Microsoft Word - crs_programguide.doc

2019

Core Rehabilitation Services

Program Guide

• Service Definitions

• Deliverables

• Staffing

Requirements

• Rates

• Performance Indicators

Revised 4/26/21

Table of Contents

Introduction

Framework for Performance Indicators

Outcomes

Quality

Timeliness

Requirements of Education Law Section 2-D

Entry Services

Entry Service I

Entry Service II (118X)

Pre-Employment Transition Services (Pre-ETS)

Counseling on Opportunities for Enrollment in Comprehensive Transition

or Post-Secondary Educational Programs at Institutions of Higher Learning

(121X)

Job Exploration Counseling (122X)

Instruction in Self-Advocacy (124X)

Workplace Readiness Training to Develop Social Skills and Independent

Living (127X)

Work-Based Learning Development (557X)

Worksite Based Trainer (964X)

Work-Based Learning Experience (963X)

Assessment Services

Career Exploration Assessment (120X)

Diagnostic Vocational Evaluation (DVE)/ Community-Based Situational

Assessment (CBA) (110X)

Community-Based Workplace Assessments (CBWA) (112X)

Standardized Testing and Specialized Evaluations (100X)

Employment Preparation Services

Benefits Advisement (175X)

Self-Advocacy for Employment (123X)

Work Readiness 1 –Soft Skills Training - (125X)

Work Readiness 1 –Soft Skills Training - Deaf Services (126X)

Work Readiness Services 2 - Skill Development (625X)

Work Readiness Services 3 - Skill Development with Work Experience

(630X)

Job Placement Services

Work Experience Development (559X)

Community Work Experience (958X)

Coaching Supports (For Employment) (959X)

Coaching Supports (For Employment) Deaf Services (563X)

Employment Customization (510X)

Direct Placement Intake (921X)

Job Seeking and Job Development Services (929X)

Job Seeking and Job Development Services Deaf Services (935X)

Job Placement (931X)

Job Placement - Deaf Services (936X)

Job Retention Services (932X)

Job Retention - Deaf Services (937X)

Quality Wage Incentive for Provider (933X)

Supported Employment Services

Supported Employment Intake (571X)

Supported Employment Pre-Employment Assessment/Job Development

(572X)

Supported Employment Job Placement Day 5 (573X)

Supported Employment Job Placement Day 45 (574X)

Supported Employment Job Retention Services (575X)

Supported Employment Job Retention - Hours Per Week (576X)

Extended Supported Employment (578X)

Extended Supported Employment for Youth (582X)

Assistive Technology/Rehabilitation Technology Services

Assistive Technology/Rehabilitation Technology Evaluation (165X)

Assistive Technology/Rehabilitation Technology Training (167X)

Driver Rehabilitation Services

Vendor Travel for Driver/Vehicle Evaluation or Training Implementation

(142X)

Adaptive Driver Evaluation – Low Tech (133X)

Adaptive Driver Evaluation – High Tech (134X)

Adaptive Driver Training – Low Tech (880X)

Adaptive Driver Training – High Tech (881X)

Adjunct Services

Coaching Supports (790X)

Coaching and Communication Supports for Post-Secondary Education and

Employment (792X)

Mobility Services (“M”)

Transportation 1 (“V”)

Transportation 2 (“T”)

Introduction

Background

The New York State Education Department’s (NYSED) Office of Adult Career and

Continuing Education Services (ACCES-VR) provides a wide array of vocational

rehabilitation services to over 85,000 New Yorkers with disabilities each year. An

important part of those services are purchased from community rehabilitation providers

and include entry services, pre-employment transition services, assessment services,

employment preparation services, job placement services, supportive employment

services, assistive technology/rehabilitation technology services, driver rehabilitation

services and related adjunct services. Services outlined within this document will be

contingent upon available resources during the next five-year contract cycle.

Introduction

ACCES-VR has undertaken the CRS initiative to: better serve individuals with

disabilities; assist participants in becoming gainfully employed; achieve economies of

scale by combining contract services; clearly define services; and equitably

compensate providers for services they are providing to ACCES-VR.

The requirements for each service are defined below. All employment outcomes must

meet the definition of competitive, integrated employment as described in ACCES-VR

policy.

Please note that each case service has its own set of requirements for service delivery.

1. Service Categories: References to ACCES-VR’s Core Rehabilitation Services

include all items contained in this guide except for activities listed under Adjunct

services. Adjunct services are defined as those activities which supplement the

delivery of vocational rehabilitation services by providing those additional

services/supports which the participant requires for successful Individualized

Plan for Employment (IPE) goal achievement. They are purchased by ACCES-

VR only in conjunction with other services in an IPE.

2. Duration of Services: The standard time frames for service delivery for each

service category have been delineated within the definitions. As is consistent

with current ACCES-VR practice, if the unique needs of a specific participant

require different service duration, these time frames will be discussed and

modified for that participant by ACCES-VR. However, providers developing

service proposals must adhere to the standard time frames in outlining their

service delivery plan.

3. Staffing:

a. All applicant agencies must have appropriate staffing in place to meet the

standards outlined in this document. It is expected that all staff perform

their duties in a professional manner with a person-centered approach.

b. It is recognized that staff turnover is an inevitable feature in provider

operations. When ACCES-VR required staffing is no longer available for

delivery of an ongoing service, the provider is required to notify the

ACCES-VR District Office(s) involved and provide a staffing plan

proposal for continuance of services. Upon approval of the staffing plan

by ACCES-VR’s Central Office, the provider may continue service

delivery for a mutually agreed upon period of time, not to exceed one

year.

c. In addition to the staffing requirements specified for each ACCES-VR

CRS Service component, it is required that each vendor, with the

exception of those providing freestanding (non-agency related)

placement services, have an individual overseeing the operation of

ACCES-VR reimbursed vocational services, who holds at least a

Master’s Degree in Rehabilitation Counseling, or a Bachelor’s Degree

and at least four years relevant experience delivering vocational services

to individuals with disabilities.

d. ACCES-VR will review resumes of all individuals who provide direct

service to ACCES-VR participants.

e. Continuing Education: In addition to the specific staff requirements

outlined in the Service Descriptions, pre-employment transition, job

placement and supported employment staff must complete required

courses of study based on their specific job role and function to

demonstrate and maintain proficiency. These courses of study are

offered at no registration charge through the sponsorship of ACCES-VR

and requirements are highlighted in each of the respective service

description sections.

4. Reporting: Providers must use standardized reporting formats developed by

ACCES-VR for each service. These streamlined reporting forms will shorten

vendor reporting time and expedite payment turnaround time. Timely

submission of these reports and verifying documentation will be required for

payment. Reports are expected to be submitted upon completion. Fiscal

reporting will be done via a consolidated VR-370 form for all services.

5. Deaf Services: Rates have been established for services for participants who

are deaf/hard of hearing. These deaf service rates will not be combined with any

other fees for interpreters. For services where a deaf service rate has not been

established, interpreter services may be purchased.

6. Billing for Services: ACCES-VR has a deliverable report form for each service.

Providers must first be authorized by ACCES-VR to provide the service to a

participant. Then the provider must perform the service and submit the

deliverable report form that correlates to the case service code for the service.

The deliverable report will describe the services provided to the participant in

accordance with the appropriate service description and standards, following

ACCES-VR billing procedures. The report and required documentation will be

reviewed, approved and then, payment will be processed. Timely billing is

critical to the success of this contract. Performance standards will be evaluated

for each service and monitored throughout the contract period. (See

Framework for Performance Indicators below.)

7. No-Shows Billing Procedures: Unless otherwise noted, no-shows may be

billed for one half hour of direct service, or if there is no hourly rate, a flat rate of

$30.00 will be paid provided the contract service provider meets the following

criteria:

a. vendor sends a written or email confirmation of the date and time of the

initial visit for a service;

b. the provider must wait for the participant for 30 minutes after the

scheduled appointment time;

c. within 24 hours of the scheduled appointment time, the provider must

notify the participant’s counselor or senior counselor in writing that the

participant failed to keep the scheduled appointment. The notification

should include the following: provider’s name and contact information,

participant’s name, the service being provided, and verification notice

sent confirming initial visit; and,

d. upon billing for a no-show, the remaining amount of the authorization

becomes null and void.

8. Hourly Service Billing: For hourly services, direct services provided with the

participant and for the participant are billable. Ancillary services, such as

maintaining provider records and completing deliverable report forms are not

billable. Reimbursement for ancillary services has been built into the hourly rate

for service. For hourly assessment services, developing the assessment report

is billable.

9. Drop-Out Documentation Requirements: Unless otherwise noted, to receive

partial payment for participants who drop-out prior to completion of the approved

authorization, the vendor must provide the following:

a. depending upon the type and level of service, completion and submission

of service requirement such as a report, evaluation, proof of attempt to

secure on-the-job training (OJT), work try-out (WTO), work study or

internship/externship, mileage sheet, or benefits checklist for any portion

of the service that was actually provided to the participant;

b. a voucher showing the number of hours the vendor actually spent with

the participant providing the authorized service; and,

c. Upon billing for a drop-out, the remaining amount of the authorization

becomes null and void.

