2012 - 2015 - Job - Placement - Reference - Guide - Vocational Rehabilitation - Employement - DHS

VOCATIONAL REHABILITATION

REFERENCE GUIDE

JOB PLACEMENT SERVICES CONTRACT 2012-2015

06/29/2012 1

Vocational Rehabilitation Table of Contents Sections Page

Job Development Overview 3  Authority  Intent  Background

Oregon Direction 4

Definitions 5-11  Services Outside of the Contract 10-11

Procedures 12-17  Employment Profile 12  Table #1: Attaching Employment Profiles to Service Descriptions 13  Table #2: Attaching Service Process to Payment Rates 11-17 Note Page 18

Flow Charts 19-23  Flow Chart and Payment Structure 20  Job Placement Services Contract Overview 21  Flow Chart Process 22  Service Categories 23

Addressing Business Practices 24-25  Job Placement Services Forms 24  Note to Contractors 25 Questions & Answers 26-33

Appendices: 35-42 A. Employment Profile Summary 35 B. Job Placement/Retention Referral Form 36 C. Employment/Retention Proposal Form 37-38 D. Monthly Job Placement/Retention Progress Report 39 E. Job Placement/Retention Invoice and Summary Report 40 F. Employment Verification Form 41 G. Job Placement Survey 42

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Vocational Rehabilitation OVERVIEW

AUTHORITY:

Rehabilitation Act of 1973 as amended by the Rehabilitation Act of 1998, Section 103(a)(4); 34 Code of Federal Regulations §361.48(l).

INTENT:

OVRS’ intent is to continue our focus on both internal and external job development activity. In support of external processes on July 1, 2012 OVRS will amend previous non-competitive contracts with organizations and sole proprietors to purchase job placement services including; referral, development, placement, retention of jobs on behalf of and for OVRS participants. OVRS will continue to support their internal processes through the provision of a series of organizational initiatives and activities initiated by managers and staff and carried through by the OVRS Employment Team and OVRS Motivation Intervention’s Support Team.

BACKGROUND:

The Oregon Office of Vocational Rehabilitation Services (OVRS) provides the full range of vocational rehabilitation services that are allowed under the Rehabilitation Act of 1973, as amended. OVRS provides Job Development and Job Retention services to participants in OVRS service whose individualized plan for employment (IPE) identifies these services as necessary for the participant to obtain or maintain employment. Services must be provided in a manner clearly supporting the philosophy of the Rehabilitation Act of 1973, as amended, emphasizing informed choice. The participants to be served will need extensive assistance in obtaining and maintaining competitive employment commensurate with their presenting vocational, social, psychological, and medical conditions, and consistent with their unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice. The participant and the vocational counselor work in collaboration to choose a provider from the OVRS vendor list at which time an Authorization for Purchase (AFP), acting as the work order, is issued to the chosen provider identifying the parameters of the service to be provided.

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Vocational Rehabilitation OREGON DIRECTION:

Now, more than ever, the work of Oregon’s Office of Vocational Rehabilitation Services (OVRS) is increasingly complex. Participants are presenting with more complex issues, needs and employment barriers. Traditional service delivery, designed to move a participant from intake to employment effectively, has been further compromised by an ongoing economic downturn and the stress of working with participants who may not be motivated towards working.

In response to these challenges OVRS has moved to an employment outcomes process that is designed to work more effectively with participants on their motivation to work and increasing our job market penetration, thereby enhancing employment outcomes and serving more complex cases. This initiative is called “Enhancing Employment Outcomes” (EEO).

OVRS’ vision is for an enhanced service delivery system that has become a part of day-to-day operations. The result being simplicity of purpose based on the belief that employment outcomes are the result of appropriate participant preparation combined with effective job development. Aligning these inputs to employment outcomes also justifies continued existence and funding. OVRS’ challenge has been to rigorously organize around this simple idea.

Organizational efforts in support of the EEO vision have been extensive. Over the past five years staff and contractors have continued being provided with training, technical assistance and support of two sets of skills:

1. Skills to recognize motivation-to-work and when motivation is a barrier to employment apply appropriate counseling intervention techniques. 2. A level of expertise in job development methodology that positively impacts the quality and quantity of employment outcomes for our participants.

This guide focuses on the job development methodology currently in place as well as introduces several key components of the 2012-2015 contract amendments including:

 An amended job development process specifically designed to serve participants who will benefit from a more supported or customized employment approach to job development.  An amended job development process designed to better serve persons who will continue to benefit from a more standardized approach to job placement services.  An amended payment structure.  Identification of new and removed contracted service categories.  Definition of new and removed service categories and guidance on their use.  Flow charts for both supported or customized and standard job placement processes to guide you when implementing the amended contract process.

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Vocational Rehabilitation DEFINITIONS:

Comparable Benefits means services and benefits that are:

 Provided or paid for, in whole or in part, by other federal, state, or local public agencies, by health insurance, or by employee benefits;  Available to the individual at the time needed to ensure the progress of the individual toward achieving the employment outcome in their individualized plan for employment; and  Commensurate to the services that the individual would otherwise receive from the designated State vocational rehabilitation agency.

Competitive - Integrated Employment means that the job is in an integrated community setting and pay is commensurate with persons without a disability including benefits and conditions of employment. The following guidelines must apply:

1) The consumer must earn at least minimum wage, as defined by the Fair Labor Standards Act, but not less than the customary wage and level of benefits paid by the employer for the same or similar work performed by non- disabled workers. 2) An integrated setting for purposes of a job placement is one in which an applicant or eligible individual interacts with non-disabled persons, excluding service providers, to the same extent that a non-disabled worker in a comparable position typically found in the community interacts with others. 3) Interaction between individuals with disabilities and the general public need not be face to face in order to meet the standard. Self-employed, home-based employees and telecommuters may interact regularly with the public through a variety of media, including telephone, facsimile and computer.

Costs Associated with Doing Business, otherwise known as business overhead, are the responsibility of the independent contractors. When a contracted job developer signs their contract they are agreeing to all contracted rates (milestone, outcome or performance based), which include their administrative, travel or other expenses. No additional expenses will be allowed or reimbursed under the agreement.

Direct Placement refers to those cases where the contracted job developer brings a job opportunity to the VRC who has a participant to refer based on their ability to meet the job’s priority or minimum qualifications. At the VRC’s request the contractor then completes the standard or supported or customized employment proposal that moves the file into placement and later retention.

