the job is satisfactory and that the individual is adequately performing the duties of the job to the individual's and employer's satisfaction. The job must continue to match the vocational goal and number of hours as listed on the employment plan, and long term supports, if needed, have been defined and are in place.

Group 2 – Wendy, Jolene, Heather, Jay

Additionally:

· A job is considered stable when the job coaching has faded as needed by the individual;

· The initial intensive services identified on the employment plan have resulted in the individual demonstrating acceptable job performance; and

· A reasonable expectation that satisfactory job performance will be maintained with the kind and level of ongoing support services being provided and/or identified.

** Do we include a time definition such as? “Stabilization happens within a 90 day time frame after job coaching has ended.”

** The stabilization clock starts immediately after job coaching ends?

** If job coaching is needed again after 60 days of stabilization, does the “90 days” start over again after the intervention/job caching session?

Group 3 – Kelly, Lynn, Lena, Dawn, Mimi

In general, stabilization occurs when the individual is maintaining competitive integrated employment while job coaching and related interventions have faded to the lowest level necessary. At stabilization, the emphasis of services shifts from learning the job tasks and being oriented to the work environment to maintaining and advancing in competitive integrated employment.

Stabilization should be based on the following factors:

· The individual has reached a satisfactory level of work performance.

· For individuals in supported employment, the person has made substantial progress toward working the number of hours per week specified in the employment plan. If the individual has achieved stabilization but is working substantially fewer hours per week than the goal established on the Employment Plan, the Plan can be amended and the outcome can be considered suitable, provided the counselor and individual agree.

ROUND THREE - Advisory Committee Input on Key PBA Definitions

Key Word: Follow Up

Group 1 – Julie, Andrea, Josh, Lisa, Bobbi

Follow up is providing at least 90 days of the following employment retention activities:

· Telephone or personal contact, on or off the job, with the individual to determine ongoing satisfaction with the terms of employment;

· Telephone or personal contact with the employer, provided the individual has given permission, to determine ongoing satisfaction with the terms of employment;

· No less than two (2) contacts a month are required for a minimum of 90 days;

· Communication with VRS at least monthly to discuss progress and coordinate for any additional services that may be required; and

· Assistance with necessary minimal supports to sustain employment. Intensive support services, as determined by the Community Partner and VRS, may require additional hours to be authorized for job coaching services.

** This definition assumes this is an individual without any long term funding and was placed and being supported during the retention period.

Group 2 – Wendy, Jolene, Heather, Jay

Follow up is a time limited service which includes direct and indirect support to an individual, and or employer, to allow for adequate job adjustment and retention or further job development and placement. Follow up services require that the Community Partner maintain regular contact after the initial job placement with the individual and, also the employer, if the individual has given permission.

Follow up could include:

· Individual’s ability to maintain employment;

· Individual’s need for accommodations; and

· Need to provide training strategies to the employer.

Group 3 – Kelly, Lynn, Lena, Dawn, Mimi

Follow up is maintaining contact to promote adequate job adjustment and retention.

Follow up involves providing at least 90 days of the following Employment Retention activities:

· Contact using the agreed upon mode of communication (e.g., email; text; telephone; face-to-face), on or off the job, with the individual to determine ongoing satisfaction with the terms of employment;

· No less than two (2) contacts a month are required for a minimum of 90 days;

· Communication with VRS at least twice to discuss progress and coordinate for any additional services that may be required; and