10. Use of District Office Space: Contracts will not provide any vendors with

exclusive use of district office space or any guaranteed use of district office

space. However, where available, and at the convenience of a district office,

shared space may be made available for vendors’ use on a limited and non-

exclusive basis. No technology (computers, phones, faxes, or copiers, etc.) will

be made available for vendor use at any ACCES-VR District Office.

11. Technology Requirements: Capacity to provide program reports electronically

using encryption software compatible with ACCES-VR. Technology

requirements are subject to change during the five-year contract term.

12. Confidentiality: All devices (e.g., laptops, flash drives or any other electronic

storage device) that store SED information/data MUST be encrypted.

Framework for Performance Indicators

ACCES-VR has made a comprehensive effort to develop an improved contracting

process for the service providers. Included in these efforts is the implementation of a

system to track key performance indicators for the contracted services along with

minimum standards for those services. The revised CRS system will enable ACCES-

VR to be more flexible in its contracting process and to be more responsive to

participant needs. The performance indicators are critical in assisting ACCES-VR in

making informed decisions regarding all providers, both current and new, and the

allocation of resources within the contracting system. The system will:

• Enhance participants’ informed choice of providers from which they wish to

receive services;

• Provide ACCES-VR counseling staff with critical information on performance of

providers from whom they seek to purchase services;

• Enable District Offices to oversee and allocate contract dollars to better serve

participants; and,

• Provide information to providers to improve services and set expected level of

performance.

Outcomes/Quality/Timeliness

Outcomes - ACCES-VR’s goal is to enable participants to attain employment.

Accordingly, a provider’s performance will be assessed where appropriate on key

indicators such as, but not limited to: percentage of participants successfully employed,

the amount of time it takes a participant to become successfully employed, the number

of hours a participant is working per week and hourly wages earned by the participant.

Quality - ACCES-VR has developed a rubric by which some services will be rated. The

rubric provides guidance to professional staff in rating a particular service as superior,

satisfactory or needing improvement. Data on the rubric will be compiled on individual

providers and individual services and be used to provide feedback to the individual

providers at least twice a year at performance review meetings. Reports will be rated

superior, satisfactory or needs improvement. They are defined as follows:

Superior

Information/service provided was clear, concise and complete. It provided

the counselor with a thorough understanding of the provider’s service,

conclusions and recommendations. The work addressed issues and

concerns expressed by the counselor. Work provided was of excellent

quality and is able to be used for case decisions. The report provided a

number of options for future planning.

Satisfactory

Information/service provided was clear and concise. It provided the

counselor with a good understanding of the provider’s conclusions and

recommendations. The deliverable was sufficient for decision-making.

Needs Improvement

Information/service provided was minimal in addressing the needs of the

participant. It only addressed issues and concerns articulated by the

counselor. The needs of the participant were not clearly communicated

and lacked details and next steps. The report provided no additional

information or service.

N/A

Vendor submitted something other than a final report, such as attendance or

interim report.

Timeliness - ACCES-VR has established minimum standard timelines in which

participants will access services and the District Offices will receive required reports

resulting from those contracted services. These standards are established for all

service categories in the CRS contracting system.

Timeliness of service is a critical indicator in providing services to participants.

Standards are set for individual services and data will be compiled to assist to measure

compliance with those standards. This data too will be shared with individual providers

at their semi-annual performance reviews.

The Provider Guidelines for CRS Service Delivery will assist agencies in achieving

their performance indicators and participants in accomplishing their employment goals.

Requirements of Education Law Section 2-d

The Contractor agrees to comply with FERPA and New York State Education Law § 2-

d. The New York State Data Security and Privacy Plan, the Parents Bill of Rights, and

the Attachment to the Parents’ Bill of Rights for Contracts Involving Certain Personally

Identifiable Information.

Description of Services

Entry Services

Definition:

Individuals with disabilities are assisted by providers with initial activities for entry into

ACCES-VR services, thereby expediting the application process, and expanding the

potential number of individuals to be served by ACCES-VR. This assistance may

include general orientation services and/or gathering and preparing information

necessary for the ACCES-VR counselor to determine eligibility.

Services:

These services may be delivered in any of the two methods described below, based

upon the extent of the assistance offered by the provider and requested by the District

Office.

Level I:

ENTRY SERVICE 1 (Services to Groups – No Case Service Code – Standard

Voucher): This is an orientation to ACCES-VR services for potential ACCES-VR

participants. It provides a general orientation to ACCES-VR and the vocational

rehabilitation (VR) process and may include:

 assistance in completing an ACCES-VR application and other required forms;

 providing applicants with the medical/psychological forms necessary to

document their disabling condition; and,

 referral information for other needed services.

This service requires vendor staff participation in training provided by ACCES-VR,

utilization of ACCES-VR information script and materials, and is scheduled only by

prior arrangement with the ACCES-VR District Office purchasing the service. This

service may be a standalone service or the initial service in combination with other

levels of entry services, as noted below. It may be provided at the provider’s location,

the ACCES-VR District Office, school districts, One-Stop Centers, or other community

locations.

Deliverables and Payment Process: This is a “Service to Groups” of individuals not

yet active with ACCES-VR. Payment occurs upon submission of Orientation Provider

Report Form (VR-O), Orientation Attendance Sheet (VR-OA), Orientation Survey

Forms (VR-OS), Applicant Information Sheets (VR-AIS) and Claim for Payment Form

(AC3253-S). It is requested that this service be billed quarterly. A unit of service is

defined as one session (1.5 to 2 hours). Drop-out and no-show rates do not apply to

this service.

Staffing: Entry Services 1 staff must have:

 a high school diploma or equivalent;

 a minimum of one year of experience in providing employment services to

persons who have disabling conditions;

 supervision by an individual with at least a minimum of two years’ experience in

providing services to individuals with disabilities; and,

 experience presenting to large groups.

Payment Rate and Authorization: Payment for this service is per session at the rate

of:

 Region 1, 2 & 3 - $300.00

Established Performance Indicators:

 effective presentation of ACCES-VR Program;

 orientation location is accessible to all individuals with disabilities;

 language barriers are accommodated; and,

 individual participant confidentiality will be maintained.

Level II:

ENTRY SERVICE II (Case Service Code 118X): In this service, the vendor will aid

participant who:

 are not able to complete the application process without assistance; and,

 do not have other available supports to help them to gather existing medical

information.

The vendor will compile the application information specified by the local District Office,

and gather the medical, diagnostic, and other information required by ACCES-VR in

order to determine the applicant’s eligibility for ACCES-VR services. It is not expected

that the provider of this service will purchase any assessment and/or medical

evaluations necessary for eligibility determination. The vendor will work with the local

District Office if additional ACCES-VR medical authorizations are needed to provide

participant information for required ACCES-VR eligibility and goal planning.

NOTE: This service is not intended for individuals currently active with the provider for

whom sufficient referral information is currently retained by that provider. These cases

may be referred to ACCES-VR through the standard referral process.

Deliverables and Payment Process: This is an outcome-based service that is paid

when the vendor has gathered all the requested documentation and sufficient medical

information has been submitted to the local ACCES-VR District Office in order to make

an eligibility determination. The vendor may also be required to prepare written

documentation for ACCES-VR that describes the individual’s physical or mental

impairment, functional limitations, impediments to employment, treatment history (as

applicable), education, and work history. A unit of service is defined as completion and

receipt of the application packet (VR-04 and VR-21) in the appropriate ACCES-VR

District Office, which includes medical, diagnostic, and other information as

predetermined by the ACCES-VR District Office. Vendors must not use the ACCES-VR

Eligibility Determination form for the purposes of documenting this service. Drop-out

and no-show rates do not apply to this service.

Staffing: Entry Services II staff must have a minimum of a:

 Bachelor’s degree in health or human services and one year of qualifying

experience providing direct services beyond routine personal care or supervision

to individuals with disabilities in a rehabilitation program or facility, or providing

vocational and educational services to individuals with disabilities in the areas of

assessment, counseling, job coaching, guidance, placement, or job

development;

 an Associate’s degree or 60 college credits; and two years’ experience providing

direct services beyond routine personal care or supervision to individuals with

disabilities in a rehabilitation program or facility, or providing vocational and

educational services to individuals with disabilities in the areas of assessment,

counseling, job coaching, guidance, placement, or job development;

 a combination of a high school diploma or equivalent and four years of

experience providing direct services beyond routine personal care or supervision

to individuals with disabilities in a rehabilitation program or facility or providing

vocational and educational services to individuals with disabilities in the areas of

assessment, counseling, job coaching, guidance, placement, or job

development.