Employment Profile is used by VRC’s to differentiate their participant’s placement needs into one of four categories: 1) Self-placement (SP), 2) Job Development 1 (JD1), OVRS 6/01/2012 5

Vocational Rehabilitation 3) Job Development 2 (JD2) and/or, 4) Motivation Intervention (MI). The purpose of this differentiation is to identify which job development strategies and techniques, when implemented, will have the best chance for success.

Independent Job Development Contractor refers to the person or organization authorized by OVRS to provide one or more of the following job placement services, under contract, for a designated period of time: job development, job placement, and job retention services. Note: It is the responsibility of independent contractor to conduct their business practices outside of DHS property. Independent contractors must conduct business without the use of any DHS equipment.

Job Development is a strategy used to accomplish a market intervention. When using this strategy, job developers are taking full responsibility for soliciting positions and/or creating positions that OVRS participants can fill. Job development, using OVRS’ service delivery model, is done to influence employer’s hiring decisions. Techniques used while performing job development services include exploring real, priority needs and minimum productivity requirements in order to broaden the scope of candidates eligible for the job. These services are authorized when the VRC determines the need for third party representation to access employers, for example, those whose employment profile is either; a) Job Development 1, or b) Job Development 2.

Job Placement occurs when both the VRC and the participant accept a job offer brought forward by the job developer. An Authorization for Payment (AFP) can be issued for job placement as soon as the participant has successfully completed at least three days of employment. In the case of a second job placement by the same job developer, placement cannot be paid until after the first 30-days of employment. If a third job placement by the same job developer is made, eligibility for payment will be for job retention only.

Successful job placement must meet the requirements of the Rehabilitation Act. This means that employment can be part-time or full-time and must be in a competitive, integrated employment setting. Note: Contracted vendors may hire our participants, however, no job placement and job retention milestones will be paid to a contractor if a participant is placed within that contractor’s place of employment.

Job Ready Client/Participant refers to any participant of OVRS who meets the minimum standard for employability of motivation, reliability, and dependability. Some participants with severe functional limitations may require more specialized skills and strategies to determine their job readiness. Those individuals who are working with ODDS will use an employment profile (ODDS is in the process of developing) which will assess and assist when referring to OVRS for job placement services.

For many of our participant’s, job readiness is demonstrated by the following: OVRS 6/01/2012 6

Vocational Rehabilitation

 Obvious interest in or desire to work combined with a willingness to make whatever changes are necessary in order for work to happen;  Has shown that they can be relied on to show up when they need to, and;  Have the capacity, either with or without support, to stay on task for a period of time generally associated with working.

Ongoing Supports refers to the time period after job stabilization has occurred and the OVRS counselor has documented that the file closure as rehabilitated criteria is met. A system other than OVRS completes all actions necessary to encumber resources that will ensure ongoing supported employment payments will be made.

Oregon Development Disability Services (ODDS) office, provides supports and services to children and adults with developmental disabilities that meet eligibility for services criteria. Developmental disabilities include intellectual disabilities, cerebral palsy, Down Syndrome, autism, traumatic brain injuries, certain neurological impairments and other impairments of the brain that occur during childhood. Some people with developmental disabilities also have significant medical or mental health needs. Services offered have specific eligibility standards and are accessed through the county Community Developmental Disabilities Programs (CDDPs). Services for adults from Brokerage Support Services assist individuals to live in their own home or with family or friends, and may include specific goals around community integration and employment.

Proposal - The contracted job developer, as a result of a formalized referral process, must now submit Employment/Job Retention proposal. Submission of an employment/Retention proposal indicates acceptance of the VRC’s referral and must include an outline of the methodology the contracted job developer proposes using in order to secure a positive employment and or retention outcome. Acceptance of the proposal will be by both the VRC and the participant. A milestone payment is available to the contracted job developer once the proposal is accepted.

Job Retention/Rehabilitated Services - Standard, Supported or Customized Employment tracks occur when follow-up services are being delivered and before the participant has been employed for a minimum of 90-days. The job retention time period includes the 90-consecutive days after the job begins. Follow-up services can involve either the client or the employer, or both. The extent to which actual interactions occur is directed by the VRC. The contract is clear that only after the VRC judges the participant’s file to be eligible for a file closure of Rehabilitated will as AFP for services be issued.

Job Retention/Rehabilitated Only - Self-Placement refers to cases where the participant gets their own job (self-places), while being assisted by a job developer or OVRS 6/01/2012 7

Vocational Rehabilitation not, and the VRC judges that they will benefit from follow-up services provided by a contracted job developer. This retention fee is added by the amended contract at an additional milestone retention services/payment. This fee can only be paid after the participant has been employed for a minimum of 90-days. The job retention time period includes the 90 consecutive days after the job begins.

Milestone Payment, Outcome Payment, or Performance Based Payment refers to a single payment made based on performance and outcomes. Milestone payments are eligible to be made at the following job development process intervals:  Referral  Proposal  Job Placement  Job Retention

Qualified Rehabilitation Facilities (QRF’s) are most commonly non-profit or not-for- profit organizations whose mission is to help people with disabilities achieve self- confidence and self-sufficiency by working in the community in which they live. QRF’s may be a place of business and a training facility. Many QRFs have other business locations as well. Job placement and job retention milestone payments can only be paid to a QRF if the employment setting in which the participant is placed meets the federal definition of a competitive integrated employment setting.

Referral - Standard, Supported or Customized Employment track is, for purposes of this contract, a formalized referral process. This referral process will be used when referring participants to prospective job developer contractors for either placement or retention services. The new referral process is designed to provide contracted job developers with enough information to make an informed decision before accepting the referral. Contracted job developers must make a decision prior to accepting the work, about whether they feel they can be successful in placing the participant into a job and what methodology they agree to use. The referral process is complete after an employment/retention proposal is submitted and agreed to by the VRC.

Standard Employment Track refers to the standard model for job placement services with the emphasized on the EOP II’s mandatory training curriculum. This contract however, identifies a couple of changes in that process includes implementation of a formalized referral process that results in an employment/retention proposal by the contracted job developer. Referrals and employment/retention proposals, when accepted, also result in additional milestone payment opportunities.

Successful Closure means that the counselor, employer, and participant agree after 90- days of continuous employment that the employment outcome meets the needs of the participant and the placement meets federal Rehabilitation Services Administration (RSA) requirement for a successful case closure: OVRS 6/01/2012 8

 The employment outcome is in the most integrated setting possible.  The employment outcome is consistent with the participant's strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice.  The participant, employer, and OVRS counselor consider the employment to be satisfactory and agree the participant is performing satisfactorily on the job.  Employment has been maintained for at least 90-days.

Supported or Customized Employment Track refers to the provision for a separate supported or customized employment track. This track differentiates itself from a more standardized approach to job development by offering the participant and potential job developer an opportunity to participate in a targeted vocational assessment, as needed. The targeted vocational assessment is designed to answer any outstanding questions related to employment needs prior to the identification of the suggested job development methodology in the employment proposal. This differentiation will be made when, a) the participant’s record indicates their status as supported employment, or b) the VRC and their branch manager agree that the participant’s record indicates that they will only obtain employment from using this specialized track.

Temporary Employment is defined as placement into a short-term position of six- months or less. Temporary employment is considered a “pre-employment” activity and cannot be considered a permanent placement until: 1) client does get hired on a permanent basis from their temporary status, or 2) continues their temporary status beyond six-months. It the temporary status goes beyond six months, then the job devloper may invoice a placment fee and emplyment continues for an additional 90 days and file is eligible for file closure then an AFP for retetion fee will be issued.

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Vocational Rehabilitation Services Outside of the Job Placement Services Contract

Discovery refers to the time period when an individual is still exploring their skills, interests, and participating in benefits planning to determine if they have the desire to be employed. In most cases, discovery activities will have been completed by county or brokerage providers prior to a referral to OVRS. ODDS are currently in the process of developing a new screening process. OVRS will review all existing documentation prior to consideration of job placement services.

ODDS and OVRS are currently working together to formalize this process. In the interim the VRC will continue reviewing all existing documentation and determining if a more targeted assessment will be of benefit to the development of the IPE and prior to consideration for job placement services.

Job Coaching will now be provided outside of the contract at a standardized rate of $40.00 per hour. Job coaching refers to technical and less technical approaches to mentoring participants on the job. VRC’s should consider the skill level necessary to address the participant’s barriers to employment and structure the job coaching intervention accordingly. The level of payment should match the specialized nature of each intervention.

Job Preparation services are provided either prior to, or during job development. For purposes of the contract, job preparation refers strictly to direct client services including one or more of the following: preparation of a master application, resume, on-line job application, practicing targeted interview questions and insuring that the baseline employability criteria of motivation, reliability and dependability are continually being met. The amendments remove the service category of job preparation from the contract. Job preparation will now be provided outside of the contract at a standardized rate of $30.00 per hour.

On-the-Job Training (OJT) is a training activity. If the VRC requests a job developer to locate an OJT site or if the OJT is part of an offer to entice the employer to hire the participant, the AFP for the job developer will be written to specify the location of a job training activity. At the end of the OJT period, when a participant is hired, on the third day of permanent employment, an approved contracted job developer may invoice a placement fee according to the payment structure for a standard, supported or customized employment track. If successful at 90- days of employment and the OVRS counselor has documented that file closure will be as rehabilitated a successful employment closure fee can be paid. If issuing an AFP to an otherwise unapproved vendor to develop the OJT sight, they must be advised that they will not be eligible for the placement or rehabilitation fee when the client is hired. Only contracted job developers are eligible for payment of those fees.

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Vocational Rehabilitation Targeted Vocational Assessment is an amended pre-job development process for participants who will benefit from a supported or customized employment outcome. The service category most often used during this time period is comprehensive assessment; however, if the time period is extensive and pre-Plan, the VRC may choose to use an extended evaluation. For purposes of this contract, targeted vocational assessments are to be used on an as-needed-basis to assess things like: an individual’s presentation, work tolerance, communication, quality of work, self-care, self-direction and interpersonal skills. The targeted vocational assessment also provides the VRC and the participant with an opportunity to clarify job interests and identify long term support needs. This assessment might also include the development of one or more community workplace assessments. The result of the targeted vocational assessment is a plan goal, including a list of possible job sites and a list of potential resources for long term supports, to emerge.

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Vocational Rehabilitation PROCEDURES:

The type of job placement services intervention contracted for should mesh with the employment barriers presented by the participant’s case. If it does not, then the job developer’s time will not be spent effectively, nor will they be able to maximize employment outcomes or assist the participant to realize their goal of employment.

In order to determine the most effective job placement method to be implemented the counselor should first determine what employment profile the participant most resembles below and again as Appendix A: Employment Profile Summary.

Self-Placement (SP) – Describes the participant with average or above average ability and motivation, who can gain access to the labor market and will have credibility with employers. This person may even be able to get a job on his/her own with some targeted job preparation assistance. [A self-placement strategy is recommended to be implemented before referral for job development i.e. job club, self-directed learning, and/or employment counseling.]

Job Development 1 (JD1) – Describes the participant who has the ability and motivation necessary to do the job but has employment barriers that impact their access to, and credibility with, employers. These barriers stop the employer from seeing them as viable candidates. [A priority-needs strategy when developing jobs for this individual is recommended i.e. immediate and long-term needs can be addressed through the hire and/or real and ideal needs have been addressed.]

Job Development 2 (JD2) – Describes the participant who has motivation but currently lacks, and will continue to lack in the future, the ability levels that would enable them to be competitive. They will have difficulty multi-tasking, they may also have lower productivity levels than would otherwise be considered competitive. [A massaging minimum-needs strategy is recommended i.e. working with the employer to help them identify their minimum hiring needs and/or need to restructure a job, or carve a job.]

Motivational Intervention (MI) – This person, regardless of ability, access, or credibility with employers, does not internalize the need to go to work. They lack insight into their true reasons for working. [OVRS will implement Motivation Intervention strategies to assist the participant to become more motivated towards work. Techniques may include one-on-one motivation intervention vocational counseling and/or small group motivation intervention activities.]