Payment Rate and Authorization: Payment for this service is a flat rate payable upon

completion of the service:

 Region 1, 2, and 3 - $175.00

Established Performance Indicators:

 Entry packets are completed to district office specifications;

 Amount of time from authorization start date to receipt of report, standard 30

calendar days; and,

 90% of reports will be rated superior/satisfactory.

Pre-Employment Transition Services (Pre-ETS)

Definition:

Pre-ETS are prevocational services that are only authorized for students with

disabilities. Pre-ETS are experiential opportunities for students as outlined in the

Workforce Innovative and Opportunity Act (WIOA) and address the career

development needs of students with disabilities. Students with disabilities are defined

as individuals with disabilities enrolled in secondary, postsecondary, or other

recognized education programs who are age 14-21.

Providers should deliver Pre-ETS specifically with a focus on the unique characteristics

of each individual student. Pre-ETS are designed to engage the student so that they

develop a better understanding of themselves, their strengths, interests and abilities.

The self-knowledge gained through participation in these services will allow students to

successfully engage in their own post-secondary transition and vocational services and

work with the VRC towards a successful vocational outcome consistent with their

strengths, resources, priorities, concerns, abilities, capabilities, interests and informed

choice.

Pre-ETS may be provided individually or in a group setting and the maximum size of a

student group for each service is detailed in each Deliverables and Payment Process

section. Providers can only bill for the time spent directly providing Pre-ETS to a specific

student. Provision of all Pre-ETS to students requires provider proficiency and

investment in communication techniques through social media, email and cellular

phone. Where indicated, a provider must submit to the District Office for approval, a

detailed curriculum that includes the content of the service to be delivered. The

curriculum should be adaptable for both individual and group student services.

Staffing:

Pre-Employment Transition staff must complete required courses of study based on

their specific job role and function to demonstrate and maintain proficiency. These

courses of study are offered at no registration charge through the sponsorship of

ACCES-VR and requirements are within the table below.

Type of Personnel

Tier of Training

Timeframe for completion

Youth Transition

Service Staff

Tier 4 – Student and

Youth Transition

Services

Within 24 months of:

• CRS Contract Start date, or

• Pre-Employment Transition

Service start date (If after Jan.

1, 2019)

In addition, individuals completing their required courses of study are required to

annually obtain at least 6 hours of continuing education in prevocational and

employment services by taking elective coursework offered by the ACCES-VR

training contractor or other training source (e.g. APSE).

Services:

COUNSELING ON OPPORTUNITIES FOR ENROLLMENT IN COMPREHENSIVE

TRANSITION OR POST-SECONDARY EDUCATIONAL PROGRAMS AT

INSTITUTIONS OF HIGHER LEARNING (Case Service Code 121X): To improve

employment outcomes and increase opportunities for students with disabilities to

access 21st century jobs, it is essential that students and their family members are

provided information and guidance on a variety of post-secondary education and

training opportunities. These services may include information on course offerings,

career options, types of academic and occupational training needed to succeed in the

workplace, and postsecondary opportunities associated with a career field or pathways.

It may also include advising students and family members on academic curricula,

college application and admissions processes, completing the Free Application for

Federal Student Aid (FAFSA), and resources that may be used to support individual

student success in education and training, to include disability support services.

The post-secondary options that should be explored include:

• Community Colleges (AA/AS degrees, certificate programs and

classes);

• Universities (Public and Private);

• Career pathways related to workshops/training programs;

• Trade/Technical Schools;

• Military;

• Post-secondary programs at community colleges and Universities for

students with intellectual and developmental disabilities;

• Identifying and accessing accommodations; and,

• Individualized student strategies to support a smooth transition from

high school to postsecondary education (PSE) including:

o Identifying technology needs;

o Attending college fairs & tours; and,

o Connecting to the disability support services that would be

available.

Deliverables and Payment Process:

• Based on the needs of the student, services can be provided individual or group

setting or in a combination of both. Group services may not exceed 5 students.

• The unit of service is defined as an hour of either individual, group or a

combination there of up to a maximum of 10 hours per student.

Upon completion of 121X Pre-ETS, the provider, within 10 business days, will submit

the 121X report form. The report should reflect the specific services the student received,

the student’s progress, and recommendations for post-secondary education or

pathways.

For students that drop out, after the last contact with the student, the report must be

completed and sent to the VRC. Providers will be paid for the number of hours the

student received after the VRC approves the 121X report. Billing should be at the hourly

rate and prorated as appropriate.

After the report is submitted and approved a team conference may be scheduled with

the provider, student, parent and ACCES-VR Counselor. The student’s experience and

activities will be discussed, and the content of the report reviewed. Any questions,

concerns or recommendations can be discussed at that time.

Staffing: Staff providing 121X must meet the qualifications in the Commissioner’s

Regulations for the title Evaluator I, below. Additionally, individuals with this title shall

be directly supervised by an Evaluator II who meets the qualifications described in the

Level II services.

Evaluator I minimum qualifications:

 Master's degree in vocational rehabilitation counseling or related area such as

personnel, counseling and guidance;

 Bachelor's degree and enrollment in a Master's degree program in vocational

rehabilitation or related area such as personnel, counseling and guidance;

 Bachelor’s degree and two years’ experience providing vocational assessment

services.

Payment and Authorization:

• Regions 1, 2 and 3 - $96.00 per hour

Established Performance Indicators:

• The amount of time from authorization start date to service start date does not

exceed 30 calendar days; and,

• 90% of reports received will be rated satisfactory or superior.

JOB EXPLORATION COUNSELING (Case Service Code 122X): Job Exploration

Counseling is meant to provide students with a variety of opportunities to gain

information about careers, the skills needed for different jobs and to uncover personal

career interests. Students will identify where they are in the career planning process,

complete interest inventories and conduct informational interviews. Job Exploration

Counseling may be provided in a group setting or on an individual basis and may

include:

• Information regarding in-demand industry sectors and occupations;

• Vocational interest inventories to assist with the identification of career

pathways of interest to the students;

• Explore career options and identify career pathways of interest;

• Learn about skills needed in the workplace;

• Informational interviews;

• Learn about non-traditional employment options;

• Entrepreneurship;

• Understand the labor market including in demand industries and occupations;

• Specific skills for specific occupations;

• Career speakers;

• Career student organization; and,

• Registering at One Stop/American Job Center.

Deliverables and Payment Process:

• Based on the needs of the student, Counseling can be provided in an individual

or group setting or in a combination of both.

• Group services must not exceed 5 students.

• The unit of service is defined as an hour of either individual, group or a

combination of both up to a maximum of 10 hours per student.

Upon completion of 122X, the provider, within 10 business days, will submit the 122X

report form. The report should reflect the specific services the student received, the

student’s progress, and recommendations for career pathways.

For students that drop out, after the last contact with the student, the report must be

completed and sent to the VRC. Providers will be paid for the number of hours the

student received after the VRC approves the 122X report. Billing should be at the hourly

rate and prorated as appropriate.

After the report is submitted and approved a team conference may be scheduled with

the provider, student, parent and ACCES-VR Counselor. The student’s experience and

activities will be discussed and the content of the report reviewed. Any questions,

concerns or recommendations can be discussed at that time.

Staffing: Staff providing 122X must meet the qualifications in the Commissioner’s

Regulations for the title Evaluator I, below. Additionally, individuals with this title shall be

directly supervised by an Evaluator II who meets the qualifications described in the Level

II services.

Evaluator I minimum qualifications:

 Master's degree in vocational rehabilitation counseling or related area such as

personnel, counseling and guidance;

 Bachelor's degree and enrollment in a Master's degree program in vocational

rehabilitation or related area such as personnel, counseling and guidance;

 Bachelor’s degree and two years’ experience providing vocational assessment

services.

Payment Rate for 122X Pre-ETS Job Exploration Counseling:

• Regions - 1, 2 and 3 - $96.00 per hour

Established Performance Indicators:

• The amount of time from authorization start date to service start date does not

exceed 30 calendar days.

• 90% of reports received will be rated satisfactory or superior.

INSTRUCTION IN SELF-ADVOCACY (Case Service Code 124X): Self-advocacy

refers to a student’s ability to effectively communicate, convey, negotiate or assert

his/her own interests and/or desires. The development of self-advocacy skills should be

started at an early age and can include the opportunity for peer mentoring. Self-

determination means that students with disabilities have the freedom to plan their own

lives, pursue the things that are important to them and to experience similar life

opportunities as other people in their communities. It means taking the responsibility for

communicating one’s needs and desires in a straightforward manner to others. These

acquired skills will enable students to advocate for any support services, including

auxiliary aids, services, and accommodations that may be necessary for training or

employment. A student’s mastery and competencies in self-advocacy skills will be

needed in education, workplace and community settings. Pre-Employment Transition

Services, Instruction in Self -Advocacy Skills may be provided in a group setting or on

an individual basis and may focus on topics and activities such as:

• Disability Understanding;

• Disability Disclosure;

• Decision Making;

• Goal Setting;

• Ability to Evaluate Options;

• Identify Independence;

• Accommodations;

• Request & Utilize Accommodations;

• Know Your Rights & Responsibilities;

• Self-Determination;

• How to Request & Accept Help;

• Intrinsic Motivation;

• Taking A Leadership Role in Support Plans;

• Assertiveness;

• Ability to Listen to Other Opinions;

• Problem Solving;

• Ability to Monitor Progress;

• Positive Self-Talk;

• Financial literacy; and

• Peer mentoring.