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Vocational Rehabilitation TABLE #1: Attaching Employment Profiles to Service Descriptions Employment Service Description Profile Referral Process A work order (AFP) is issued after a formal referral process has been SP, JD1, or initiated by the VRC using the Job Placement/Retention Referral Form JD2 and a second work order (AFP) is issued when requesting the JD to respond by use of the Employment/Retention Proposal Form. OVRS cannot be invoiced for the second work order until the Employment/Retention Proposal Form has been accepted by the participant and the VRC. Job Placement – Standard A work order (AFP) is issued after the JD brings forward a job opportunity SP or JD1 that is accepted by both the participant and the VRC. OVRS cannot be invoiced until the Employment Verification Form has been submitted and the participant has been on the job for at least three days. Job Placement – Supported or Customized Employment A work order (AFP) is issued for the higher placement rate, after the JD JD2 brings forward an acceptable job opportunity, and when the participant record indicates, a) their status as being supported employment, b) the VRC and their branch manager agree that the participant will only obtain employment from using this specialized approach, c) long-term supports are identified and in process, and d) the job offer is accepted by the participant, VRC and those involved in providing long-term supports. OVRS cannot be invoiced until the Employment Verification Form has been submitted and the participant is on the job for at least three days. Job Retention - Standard, Supported or Customized A work order (AFP) can only be issued and invoiced after, a) the SP, JD1 or participant’s employment has been maintained for at least 90-days, b) the JD2 file is eligible for a closure of Rehabilitated and c) the Job Placement Survey has been submitted. In the case of job retention as supported or customized rehabilitation, long-term supports will need to have been identified and in place. Job Retention Only – Self-placement A work order (AFP) is issued for follow-along services, as needed, when SP, JD1 or participants find their own job. This fee can only be paid after a minimum of JD2 90-days of follow-along. The job retention time period includes the 90- consecutive days after the job begins. The Monthly Job Placement/Retention Progress Report must be submitted monthly. TABLE #2: Attaching Services to Milestone Payments OVRS 6/01/2012 13

Vocational Rehabilitation Service Payment 1) Referral – Job Placement or Retention: There will be just one active referral between a participant, VRC and a job developer at any given time.  The VRC refers by use of the Job Placement/Job Retention Referral Form.  The JD reviews the referral form information and meets with the Milestone participant. Payment  The JD can either accept the referral or deny the referral based on information shared and their interaction with the participant. $100.00  The JD and VRC understand that the vendor’s agreement with OVRS promotes use of the AFP as work order, which cannot be invoiced until the JD has met with the participant and determines if they will submit a proposal. 2) Proposal – Employment/Retention: There will be just one active employment or retention proposal between a participant, VRC and a job developer at a time.  The JD can either accept the referral or deny the referral based on Milestone information shared and their interaction with the participant Payment  The JD who accepts the referral will respond by submitting an Employment/ Retention Proposal Form. $200.00  The VRC, participant, and the JD review the proposal and sign the agreement section.  The JD will be paid a milestone payment of $200.00 when the employment or retention proposal has been accepted by the VRC and the participant. 3) Job Development Standard, Supported or Customized Employment Tracks: Job development activities i.e. job market interventions will commence after the employment or job retention proposal has been accepted. Activities and timelines will be monitored monthly by the counselor but will at minimum be reviewed formally every 90-days.  The JD reports progress to the VRC monthly, formally, using the No Monthly Job Placement/Retention Progress Report. Payment  When contact is made informally, the VRC will note contact by using the case notes feature in ORCA.  All job development activities must be formally reported by the VRC by use of the 90-day ORCA case review process. JD’s and VRC’s understand that the JD’s efforts to identify an employment opportunity are now paid at placement. Efforts must result in outcomes before OVRS resources can be expended. JD’s and VRC’s also understand that their relationship is not exclusive; OVRS 6/01/2012 14

Vocational Rehabilitation Service Payment therefore, as long as the participant remains in job ready status, should an appropriate job present itself by other means, that job opportunity will be considered regardless of its origin. 4a) Job Placement – Standard Employment Track: Payment criteria for a standard job placement can only be met when both the VRC and the participant accept a job that the JD presents to them as a viable job opportunity. Milestone  The milestone payment will be made to the JD once per participant at the Payment time of job acceptance.  In the case of a second job placement by the same JD, payment will be $1,000.00 made after 30-days of successful employment.  In the case of a third or other subsequent job placements by the same JD, placement fees will not be paid but retention fees will be available as long as retention criteria is met. JD’s and VRC’s understand that the vendor’s contract with OVRS promotes use of the AFP as work order, which cannot be invoiced until the Employment Verification Form has been submitted and the participant has been on the job at least three days .

4b) Job Placement – Supported or Customized Employment Track: Criteria for a milestone payment into supported or customized employment jobs will be met when, a) the participant’s record indicates their status as supported employment, b) the VRC and their branch manager agree that the participant’s record indicates that they will only obtain employment from using this specialized approach, and c) the job offer is accepted by the VRC, participant, and the organization, agency, or individual involved in providing the long-term supports. Milestone  VRC’s and JD’s recognize that this type of job offer will be reimbursed at Payment a higher rate based on the length of time and special skills applied during the non-reimbursed job development phase. $1,500.00  In the case of a second job placement by the same JD, placement payment will only be made after 30-days of successful employment.  In the case of a third or other subsequent job placements by the same JD, the placement fees will not be paid but retention fees will be available as long as retention criteria has been met. JD’s and VRC’s understand that the vendor’s contract with OVRS promotes use of the AFP as work order, which cannot be invoiced until the Employment Verification Form has been submitted and the participant has been on the job for at least three days. 5a) Job Retention – Standard Employment Track: Job retention activities include meeting with the employer to assess the

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Vocational Rehabilitation Service Payment success of the placement; identifying ways to improve the effectiveness of the placement; and identifying additional placement opportunities with that employer or by referral from the employer to other employers.  JD and VRC agree to what level activities are necessary to insure a positive employment outcome.  JD reports what follow-along activities have taken place by use of the Milestone Monthly Job Placement or Job Retention Progress Report. Payment  The JD and VRC understand that the vendor’s contract with OVRS promotes use of the AFP as work order, which cannot be invoiced until $1,500.00 the Job Placement Survey has been submitted.

JD’s and VRC’s understand that the vendor’s invoice will not be paid until the participant’s employment has been maintained for at least 90-days and the file is eligible for a closure of Rehabilitated

5b) Job Retention – Supported or Customized Employment: Job retention activities include meeting with the employer to assess the success of the placement; identifying ways to improve the effectiveness of the placement; and identifying additional placement opportunities with that employer or by referral from the employer to other employers.  JD and VRC agree to what level activities are necessary to insure a positive employment outcome.  JD reports what follow-along activities have taken place by use of the Monthly Job Placement/Retention Progress Report. Milestone  The JD and VRC understand that the vendor’s agreement with OVRS Payment promotes use of the AFP as work order, which cannot be invoiced until the Job Placement Survey has been submitted. $2,000.00

JD’s and VRC’s understand that the vendor’s invoice will not be paid until the participant’s employment has been maintained for at least 90-days and the file is eligible for a closure of Rehabilitated.

In the case where retention is being paid on a file eligible for closure as Rehabilitated and the participant has been following the Supported or Customized Employment track, long-term supports will need to have been addressed and in place prior to file closure.

6a) Job Retention Only – Self-placement – Standard Employment Track:

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Vocational Rehabilitation Service Payment In the case where a participant finds their own job but requires follow-along services from a contracted job developer, the contractor will work with the participant and the employer to provide agreed upon retention services. Milestone  VRC guides JD on the type of follow-along activities they will be paid to Payment provide.  JD reports what follow along activities have taken place by use of the $1,500.00 Monthly Job Placement or Retention Progress Report.

JD’s and VRC’s understand that the vendor’s invoice will not be paid until the participant’s employment has been maintained for at least 90-days and the file is eligible for a closure of Rehabilitated. 6b) Job Retention Only – Self-placement – Supported or Customized Employment Track: In the case where a participant finds their own job but requires follow-along services from a contracted job developer, the contractor will work with the participant and the employer to provide agreed upon retention services. Milestone  VRC guides JD on the type of follow-along activities they will be paid to Payment provide.  JD reports what follow along activities have taken place by use of the $2,000.00 Monthly Job Placement/Retention Progress Report. JD’s and VRC’s understand that the vendor’s invoice will not be paid until the participant’s employment has been maintained for at least 90-days and the file is eligible for a closure of Rehabilitated.

In the case where retention is being paid on a file eligible for closure as Rehabilitated and the participant has been following the Supported or Customized Employment track, long-term supports will need to have been addressed and in place prior to file closure.

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FLOW CHARTS

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Vocational Rehabilitation Job Placement Services Contract Flow Chart and Payment Structure

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Job Placement Services Contract Overview

JD Submits an Job Placement Job Retention Process JD Referral Employment/Ret (after three days of (90-days ention employment) employed) Proposal File Closure/Rehabili tated Employment/Rete Employment Verification Monthly Job Job Placement/Retention ntion Proposal Form Placement/Retenti REQUIRED FORMS Referral Form on Progress Monthly Job Report Placement/Retenti on Progress Job Report Placment/Retentio n Invoice and Summary Report Milestone Payments Standard Employment Placement/ Retention $100.00 $200.00 $1,000.00 $1,500.00 Supported or Customized $100.00 $200.00 $1,500.00 $2,000.00 Employment Placement and Retention Key Elements

06/29/2012 21 VRC determines job readiness Job Job stability needs are met develop Ongoing supports identified and ment in place strategi Other resources are es identifiedFile Closure Job Rehabilitated develop ment techniq ues Job carving techniq ues Job placeme nt techniq ues Job accom modatio n needs Ongoin g support needs Time Lines Services Outside of the Contract Job Preparation $30.00

Job Coaching $40.00

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Office Of Vocational Rehabilitation Services

Flow Chart Process

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Office Of Vocational Rehabilitation Services Services Categories

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Office Of Vocational Rehabilitation Services Addressing Business Practices:

All job developers providing employment proposals, job development/placement or retention services must provide these services to OVRS participants under contract. OVRSs contract amendments will be in effect from July 1, 2012 through June 30, 2015. A list of currently approved vendors is available to staff electronically through ORCA under vendor name and registration type.

Participants in plans where job placement services have been identified and are currently being provided will continue to receive those services using existing work orders (AFP’s). After amendments take effect (July 1, 2012), should a vendor become inactive, OVRS business consultants will be able to pay and close any previously existing work orders (AFPs).

Once outstanding work orders (AFP’s) have been closed, a VRC can choose to move any participant who has not received an appropriate job offer to a different contracted job developer or agree to continue with the same job developer using the new process and payment rates.

Job Placement Services Forms:

All of the following forms are on staff tools and the OVRS website:

 Appendix A: Employment Profile Summary  Appendix B: Job Placement/Retention Referral  Appendix C: Employment/Retention Proposal  Appendix D: Monthly Employment/Retention Progress Report  Appendix E: Job Placement/Retention Invoice and Summary Report  Appendix F: Employment Verification Form  Appendix G: Job Placement Survey

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Office Of Vocational Rehabilitation Services Note to Contractors:

OVRS continues to envision techniques involved in job development as being well performed when it exemplifies the best principles and practices of marketing and sales. OVRS expects their contracted job developers to continue to enhance their job development techniques by consistently working within the EOP II four-step framework as described below:

Step 1: Prospecting o Identifying prospective employers who will talk to you

Step 2: Needs Analysis o Communicate with employers to fully understand their employment needs

Step 3: Selling o Presenting solutions to the employer in a way that lets him/her clearly see your value in satisfying his/her needs

Step 4: Follow-up o Deliver on and support what you promised

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Office Of Vocational Rehabilitation Services Questions & Answers about Oregon’s Job Placement Services Contract

Reference Guide Q&A

1. If after the placement fee is paid and the participant loses the job, does the job developer get a second placement payment for the same participant? The 2012-15 amendments clarify this situation. Initial placement payments will be made to the job developer once per participant. In the case of a second job placement by the same job developer, placement payment will be made after 30-days of successful employment. Third and subsequent placement fees will not be paid but retention fees will be available as long as retention criterion is met.

2. How will job developers get to "know" our participants for effective placement? The 2012-15 amendments provide job developers with a standardized referral form with adequate information to do the work of a job developer including the opportunity to get to know the participant with a minimum of one face-to-face interaction.

3. After the amendments are signed, will we have to do revisions for all of our participants that are using job developers? No, existing AFP’s will be honored. After July 1, 2012, however, if the job developer does not have a valid contract with OVRS they will automatically drop from the list of authorized job developers. After they have successfully signed and returned their contract or completed a new vendor application process they will be reinstated.