Deliverables and Payment Process:

• Based on the needs of the student, services can be provided in an individual or

group setting or in a combination of both.

• Group services may not exceed 5 students.

• The unit of service is defined as an hour of either individual, group or a

combination there of up to a maximum 15 hours per student.

For self-advocacy services, the provider shall submit a detailed syllabi and curriculum

which will be reviewed and approved by the District Office prior to service delivery.

Upon completion of the service, the provider will prepare the 124X report that includes

narrative and a checklist of newly mastered skills and competencies resulting from

individual or group service.

The provider will receive final payment upon the ACCES-VR counselor review and

approval of the content of the competed 124X Pre-ETS report. After the report is

submitted and approved a team conference may be scheduled with the provider,

student, parent and ACCES-VR Counselor. The student’s experience and activities

may be discussed, and the content of the report reviewed. Any questions, concerns or

recommendations can be discussed at that time.

Staffing:

Provider staff will be competent role models trained to use strength-based person-

centered planning and people first language about disability with a minimum of a High

School Diploma or equivalent and two years of experience in providing strength-based

service delivery in qualified competitive and integrated work settings.

Payment Rate:

• Regions 1, 2 and 3- $60 an hour

Established Performance Indicators:

• The amount of time from authorization start date to service start date does not

exceed 30 calendar days.

• 90% of reports received will be rated satisfactory or superior.

WORKPLACE READINESS TRAINING TO DEVELOP SOCIAL SKILLS AND

INDEPENDENT LIVING (Case Service Code 127X): Workplace readiness traits

describe those skills that employers expect from most employees. Workplace readiness

skills are the skills and behaviors necessary on any job, such as how to interact with

supervisors and coworkers and the importance of timeliness. Sometimes these skills are

referred to as soft skills, employability skills or job preparation skills. Learning about

these skills enable students to develop an understanding of how one is perceived by

others and self-insight. Employers value employees that are able to communicate

effectively, get along with others, show flexibility and act professionally. Every job no

matter what the technical skill level requires good social/interpersonal skills for someone

to be successful at their job. Pre-Employment Transition Services Workplace Readiness

Training may be provided in a group setting or on an individual basis and may focus on

topics and activities such as:

• Financial literacy;

• Orientation and mobility skills;

• Job seeking skills;

• Understanding employer expectations for punctuality, performance, trustworthiness

and reliability;

• Understanding employer expectations for getting along with coworkers on the job;

• How to call in sick and communicate delayed arrival;

• Apply classroom knowledge to the workplace;

• Participate in mock interviews;

• Learn how to complete an application on paper and electronically;

• Develop a resume;

• Attend job fairs;

• Gain greater understanding of the soft skills important to success in the workplace;

• Explore and understand impact of social media profiles on employment present and

future;

• Impact of email addresses and voice messages on employment present and future;

• Personal Hygiene; and,

• Dressing for success.

Deliverables and Payment Process:

• Based on the needs of the student, services can be provided individual or group

setting or in a combination of both.

• Group services may not exceed 10 students.

• The unit of service is defined as an hour, with a standard authorization of 15

hours, up to a maximum of 60 hours per student.

• For 127X, the provider should submit a detailed syllabi and curriculum which

must be reviewed and approved by the District Office before the service is

provided.

Upon completion of the service, the provider will prepare the 127X report that includes

narrative and a checklist of newly mastered skills and competencies resulting from

individual or group service.

The provider will receive final payment upon the ACCES-VR counselor review and

approval of the content of the competed 127X Pre-ETS report. After the report is

submitted and approved a team conference may be scheduled with the provider,

student, parent and ACCES-VR Counselor. The student’s experience and activities

may be discussed, and the content of the report reviewed. Any questions, concerns or

recommendations can be discussed at that time.

Staffing: Staff providing this service must have:

• a high school diploma or equivalent; and

• a minimum of two years experience in providing vocational services to students

who have disabling conditions or other significant barriers to employment.

• Pre-ETS Workplace Readiness Service providers must be supervised by an

individual having at least a bachelor’s level degree in an appropriate human

services/human resources field, OR at least four years’ experience in the

provision of work readiness services. Staff should also take part in ongoing

training and staff development activities associated with the provision of services

to students with disabilities.

Payment Rate:

• Regions 1, 2 and 3- $60 an hour

Established Performance Indicators:

• amount of time from authorization start date to receipt of report – standard 30

calendar days.

• 90% of reported services will be rated superior/satisfactory.

WORK-BASED LEARNING EXPERIENCE

Work-Based learning experience (WBLE) is an educational approach or instructional

method that uses community workplaces to provide students with the knowledge and

skills that will help them connect school experiences to real-life work activities and

future career opportunities. It is essential that direct employer or community

involvement be a component of Work-Based Learning Experiences (WBLE) to ensure

in-depth student engagement. WBLE assists students with developing a greater

understanding of the soft skills important to succeed in the workplace. It allows

students to learn from people currently practicing in the occupations or careers of

interest to the student and obtain firsthand knowledge from community-based

businesses. WBLE may include in-school or after-school opportunities, experiences

outside the traditional school setting, and/or internships. All worksites/employment

experiences must meet the definition of competitive, integrated employment. When

paid WBLE Development is provided, the wages are to be paid at no less than

minimum wage. Students may have multiple work-based learning experiences.

WBLE includes activities and experiences that can be provided in a group or individual

setting and may focus on such activities and topics such as:

• Workplace/worksite tours/field trips;

• Job shadowing;

• Career mentorship;

• Informational interviews;

• Paid internships;

• Non-paid internships;

• Volunteering;

• The importance of networking;

• Development of introductory elevator speech for networking;

• Opportunities to begin applying the knowledge and tools they have learned

regarding, networking and appropriate worksite behaviors; and

• Career related competitions.

WORK-BASED LEARNING EXPERIENCE DEVELOPMENT (Case Service Code

557X): The WBLE Development vendor secures an employer-based (unpaid or paid)

work opportunity for students age 14-21. The vendor is responsible for developing the

work experience and site, monitoring participant progress and making the

arrangements for required paperwork with the employer. This service is designed to

provide students with competitive, integrated WBL experiences, and opportunities to

network in actual business environments consistent with their career goals and

vocational interests. After a site is developed, 963X and/or 964X may be authorized to

provide an hourly wage and hourly support from a trainer, if applicable to the

experience and required by the student.

Deliverables and Payment Process: The vendor must develop and place the

participant in an actual WBLE site with a community-based employer. This service is

effective when the individual successfully begins a WBL experience. A unit of service is

a flat fee and a report is provided to the ACCES-VR Counselor describing the WBLE

site and activities that has been developed and delivered. In the case of dropouts,

billing should be prorated at 20 percent of the applicable rate listed below for your

region and submission of appropriate documentation to the VRC regarding last contact

with participant.

Staffing: WBLE Development Service providers must have:

• a high school diploma or equivalent, and

• a minimum of two years of experience in providing vocational services to

students who have disabling conditions or other significant barriers to transition.

WBLE Development service providers must be supervised by an individual having at

least a Bachelor’s level degree in an appropriate human services / human resources

field, OR, at least four years of experience in provision of student WBLE services. The

provider should have a staff development plan for staff participation in ongoing training

and staff development activities associated with the provision of services to students

with disabilities.

Payment Rate

Region 1, 2 & 3 - $720.00

Established Performance Indicators

• amount of time from authorization start date to receipt of report – standard 45

calendar days; and

• 90% of reports will be rated supervisor / satisfactory

WORK-BASED LEARNING EXPERIENCE (963X): This is a wage reimbursement

mechanism that can be used to provide a paid WBL experience for a student age 14-

21. The worksite must meet the WIOA definition of a competitive integrated

employment setting. The student will be paid at least minimum wage for the time they

participate in the work experience.

The 963X rate has been established to cover the wages paid to the student along with

administrative cost for payroll. The vendor is responsible for withholding federal, state,

local tax (in some locations) and Federal Insurance Contributions Act (FICA) which

includes Social Security and Medicare taxes. Administrative costs should include

employer payroll tax which may include but is not limited to the employer’s share of

Social Security and Medicare tax, State Unemployment Insurance (SUI), and State

Disability Insurance (SDI).