4. What is the process for adding new job developer vendors? Anyone who is interested in providing job placement services to OVRS will need to contact the Job Development Programs Coordinator, Cheryl Furrer, at the OVRS Central Office. Send an e-mail to: [email protected]. Cheryl will in turn send an electronic copy of the application by return e-mail.

5. How will we know who the job developer vendors with executed contracts are? The approved list of contracted job developers will be maintained in ORCA under the vendor section; registration type; approved contracted job developer. This list is maintained and regularly updated.

6. What is a reasonable period of time between milestone activities? The job developer will provide you with an Employment/Retention Proposal that outlines job placement services and activities. The Employment/Retention Proposal will also include agreed upon timelines in the document.

7. In regard to my deaf participants, how do I coordinate interpreter services for their job interviews? The VRC needs to work with the job developer to understand when the 06/29/2012 27

Office Of Vocational Rehabilitation Services interview is to take place. It is the responsibility of the VRC to hire a certified interpreter to assist during the job interview. If there is difficulty in doing so, please contact Sheila Hoover, Deaf & Hard of Hearing Coordinator, OVRS Central Office, to e-mail: [email protected].

8. Will we be able to access the job developer forms electronically? Yes, the Job Placement/Retention Referral form will be in ORCA and the other forms are located on the OVRS website and on the OVRS staff tools page.

9. A contracted job developer wants to be paid for transportation while they perform job development. Can I pay for transportation in addition to the milestone payment they will receive once the participant is placed? Costs associated with doing business are the responsibility of the independent contractor. By signing the contract the contracted job developer has already agreed that the milestone payment includes all administrative, travel or other expenses. No other expenses will be allowed or reimbursed under their agreement with OVRS.

Transition Period 1. Do we need to revise employment plans implemented prior to July 1st? If job development services have already been included in the employment plan, no revisions are necessary on July 1st. For new employment plans (written after July 1st) calculate the costs of job development using the new rate structure.

2. Will we be able to pay on AFP’s to job developers containing hourly rates for services rendered in June when the invoices come in July? Yes, this AFP has already been issued to the job developer in June so complete the payment screen as usual to pay this invoice.

3. When should we issue AFPs for job placement services given that the contracts and prices will change as of July 1st? Should placement AFPs be issued after employment occurs? Should retention AFPs be issued after 90 days and when the case is ready for closure? Here is the transition plan:

VRCs will need to decide which of the clients in their existing caseloads could benefit by having a team meeting between the job developer, the client, and counselor. The job developer can share what he/she has been doing and discuss an employment proposal outlining their intended strategies/techniques for continued job development services. The job developer writes up the employment proposal and is paid $200.

VRCs may decide that some of their clients receiving job development services do not require a team meeting or a new employment proposal. In these cases, a phone call or e- mail to the existing job developer to confirm that job development services will continue as planned is wise. The job developer will be responsible for sharing a brief monthly update. The next AFP is written when the client is employed and 3 days of successful employment has occurred. The job developer provides both the job placement invoice and employment 06/29/2012 28

Office Of Vocational Rehabilitation Services verification form to the VRC. An AFP for retention services is written and paid after 90 days of employment and the VRC determines that the case can be successfully closed.

4. What are the exceptions to the job development policy and what is the process? VRCs will be generating a referral form and contacting a job developer to initiate the process. Once the job developer reviews the information on the referral form and meets with the client, the job developer will decide to accept with an employment proposal or decline.

If a job developer declines, ask the job developer to write the reason for declining in the comments section or at the bottom of the page on the referral form and collect their comments. Once you have their invoice, pay the $100 referral fee for time spent when considering the client’s individualized circumstances.

Initiate the process again with a second job developer and generate a new referral fee. If you receive a second decline, examine the reasons to determine: (a) if additional employment barriers have surfaced; (b) if the client is appropriate for job development at this time; or (c) if you are having difficulty locating a job developer to deliver services.

If difficulty locating a job developer is the reason then discuss your options with your manager or e-mail Cheryl Furrer, statewide job development coordinator, so that admin can advise you or call job developers who have expressed an interest in serving more clients or a wider geographic area.

There is no set process in asking for an exception since Admin plans to assist field staff in locating a job developer appropriate for the client’s unique circumstances.

If there is a lack of job developer capacity, Cheryl has expressed her willingness to initiate local recruitment for new job developers when gaps are identified.

5. Do we need a plan revision if we change the vendor or cost in the employment plan written prior to July 1st? We have not asked that all plans be revised on July 1st. If there is a change of vendor then enter a plan revision to provide the name of the new job developer being selected. ORCA is being programmed with new service categories (e.g., targeted vocational assessment, referral, employment proposal, job placement, job retention) effective July 1st. You may find that you need to add money to the job development service if you get stuck when issuing an AFP. The job placement and job retention rates are higher after July 1st so enough money needs to be in the plan to cover AFPs written after July 1st.

6. If a revision is needed, what is the process if the client refuses to sign the plan revision? If the revision is for a change in vendor then you and the client will need to come to a mutual agreement on the selection of the job developer.

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Office Of Vocational Rehabilitation Services If the revision is solely to accommodate the new price rates then the next time you see the client then have them sign the plan revision that adds money to this existing service.

7. If you are writing an employment plan and do not know who you will be hiring as the contracted job developer yet, how should this be entered into the plan? You can type in “contracted job developer” in the vendor box to leave it open ended while you finalize the job developer for the individual client case.

8. Would it be possible to develop a list of 7 – 8 scenarios for the field to use as examples during the transition? Each branch is receiving their own training session which reviews various scenarios for standard, supported or customized, self-placement, OJTs, job retention services due to accident or medical complications, etc. At this point, if you have any further questions, please e-mail or call Cheryl, Sheila, or Joe.

9. What happens with current IL contracts? IL Centers with existing job development contracts have received a contract amendment.

10. What happens with the mental health supported employment programs? Mental health supported employment programs with existing job development contracts have received a contract amendment.

11. If a client is being referred to VR from the mental health supported employment programs do we need to pay a referral fee? With existing clients (during the transition period), VRCs may decide that their client receiving mental health supported employment does not require a team meeting or a new employment proposal. Then proceed ahead as planned.