Deliverables and Payment Process: A WBL experience must be developed and the

vendor must place the student on their payroll. The vendor will then pay the student for

hours they participate in the WBL experience. Vendors will be paid for the service upon

receipt of the deliverable report form and duplicate pay stubs for the total number of

hours the student participated in a paid WBL experience. The drop-out rate does not

apply for this service.

This is an hourly rate based upon the number of hours authorized by the VRC (up to

320 hours).

Payment Rate:

 Region 1- $23.00 per hour

 Region 2 & 3 - $21.00 per hour

ACCES-VR will re-evaluate this rate in year three of this contract pending minimum

wage rate at that time.

WORKSITE BASED TRAINER (Case Service Code 964X): This case service code is

to be used when the student age 14-21 is participating in Pre-ETS WBL experience in

a competitive integrated employment setting. The Trainer provides hourly support to

the student participating in WBL activities, including:

• WBLE Development (557X): This includes paid/unpaid work experiences or

internships at private, for-profit, public or nonprofit businesses. After the site in

557X is developed, the trainer supports the student in the business setting.

• Project Search: Site-based support and training that does not duplicate the

secondary school district’s contribution to the project.

• Job Shadowing: A popular on-the-job learning, career development, and

leadership development intervention. Essentially, job shadowing involves

working with another employee who might have a different job in hand, might

have something to teach, or can help the student shadowing him or her to learn

new aspects related to the job, organization, certain behaviors or competencies.

• Career Mentorship: A mentor is one who teaches or provides guidance and

advice to a less experienced and often younger person.

• Career Related Competitions: WBL activities that require students to

demonstrate mastery of career-related skills through presentations or

competitions that are judged by professionals. Presentations demonstrate

culminations of student effort over time, often involving teamwork. Career

technical student organizations sponsor such competitions in the fields of

agriculture, business, health, hospitality, and industrial technology.

• Informational Interviews: An informal conversation with someone working in a

career area/job that interests the student, who will give the student information

and advice. It is an effective research tool in addition to reading books,

exploring the Internet and examining job descriptions. It is not a job interview,

and the objective is not to find job openings.

• Volunteering: When a student donates his/her time or efforts for a cause or

organization without being paid. It may be a one-time only or an on-going

commitment. It should directly or indirectly benefit people outside the family or

household or else benefit a cause, even though the student volunteering

normally benefits as well. Most volunteer sites are non-profit organizations.

• Workplace Tours/ Field Trips: An individual or group excursion for the

purpose of first-hand observation to specific work sites. Students learn about

the business, meet employees, ask questions, and observe work in progress.

• Practicum: A course of study devoted to practical training in the field, where

supervision is provided. Practicums usually applies to a specialized field of

study.

• Service learning: WBL activity that integrates meaningful community service

with classroom instruction and reflection to enrich the learning experience,

teach civic responsibility, and strengthen communities.

• Student Led Enterprises: School-based enterprises that produce goods or

services for sale or to be used by people other than the participating student(s).

• Simulated Workplace Experience: Simulated workplace experiences are

work-based learning activities that simulate work environments in any field.

Examples include automotive or construction programs in which sustained

industry involvement allows students to develop and apply their skills in the

context of industry standards and expectations.

WBLE activities will be developed based on the individual interests and strengths of

the student. One or more activities may be delivered in conjunction with the same

employer. The VRC or TAYS SVRC will work with the Pre-ETS vendor and student to

authorize the appropriate amount of support needed to complete the WBLE. The

maximum group size is 5 students.

Deliverables and Payment Process: A unit of service is one hour. The VRC will

determine the number of hours appropriate for WBLE activities taking the specific work

setting or community-based setting into consideration. Upon completion of 964X, the

vendor will submit the deliverable report within 10 business days. The 964X report

should reflect what specific services the student received and the student’s progress

with acquiring relevant work skills. In the case of drop-outs, after the last contact with

the student, the reporting form will be completed and sent to the VRC reflecting what

services the student received and the student’s progress with skill development.

The vendor will receive payment upon the ACCES-VR counselor review and approval

of the content of the completed report.

Staffing: Worksite Based Trainer service providers must have:

• a high school diploma or equivalent; and,

• a minimum of two year of experience in providing employment-related

services to students with disabilities.

Payment Rate and Authorization: Payment for this service is per hour with the VRC

determining the number of hours appropriate for the desired intervention at the rate of:

• Region 1 - $68.00

• Region 2 and 3 - $55.00

Established Performance Indicators:

• amount of time from authorization start date to commencement of service –

standard 10 calendar days.

• 90% of reports will be rated superior/satisfactory.

Assessment Services

NOTE: The following definitions in this section do not apply to the types of assessment

needed for technology, vehicle or home modifications, medical evaluations, or to those

services covered under contractual arrangements with psychologists.

Definition:

For ACCES-VR, assessment is ongoing and person-centered, occurring at critical

decision points throughout the vocational rehabilitation process. Assessment services

are designed to obtain information that will help clarify ACCES-VR eligibility questions,

and/or assist both the participant and ACCES-VR counselor in the development of an

appropriate Individualized Plan for Employment (IPE) goal and services. Assessment

information describes the individual’s strengths, skills, aptitudes, interests, capacities,

behaviors, work readiness and functional limitations and provides suggested vocational

options in keeping with these findings. It may include an appraisal of the patterns of

work behavior of the individual and services needed for the individual to acquire

occupational skills and to develop work attitudes, work habits, work tolerance, and

work-related behaviors necessary for successful job performance. The product of

assessment services is a personalized report highlighting the testing/community

assessment results as they apply to the individual’s vocational strengths, capabilities

and capacities, functional limitations and potential employment options.

Services:

CAREER EXPLORATION ASSESSMENT (Case Service Code 120X): The vocational

evaluator meets with participant for a comprehensive evaluation that looks at the

participant’s education, past work experience, skills, interest and aptitude areas.

Referral information, information obtained during the interviews, career interest tools,

and structured career exploration activities are used during the assessment period.

This assessment will also allow the evaluator to better understand the individual’s

unique factors - strengths, needs and interests - as well as additional impediments to

employment (e.g. criminal history; neurodiversity) and how those factors might impact

future employment. The specific abilities of the individual are identified as the basis for

recommending flexible strategies for job development, placement and retention. This

service can also be used to guide an individual through a goal validation process that

would include a review of interests, labor market analysis, job requirements and

local/regional employment demand/employers. A written report will be generated. After

the assessment period is completed, a team conference will be scheduled with the

individual and ACCES-VR Counselor; the Customized Career Exploration Assessment

will be presented, and the recommendations discussed. Recommendations may

include: referral to a Community Based Work Assessment (112X) for additional career

exploration in real work settings and to observe the person in other community

settings; Work Experience Development (559X) for a work try out or paid community

work experience (958X); Work Readiness; Direct Placement; Supported Employment;

or other education, including post-secondary options, or vocational training options in

the community.

Deliverables and Payment Process (120X): Upon completion of the service, the

provider will prepare and submit a Customized Career Exploration Assessment report

and VR-120X deliverable report to the ACCES-VR counselor within 10 business days,

or in case of drop-outs, after the last contact with the individual. The report must

contain specific recommendations for flexible strategies for job development,

placement and retention. The provider will receive final payment upon completion of a

Customized Career Exploration Assessment report approved by the Vocational

Rehabilitation Counselor (VRC). After the assessment period is completed a team

conference will be scheduled with the individual and ACCES-VR Counselor and the

Customized Career Exploration Assessment will be presented and the

recommendations discussed. Drop-outs will be prorated based on receipt of a partial

report and number of days that the service was provided. For participants who do not

complete the service, the provider will report on what information they were able to

obtain during the period of participant participation. The unit of service is defined as an

hour, up to 10 hours. In the case of drop-outs billing should be prorated for the number

of hours the participant was served and submission of appropriate documentation to

the VRC.

Payment Rate and Authorization: Payment for this service is per hour with a

standard authorization of up to 10 hours in an agency setting at the rate of:

• Career Exploration Assessment (120X) - Regions 1, 2 and 3 - $80.00 per hour

DIAGNOSTIC VOCATIONAL EVALUATION (DVE)/ COMMUNITY-BASED

SITUATIONAL ASSESSMENT (CBA) (Case Service Code 110X): Evaluation in an

agency setting or in a community locale associated with the provider agency. This

service may include standardized work samples, self-administered paper and pencil

tests, and/or actual hands on work with direct observation and may be done on a group

basis. The standard authorization period is up to 15 days. Assessment services

beyond 15 days will require supervisory approval by ACCES-VR.

Deliverables and Payment Process (110X): Upon completion of the service, the

provider will prepare and submit a Vocational Assessment Service report and the VR-

110X report to the ACCES-VR counselor within 10 business days, or in case of drop-

outs, after the last contact with the individual. The provider will receive final payment

upon completion of a Vocational Assessment Service report approved by the

Vocational Rehabilitation Counselor (VRC). The provider must offer the VRC the

opportunity to attend a conference at conclusion of the service. Drop-outs will be

prorated based on receipt of a partial report and number of days that the service was

provided. For participants who do not complete the service, the provider will report on

what information they were able to obtain during the period of individual participation.

The unit of service is defined as a minimum of a five-hour day up to 15 days and can

be billed in half days (2.5 hours) if necessary. In the case of drop-outs billing should be

prorated at the daily rate for the number of days the participant was served and

submission of appropriate documentation to the VRC.

Staffing: Individuals providing Assessment Services for 110X and 120X must meet the

qualifications in the Commissioner’s Regulations for the title Evaluator I, below.

Additionally, individuals with this title shall be directly supervised by an Evaluator II who

meets the qualifications described in the Level II services.

Evaluator I minimum qualifications:

 Master's degree in vocational rehabilitation counseling or related area such as

personnel, counseling and guidance;

 Bachelor's degree and enrollment in a Master's degree program in vocational

rehabilitation or related area such as personnel, counseling and guidance;

 Bachelor’s degree and two years’ experience providing vocational assessment

services.

Payment Rate and Authorization 110X: Payment for this service is per day with a

standard authorization of up to 15 days in an agency setting at the rate of:

 Statewide $75

Established Performance Indicators:

 amount of time from Authorization Start Date to receipt of report - standard 30

calendar days;

 90% of reports will be rated superior/satisfactory.

COMMUNITY-BASED WORKPLACE ASSESSMENTS (CBWA) (Case Service Code

112X): Customized worksite and/or community-based workplace assessments. The

provider, in consultation with the ACCES-VR Counselor (VRC) and the individual

participating in the assessment, develops an individualized strategy for assessment

activities leading to a balanced vocational profile. This service includes the

development of a work and/or community evaluation site according to the identified

interests and known employment factors of the individual. If indicated, the provider may

arrange for two or more different work or community sites if that is needed for

assessment purposes. The sites for this process are actual employer sites or

integrated community sites, not agency/facility based.

The CBWA may also include selected observations of the person in other integrated

community situations (e.g. school, home) if directly applicable to yielding detailed

information about the person’s skills and capacities, as well as the conditions he/she

needs to be successful in the workforce. These activities are focused on gaining a

comprehensive, person-centered assessment of the individual’s strengths, capabilities,

needs, skills and experiences. The evaluator accompanies the individual to the work

and community site in order to observe and determine tasks and skills that are relevant

to job placement and the kind of work environment the person needs to succeed in a

job. This assessment gives the individual hands-on experience in an actual worksite or

a community site allowing direct observations by the evaluator.

The evaluator may also interview significant others (family, friends, teacher,

professionals, spouse and others who know the person well) to gather additional

information on the individual’s capacities. A group planning session, which includes the

individual, the evaluator, the ACCES-VR counselor and significant others, is conducted

to summarize findings from the observations and to further develop and refine the

vocational profile.

Community-based workplace assessments are done on an individual basis. The

standard authorization period would be between 15 to 30 hours. Additional hours may

be provided based on individual participant need with pre-approval by the ACCES-VR

Counselor. Fewer than 15 hours may also be authorized when a focused or selected

component of this service is implemented based on the needs of the individual and the

specific assessment questions being addressed, at the VRC’s request. In this instance,

the VRC may use this service for a Trial Work Experience in status 06. The number of

hours is determined by ACCES-VR, in consultation with the provider, to meet the

individual’s assessment needs.

Deliverables and Payment Process: Upon completion of the service, provider will

prepare and submit a Vocational Assessment Profile Report to the ACCES-VR

counselor within 15 business days of the last date of service with the individual. The

Vocational Assessment Profile Report is a balanced profile of the person that

describes: purpose and proposed employment goal; attributes and capacities; interests

and preferences; priorities; values and ideals; travel and mobility skills, including

access to transportation; supports needed; networks and resources, including natural

supports; and community connections. The Vocational Assessment Profile Report may

also identify alternative customized strategies, including job creation and job carving, to

facilitate matches on important factors. This information can guide the individual and

job developer to identify employers who may be willing to restructure or create a job

uniquely suited for both the needs of the employer and the skills of the individual. The

profile should recommend an action plan that clearly details how resources will be

applied to specific activities and task responsibilities with timelines. The Vocational

Assessment Profile Report should also enable the ACCES-VR counselor and the

individual to develop or refine the Individualized Plan for Employment.

The provider will receive final payment upon approval of the vocational assessment

report and deliverable report form by the VRC. This service is reimbursed based on

completion and submission of the Vocational Assessment Profile Report. The provider

must offer the VRC the opportunity to attend a conference at the conclusion of the

service. For individuals who do not complete the service, the provider will report on

what information they were able to obtain during the period of participation. A unit of

service is defined as one hour. The number of hours is determined by ACCES-VR, in

consultation with the provider, to meet the individual’s assessment needs. For

individuals for whom a more limited assessment is needed, the number of hours of

service will determined by the referring ACCES-VR counselor, in consultation with the

provider, and the profile report will reflect the focus area of the evaluation.

Staffing: Individuals providing this service must meet the qualifications in the

Commissioner’s regulations for the title Evaluator I (above, see DVE section).

Additionally, individuals with this title shall be directly supervised by an Evaluator II who

meets the qualifications described below.

Evaluator II Minimum qualifications:

 Master's degree in vocational rehabilitation or related area such as personnel,

counseling, guidance and one year of experience in vocational rehabilitation or

other suitable fields;

 Bachelor's degree and three years of experience in service delivery to individuals

with disabilities;

 Five years’ experience as an evaluator in a community rehabilitation program

and completion of specialized rehabilitation-related courses.

Payment Rate and Authorization: Payment for this service is per hour with a

standard authorization of 15 to 30 hours, not to exceed a maximum 40 hours, at the

rate of:

 Region 1 - $75.00

 Region 2 - $65.00

 Region 3 - $70.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of report - standard 30

calendar days; and,

 90% of reports will be rated superior/satisfactory.

STANDARDIZED TESTING AND SPECIALIZED EVALUATIONS (Case Service

Code 100X): A bank of assessments that may be used to measure a participant's

academic achievement, aptitudes, cognitive abilities, personality, sensory/motor skills

and compares to appropriate sample population. This service is provided on an

individual basis. Standardized Tests and Specialized Evaluations include but are not

limited to: standardized, computerized or other assessment systems such as

Woodcock-Johnson Tests of Cognitive Ability.

Deliverables and Payment Process: Upon completion of the service, the provider will

prepare and submit the report to the ACCES-VR counselor within 10 business days, or

in case of drop-outs, after the last contact with the individual. The provider will be paid

based on completion of a Vocational Assessment Service report approved by the VRC.

The provider must offer the VRC the option of attending a conference at conclusion of

the service. This service is reimbursed based on completion and submission of the

assessment report. For participants who do not complete the service, the provider will

report on what information they were able to obtain during the period of participant

participation. A unit of service for Standardized Testing and Specialized Evaluation is

one hour. The typical authorization is up to 10 hours. In the case of drop-outs, billing

should be prorated at the hourly rate with submission of appropriate documentation

and information regarding the last contact with the participant to VRC.

For participants for whom a more limited evaluation is needed, a proportional number

of hours will be agreed upon with the referring ACCES-VR counselor, and provider will

report on the focus area of the evaluation. For participants who do not complete the

service, the provider will report on what information they were able to obtain during

period of participant participation.

Staffing: Evaluator III minimum qualifications:

 Master's degree in vocational rehabilitation or related area such as personnel,

counseling, guidance and one year of experience in vocational rehabilitation or

other suitable fields;

 Bachelor's degree and three years of appropriate experience in services to

individuals with disabilities;

 Five years’ experience as an evaluator in community rehabilitation programs and

completion of specialized rehabilitation-related courses.

AND

 Certification as an administrator of any instrument(s) utilized that requires such

designation; or, certification in the field in which a specialized assessment is

performed, such as a licensed psychologist, registered occupational therapist, or

other qualifying license or certification required for the specific

standardized test or specialized evaluation.

For Standardized Testing and Specialized Evaluations, it is essential that the evaluator

meet the necessary professional standards, licensure and certification to administer

and interpret the tests and evaluations.

Payment Rate and Authorization: Payment for Standardized Testing and Specialized

Evaluations is per hour with a standard authorization of up to 10 hours at the rate of:

 Region 1 - $146.00

 Region 2 - $131.00

 Region 3 - $138.00

Established Performance Indicators

• amount of time from authorization start date to receipt of the report - standard 30

calendar days; and,

90% of reports will be rated superior/satisfactory.