A VRC or branch manager may decide than an existing client could benefit by having a team meeting between the supported mental health specialist who is responsible for the job development, the client, and counselor. No referral fee is required during this transition period. At the team meeting, the employment specialist can share what he/she has been doing and discuss an employment proposal outlining their intended strategies/techniques for continued job development services. The mental health specialist would then write up an employment proposal and is paid $200.

After July1st, the mental health contracted programs will be entitled to the referral and proposal fees on all new clients since this is stated within the contract language.

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Office Of Vocational Rehabilitation Services May/June Training Session Questions & Answers

1. How does the agency view seasonal employment lasting more than 90 days and which the participant states they are satisfied with and, further, they will return to each season for years to come? The agency will scrutinize placement into seasonal employment based on their requirements for closing the record of services as an employment outcome. An individual who has achieved an employment outcome must have a record that indicates the following has been met:  The employment outcome is consistent with the vocational goal described in the IPE

 The employment outcome will be maintained not less than 90 days and they no longer need vocational rehabilitation services

 Both the VRC and the participant consider the employment outcome to be satisfactory and agree that the individual is performing well in the employment

If the above criterion can potentially be met prior to file closure then the agency will consider paying the milestone payment for placement with the goal of seasonal employment.

2. Should the VRC pay a job developer twice if they develop two part-time jobs for the same participant? Whenever a job developer is asked to develop two part-time jobs for one participant they should receive one referral, provide the VRC with one proposal and be eligible for one milestone payment at both placement and retention.

3. In the case where the participant requires a first job, second job and third job, when does the 90-days of continuous employment i.e. retention period count begin? Whenever employment reaches 90 days and the counselor determines that the file is eligible for file closure as rehabilitated the retention milestone payment can be made regardless of its status as first, second or third job.

4. How many referrals can be paid on each job lead? Assuming these would all be “new” referrals to the job developer with the job lead, it would be unusual for an employer to ask for more than two or three participants to consider for any one job opening from any one VRC, and therefore, up to three referrals for the same job would be acceptable.

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5. What would be an example of supported or customized job development process vs. the more standard approach? Before providing examples it is best if contracted job developers and VRC’s can become familiar with what defines supported, customized employment and standard employment services.

The following definitions will be a good place to start.  Supported Employment means competitive employment in an integrated setting with ongoing support services identified and in place for participants with the most significant disabilities and for whom competitive employment has not traditionally occurred including transitional employment for individuals due to mental illness. Supported Employment reacts to the labor market i.e. is driven by what jobs are available to find in the community.

 Customized Employment assumes the provision of reasonable accommodations and supports necessary for the participant to perform the functions of a job that is individually negotiated and developed. Customized Employment id not driven by the impulse to fill an available job but uses a job creation process instead.

 Standard Employment refers to developing jobs based on openings in the community or region without need for ongoing support services or use of a job creation process.

6. Is it true that when a participant is placed with a staffing agency that the job developer must wait a minimum of six months to receive the milestone payment associated with placement? Yes, unless one of two situations are true.

 Prior to six-months of continuous employment with the same company the company hires the participant “out-right” i.e. places the participant on their payroll.

 The company has an agreement with the staffing agency to run the payroll on all of their employees and for all intents and purposes the participant is considered an employee of their company and that the employment will be long-term vs. short- term; longer than six months.

7. Why is it so important to pay for the referral at plan status vs. preplan status and what if you don’t know which job developer you will end up using while you are 06/29/2012 32

Office Of Vocational Rehabilitation Services writing the service into the plan? Participation in any part of the contracted job development process is to be considered a plan service and because the referral is part of the job development process it must be identified in the plan vs. preplan. If the VRC cannot identify the job developer they will use after the referral process has been completed then they can use “contracted job developer” in the interim i.e. between plan development and the provision of the service.

8. What are the new minimum qualifications to be a job developer in this contract amendment and why the change? OVRS changed their minimum qualifications for job development contractors to reflect their desire to change from a social marketing to sales and marketing approach to job development. As such, the minimum qualifications are as follows:

1) A bachelor’s degree with course work related to sales and marketing and one year of documented experience working with individuals with disabilities; or

2) A bachelor’s degree in social services and a minimum of one year experience in sales and marketing or documented experience working with individuals with disabilities; or

3) An associate’s degree and three years of experience in sales and marketing and documented experience working with individuals with disabilities; or

4) Five years experience in sales and marketing and documented experience working with individuals with disabilities.

9. Can the forms be sent electronically to and from the VRC and job developer? If the participant’s identification remains confidential the information can be sent electronically. Here are some examples of ways to keep identification private.

 Use first name and last initial

 Use the ORCA participant ID number

10. The updated Job Placement/Retention Invoice and Summary Report doesn’t have an AFP number anymore. How do you intend to match the invoice and the AFP, and further, how does the job developer invoice for something that was not prior authorized by an AFP? The form has been updated since the training and now includes the AFP number.

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11. Some organizations place individuals into integrated employment by contracting directly with the employer. Will the amended contract cause any problems to the organization when they invoice for either placement or retention given this scenario?

12. What service category can a counselor use to provide compensatory strategies to individuals who will need these in place both preplan and while participating in job development activities? The service category will depend on the strategy to be implemented and its provision prior to plan status is dependent on the need for the strategy to be in place in order for the participant to take part in the development of their plan.

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Appendices

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Employment Profile Summary Employment Profile Descriptions and Strategies Describes participants who have the ability and motivation necessary to do the Self-Placement job. They can access employers and may be credible enough to get a job on (SP) their own. Job Development Strategies: Teach Self Marketing Job club, self-directed learning, counselling Describes participants who have the ability and motivation necessary to do the Job job, but have employment barriers associated with access to and credibility with Development employers. These barriers stop the employer from seeing them as viable Level 1 candidates. (JD 1) Job Development Strategies: Prospecting, Needs Analysis and Job Placement Locate job and market skilled candidate to employer (some job development) {priority needs} Describes participants who have limited abilities as well as an employment Job barrier, but who have the motivation to go to work. An employer, because of Development these limitations in ability would not consider them appropriate applicants. Level 2 Therefore, they are without employer access or credibility and so they, too, are (JD 2) being excluded from the labour market. Job Development Strategies: Prospecting, Needs Analysis Job and Job Placement Get employer to identify minimum hiring needs and market motivated candidate. Describes participant who do not demonstrate a level of motivation to work Motivation needed in order to make that change. This is true even though they may have Intervention the ability to do the job. This participant may have or may not have access and (MI) credibility dependent on their skill level and other employment barriers. While the motivation development profile usually refers to people who are de- motivated about working, it also is used to describe people who repeatedly lose their jobs.