Employment Preparation Services

BENEFITS ADVISEMENT

Definition:

ACCES-VR participants, as individuals with disabilities, are often involved with, or

could benefit from, a range of benefit programs such as Supplemental Security Income

(SSI), Social Security Disability Insurance (SSDI), Medicaid, and Medicare. Other

benefits commonly received by participants or available to them include: private

insurance coverage, financial planning, food stamps, Plan to Achieve Self-Support

(PASS), public assistance benefits (i.e., Family Assistance or Safety Net benefits),

student loans, other financial aid benefits (e.g., Tuition Assistance Program (TAP) and

Pell grants), and federal and state tax provisions which reduce tax liability. All of these

benefit programs have criteria for initial or continued coverage. Many are based on

financial need criteria, and many have very specific rules governing how work and

wages affect eligibility or benefit amounts; others may allow participants to exercise

specific options while working. ACCES-VR recognizes that the following Benefit

Advisement service is required to allow participants to address specific and possibly

wide-ranging benefits and their related barriers and benefits associated with

employment. The use of Benefits Advisement will enable individuals to use existing

work incentives to maximize earnings from employment and achieve the greatest

degree of self-sufficiency, without losing essential benefits (e.g. Medicaid) necessary

for their well-being.

Services:

The intent of the Benefits Advisement service is to allow participants to make informed

choices concerning the range of benefits they receive or that are available to them,

including the work incentives available to them as they participate in education,

training, and employment. Planned use of work incentives allow VR participants to

maximize earnings and economic self-sufficiency, a primary goal of the ACCES-VR

program under WIOA. Benefits Advisement can be authorized at any point in the

vocational rehabilitation process, from assessment through job placement and

retention, based on the need of the individual to make informed choices about

employment, earnings and impact on essential benefits.

This is a service in which the vendor provides timely and accurate information to

participants about one or more benefit programs related to the participants’ pursuit of

their IPE goals.

Staff:

Although not required, it is strongly recommended that employment preparation staff

participate in the continuing education opportunities offered at no registration charge

through the sponsorship of ACCES-VR.

BENEFITS ADVISEMENT (Case Service Code 175X): Typically, this service will be

provided one-on-one through phone contact, or in-person at the vendor’s office or

another community-based site. The vendor may provide the participant with written

materials such as a benefits fact sheets. The vendor provides a Benefits Advisement

checklist of topics addressed.

Deliverables and Payment Process: This service is reimbursed upon receipt of the

deliverable report form. A unit of service is defined as one hour and typically up to 10

hours can be authorized. In the case of drop-outs, billing should be prorated at the

hourly rate and with submission of appropriate documentation and information

regarding last contact with participant to VRC.

Staffing: Individuals providing Benefits Advisement service must have:

• successfully completed one of the multi-day training programs delivered through

one of the Social Security Administration’s (SSA) Technical Assistance (TA)

providers for the Work Incentives Planning and Assistance Project (formerly the

Benefits Planning, Assistance and Outreach Project), such as those provided by

Cornell University or Virginia Commonwealth University;

Additionally: Vendors providing Benefit Advisement services must participate in

ongoing in-service training to remain current in changes in the benefits requirements of

a wide range of benefit services.

Payment Rate and Authorization: Payment for this service is per hour with a

standard authorization of up to 10 hours at the rate of:

• Region 1 - $53.00

• Region 2 - $47.00

• Region 3 - $50.00

Established Performance Indicators:

• amount of time from authorization to receipt of report – standard 30 calendar

days; and,

• 90% of reports received will be rated superior/satisfactory.

SELF-ADVOCACY FOR EMPLOYMENT (Case Service Code 123X): Self-advocacy

is the ability to express thoughts, feelings, and beliefs; know and understand rights and

responsibilities; take responsibility for decisions and choices and exercise efforts to

improve life situations. Self-advocacy for Employment services emphasize career and

employment exploration; understanding a range of employment opportunities to

choose from; recognize personal strengths, talents, compensatory skills, including

natural and family supports, and disability-specific accommodation needs; disclosure of

disability; learning employment rights under Title I of the ADA and learning when and

how to request reasonable accommodation. The desired outcome of this service is that

the individual will attain a set of core skills needed to identify personal needs and

wants as they relate to career and employment exploration. At the conclusion of this

service, participants will actively demonstrate a set of competencies and acquired skills

that will enable them to navigate through their challenges related to employment.

These personal criteria will then empower an individual to develop an individualized

plan of strategies in preparation to engage and fully participate in the career

development and employment process.

Deliverables and Payment Process: Upon completion of Self-advocacy for

Employment, the provider will prepare a report that includes a checklist of newly

mastered skills and competencies resulting from individual or group Self-advocacy for

Employment. For group services, the provider should submit a detailed syllabi and

curriculum which will be reviewed and approved by the District Office.

A unit of service is one hour of either individual or group training or a combination of

individual and group training up to a maximum of 15 units. Group services must not

exceed five participants.

Staffing: Provider staff will be competent role models trained to use strength-based

person- centered planning and people first language about disability with a minimum of

a High School Diploma or equivalent and two years of experience in providing

strength-based service delivery in qualified competitive and integrated work settings.

Payment Rate and Authorization:

• Self-Advocacy for Employment (123X): $50, up to 15 hours per person based on

individual need.

Established Performance Indicators:

• The amount of time from authorization start date to service start date does not

exceed 30 calendar days.

• 90% of reports received will be rated satisfactory or superior.

WORK READINESS

Definition:

Participants are assisted by providers in development of job-related skills. Work

Readiness Services include components that enable the participant to successfully

develop the following individual capacities for achieving and maintaining employment:

work behaviors, social skills in the work setting, effective communication, accepting

supervision, problem solving, grooming and hygiene, goal setting and work tolerance.

Other areas of concern may also be addressed including work-related daily living skills,

disability awareness, work traits and work ethic, which may be provided as part of IPE

development (Work Readiness 1 – Soft Skills below) or as an IPE service. This always

includes a focus on acquisition of the requisite “soft skills” applicable across a variety

of employment settings. The higher levels of this service also include development of

vocational skill sets focused on specific fields of employment. While typically provided

in a group setting, these vocational adjustment services may be provided one-on-one.

At the highest level of this service (Work Readiness 3 – Skill Development and Work

Experience), the provider is required to place and support the participant throughout

the 90-day post-employment period leading up to ACCES-VR case closure.

Services:

These services may be delivered in a community-based facility or, where possible, in

an integrated community setting. At the highest level of the service, there is a

requirement for placement and short-term intervention in an employment site. Delivery

of these services is dependent upon the development of an activity plan that is

approved by the ACCES-VR District Office(s) utilizing the service.

Counselors should select the needed level of Work Readiness skills identified in the

IPE with the understanding that the higher levels of skill development include all the

elements of the preceding level(s). If, following services at a lower level, it is

determined the participant is able to progress to a higher level than previously

anticipated, the authorization for that subsequent level should be of a shorter duration,

as agreed upon with the provider. These skill development services can be authorized

as follows in the three modules listed below:

**NOTE: Work Readiness 1 – Soft Skills Training have new Case Service Codes:

125X and 126X (Deaf Service). Case Service Codes 620X and 621X will no longer be

used. This enables ACCES-VR to authorize these services prior to an IPE

development when appropriate to the needs of the individual.

WORK READINESS 1 –SOFT SKILLS TRAINING (Case Service Code 125X): This

service is a defined set of activities that lead to the acquisition of specific “soft” skills by

the individual. They are primarily focused on tasks such as learning acceptable work

and social conduct in the workplace, the culture of the workplace, preparing a resume,

motivation for work and maintaining a job, and other skills such as, but not limited to,

work-related daily living skills, disability awareness, transportation and home health

management that are applicable across a variety of employment settings.

WORK READINESS 1 –SOFT SKILLS TRAINING – DEAF SERVICES (Case Service

Code 126X)

Deliverables and Payment Process: Upon completion of approved soft skills training,

the provider will prepare and submit a report to the ACCES-VR counselor within 10

business days, or in case of drop-outs, after the last contact with the individual. Such

reports shall indicate the type of services provided and the individual's progress

acquiring soft skills, which will support the development of an employment goal. A unit

of service is defined as one (1) hour with a standard authorization of 15 units, up to a

maximum of 60 units per participant. In the case of drop-outs, billing should be

prorated at the daily rate with submission of appropriate documentation and

information regarding last contact with participant to the VRC.

NOTE: All potential providers of Work Readiness 1 must submit a detailed, two-page

syllabus on the content of the proposed Work Readiness 1 service (125X, 126X and/or

127X).

Staffing: Staff providing this service must have:

 a high school diploma or equivalent; and,

 a minimum of two years’ experience in providing vocational services to

individuals with disabilities or other significant barriers to employment.

Work Readiness Service providers must be supervised by an individual having at least

a bachelor’s level degree in an appropriate human services/human resources field, OR

at least four years’ experience in the provision of work readiness services. Staff should

also take part in ongoing training and staff development activities associated with the

provision of services to individuals with disabilities.