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Office Of Vocational Rehabilitation Services Job Development Strategies: Motivation Intervention OVRS will implement Motivation Intervention strategies to assist the participant to become more motivated towards work including one-on-one motivation intervention vocational counseling and small group motivation intervention activities.

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Office Of Vocational Rehabilitation Services Job Placement/Retention Referral Form

Job Developer’s Name/email address: Job Developer’s Phone:

Counselor’s Name/email address: Counselor’s Phone:

Participant’s Name/email address: Participant’s Phone:

Standard Employment Supported or Customized Employment Counselor: Verify that the following information is available to the job developer at time of referral

Release of Information Authorization Vocational employment goal Disability information, including functional limitations Worksite accommodations, as appropriate to the job goal Work history, resume, education, special skills Participant’s job ready status (Have they demonstrated their motivation to work, reliability and dependability?) Other information pertinent to the referral: examples as, barriers to employment, employer Participant placed in Service - J *Counselor: Summarize important information below or attach copies of relevant documents. Participant’s Employment Profile? (Self-Placer, JD1 or JD2?)

Based on the participant’s employment profile, what job placement strategy are you recommending?

What guided the participant’s decision to seek this particular type of work? (Please include what else they might like to do for work and what they absolutely will not consider doing.)

Summarize all potential worksite accommodation needs based on the participant’s functional limitations:

Provide level of education or other special skills:

Provide work history/resume by attachment or summarize here; including volunteer and/or any other work experiences:

Other Comments:

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Office Of Vocational Rehabilitation Services Employment/Retention Proposal

Required Information:  Employment and Retention  Retention Only □ Standard Employment □ Supported or Customized Employment Participant’s Name: Counselor’s Name: Job Developer Name: Contractor’s Name: Employment Goal(s): Today’s Date: Time Period: to Instructions 1. Describe the techniques you propose to use, as example; prospecting, needs analysis, job carving, sales, follow-up and job accommodations. 2. What goal/objective do you have for each job development strategy you propose implementing including time-lines? 3. Describe the techniques you propose to use for job retention, as example; site visit, employee interactions and follow-up. 4. How will the participant be involved in the employment process? 1st Job Development/Placement Strategies/Technique and its Goal/Objective Strategy/Technique:

Goal/Objective:

2nd Job Development/Placement Strategies/Technique and its Goal/Objective Strategy/Technique:

Goal/Objective:

3rd Job Development/Placement Strategies/Technique and its Goal/Objective 06/29/2012 39

Office Of Vocational Rehabilitation Services Strategy/Technique:

Goal/Objective:

4th Job Retention/Technique and its Goal/Objective Strategy/Technique:

Goal/Objective:

5th Participant Involvement: Activities:

Agreement:

90-day review date:

Participant Signature: Date:

Counselor Signature: Date:

Job Developer Signature: Date:

Additional Signature: Date:

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Office Of Vocational Rehabilitation Services Monthly Job Placement/Retention Progress Report Contractor is required to submit this report monthly to the VRC. Month/Yr: Participant’s Name: VRC Review:

Job Developer’s Name (if different): Counselor’s Name: Contractor’s Name: Is the participant actively participating in their placement/retention process? □ Yes □ No Date Successes and Concerns Outcome

Additional Notes:

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Office Of Vocational Rehabilitation Services Job Placement/Retention Invoice and Summary Report Complete this form for each participant and one Invoice per AFP.

Invoice #: AFP#: Date:

Participant Name:

Contractor Name: Job Developer:

Contractor’s Address:

Counselor Name:  Standard Employment  Supported or Customized Employment

Referral - Job Placement Services ($100)

Referral - Retention Services Only ($100) Proposal – Employment/Retention ($200)  Proposal was accepted by participant and VRC

Proposal – Retention Services Only ($200)  Proposal was accepted by participant and VRC

Placement - Standard Employment ($1,000)  Participant has completed at least three days of employment  Monthly Job Placement/Retention Progress Reports were submitted to VRC

Placement - Supported or Customized Employment ($1,500)  Participant has completed at least three days of employment  Monthly Job Placement/Retention Progress Reports were submitted to VRC Job Retention - Standard ($1,500)  90 days of continued employment  File is eligible for file closure rehabilitated Job Retention – Supported or Customized Employment ($2,000)  90 days of continued employment  File is eligible for file closure rehabilitated

Total Invoice Amount

*Counselor’s signature verifies that the client has received the above services, the supporting documents are in the file and invoice is approved for payment.

Counselor Signature______Date ______

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Office Of Vocational Rehabilitation Services Employment Verification Form

Submit separate forms for Job Placement and Job Retention. Employment Information

Invoice #: Employment Start Date:

Participant’s Name:

Counselor’s Name:

Additional Information Contractor’s Name: Request for Job Placement Payment Request for Job Retention Payment Employer: Address: City, State, Zip: Phone Number: Job Title: Hours/Week/Month: Salary: Supervisor Name: Benefits Length of Probation/Months: Job Duties:

*NOTE –Job Developer please attach all supporting documentation (such as, Job Placement/Retention Invoice and Summary Report, Monthly Job Placement/Retention Progress Reports) to this form.

Signatures

Employee Signature: Date:

Job Developer Signature: Date:

Counselor Signature: Date:

*Signatures verify the job is offered and accepted by the participant and the VRC.

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Office Of Vocational Rehabilitation Services Job Placement Survey

Return to OVRS Adminstration, Attn: Cheryl Fax #: 503-947-5025

Employee Name: Date:

Job Developer Name:

Counselor Name:

The intent of this survey is to continuously provide quality job placement services to our participants. This form is required to be completed by the employee at placement or retention. Please take a moment to evaluate your experience with the job developer assigned to assist you to reach your vocational goals.

For each item identified below, check the number to Poor Fair Good Excellent the right that best fits your judgment of its quality. 1 2 3 4

1. I feel that the amount and type of services I received from my job developer were adequate to meet my employment goal.

2. Services from my job developer were provided in a prompt manner.

3. The services from my job developer were accessible to me.

4. I would recommend the services from my job developer to a friend.

5. I am satisfied with the services I received from my job developer.

Additional Comments:

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