Payment Rate and Authorization: Payment for this service is per participant on an

hourly basis with a unit defined as a one-hour face-to-face session. If delivered in a

group, the maximum number participants are 10. A standard authorization of up to 15

units at individual or group rate of:

 Region 1, 2, & 3 - $50.00 per hour

 Deaf Service Rate - $90.00 per hour for Regions 1, 2 & 3

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 30

calendar days,

 90% of reported services will be rated superior/satisfactory.

WORK READINESS SERVICES 2 – Skill Development (Case Service Code 625X):

In addition to the soft skills training listed above, this service is a defined set of

activities that lead to development of skills for a specific career outcome (e.g. skill

development in retail sales, utility worker, or other generic job areas) consistent with

participant IPE goals and locally available employment opportunities. The specified

skill development is primarily at the provider’s facility or may be at a community site

and the activity is not applicable for licensure by NYSED’s Bureau of Proprietary

School Supervision. The skills acquired must be appropriate for entry level work in the

field of preparation and/or transferable to other job areas. The expected vocational

service outcome must be consistent with an individual’s IPE.

Deliverables and Payment Process: Upon completion of approved Work Readiness

Services 2 – Skill Development, the provider will prepare and submit a report to the

ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last

contact with the individual. Such reports shall indicate the type of services provided

and the individual's progress toward the employment outcomes specified in the IPE, is

in a format approved by and submitted at intervals designated by ACCES-VR. The unit

of service is defined as a minimum of a five-hour day up to 40 days and can be billed in

half units (2.5 hours) if necessary. In the case of drop-outs, billing should be prorated

at the daily rate and with submission of appropriate documentation and information

regarding last contact with participant to the VRC. Authorizations for participants who

have previously participated in Work Readiness 1 – Soft Skills services with the same

provider should be reduced accordingly. Progress report will be provided at mid-point

and at conclusion of service.

Staffing: Work Readiness Service staff must have:

 a high school diploma or equivalent; and,

 a minimum of two years of experience in providing vocational services to persons

who have disabling conditions or other significant barriers to employment.

Work Readiness staff must be supervised by an individual having at least a bachelor’s

level degree in an appropriate human services/human resources field, OR at least four

year of experience in the provision of Work Readiness services. Staff should also take

part in ongoing training and staff development activities associated with the provision

of services to individuals with disabilities.

Payment Rate and Authorization: Payment for this service is per day with a standard

authorization of up to 40 days at the rate of:

 Statewide - $60.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of final work readiness

report – standard 90 calendar days; and,

 90% of reports of services will be rated superior/satisfactory.

WORK READINESS SERVICES 3 – Skill Development with Work Experience

(Case Service Code 630X): In addition to the soft skills training listed above, this

service is a defined set of activities that lead to development of skills for a specific

career outcome (e.g. skill development in retail sales, utility worker, or other generic

job areas) consistent with participant’s IPE goals and locally available employment.

The skills acquired must be appropriate for entry level work in the field of preparation

and/or transferable to other job areas. It is expected that at least one third of Work

Readiness 3 will include work readiness skill development in a community-based

setting. The standard authorization period for this service is up to 60 days, which

includes both the training process and simultaneous job development and placement

activities. Authorizations for participants who have previously participated in Work

Readiness 1 – Soft Skills and/or Work Readiness 2 – Skill development services with

the same provider should be reduced accordingly. The expected outcome is that

participants will have had a real work experience and have acquired work readiness

skills associated with specific career area identified in their IPE and job placement.

(Refer to Job Retention Services 932X below for details on 90-day job retention.)

Deliverables and Payment Process: Upon completion of approved Work Readiness

Services, the provider will prepare and submit a report to the ACCES-VR counselor

within 10 business days, or in case of drop-outs, after the last contact with the

individual. The report must include data relating to the employment of the individual

sufficient for ACCES-VR case closure. Services rendered must have enabled the

participant to learn the essential functions of the job and to meet employer

expectations sufficient for job retention. The unit of service is defined as a minimum of

a five-hour day up to 60 days and can be billed in half units (2.5 hours) if necessary. In

the case of drop-outs, billing should be prorated at the daily rate and with submission

of appropriate documentation and information regarding last contact with participant to

the VRC. If a participant is employed as a direct result of the Work Readiness 3

services, a job retention payment may be billed following 90 days of employment.

Staffing: Staff providing this service must have:

 a high school diploma or equivalent; and,

 a minimum of two years of experience in providing employment-related services

to persons who have disabling conditions and knowledge of the local job market.

Work Readiness service providers must be supervised by an individual having at least

a bachelor’s level degree in an appropriate human services/human resources field, OR

at least four years’ experience in the provision of Work Readiness services. Staff must

also take part in ongoing training and staff development activities associated with the

provision of services to individuals with disabilities.

Payment Rate and Authorization: Payment for this service is per day with a standard

authorization of up to 60 days at the rate of:

 Statewide - $60.00

Established Performance Indicators:

 Amount of time from authorization start date to 932X report – standard 120

calendar days;

 90% of reports of services will be rated superior/satisfactory; and,

 60% of participants receiving this service will be closed successfully (Status 26).

Job Retention Payment (Case Service Code 932X): $1,025.00 for all regions

following 90 days of employment – this rate cannot be combined with any other

placement or training rates.

Job Retention Payment Deaf Service (Case Service Code 937X): $1,900.00 for all

regions following 90 days of employment – this rate cannot be combined with any

other placement or training rates.

Job Placement Services

Definition:

Participants are served by providers with employment-related services necessary to

obtain, retain, or advance in competitive, integrated employment. It is ACCES-VR’s

expectation that the employment be consistent with the individual’s IPE vocational

goal.

Services:

These services may be delivered individually or sequentially/bundled predicated upon

the individual needs of the participant, as identified by the referring vocational

rehabilitation counselor. These services are not designed for individuals who meet

the criteria for involvement in Supported Employment services.

WORK EXPERIENCE DEVELOPMENT (Case Service Code 559X): This service is

designed to enlist the assistance of a community provider to aid in securing an

employer-based (unpaid or paid) work experience opportunity for our participants. The

vendor may provide job development as part of this service and would be responsible

for setting up the work experience, monitoring participant progress and making the

arrangements for required paperwork with the employer. This service is designed to

provide ACCES-VR participants with real work experiences and opportunities to

network in actual business environments consistent with their vocational goals. It can

be provided as a stand-alone service or may be packaged with other placement

services; i.e., WTO, OJT, work study or internship/externship.

Deliverables and Payment Process: The vendor must develop and place the

participant in an actual employment experience with a community-based employer.

This service is effective when the individual successfully begins a work experience. In

conjunction with this service, ACCES-VR may also provide OJT, WTO, work study or

internship/externship with the employer using the existing service options. A unit of

service is defined as a report that is provided to the ACCES-VR Counselor describing

the work experience site that has been developed. In the case of drop-outs, billing

should be prorated at 20 percent of the applicable rate listed below for your region and

submission of appropriate documentation to the VRC regarding last contact with

participant.

Staffing: Work Experience Service providers must have:

 a high school diploma or equivalent; and,

 a minimum of two years of experience in providing vocational services to persons

who have disabling conditions or other significant barriers to employment

Work Experience service providers must be supervised by an individual having at least

a bachelor’s level degree in an appropriate human services/human resources field, OR

at least four years of experience in provision of Work Experience services. Provider

should have a staff development plan for staff participation in ongoing training and staff

development activities associated with the provision of services to individuals with

disabilities.

Payment Rate and Authorization: This is a flat fee service payable at the time the

vendor reports that the work experience has been secured at the rate of:

 Work Experience Development (559X) - Region 1, 2 & 3 - $600.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 45

calendar days; and,

 90% of reports will be rated superior/satisfactory.

COMMUNITY WORK EXPERIENCE (Case Service Code 958X): This placement

service is available for all eligible participants. The service is designed to provide paid

work experiences. This service is a paid internship and reimburses the vendor at

minimum wage, and not the prevailing wage if different, plus an administrative cost for

payroll issues for up to 320 hours of paid work experience. This is a wage

reimbursement mechanism when an employer is unable or unwilling to put the

ACCES-VR participant on their payroll. The vendor is responsible for withholding

federal, state, local tax (in some locations) and Federal Insurance Contributions Act

(FICA) which includes Social Security and Medicare taxes. Administrative costs should

include employer payroll tax which may include but is not limited to the employer’s

share of Social Security and Medicare tax, State Unemployment Insurance (SUI), and

State Disability Insurance (SDI).

Temporary staffing agencies are not eligible to be a provider of this service.

Note: Work Experience Development (559X) may be authorized in conjunction with

this service to identify an appropriate worksite for an individual, if necessary.

Deliverables and Payment Process: The vendor has established and placed the

participant in an actual employment experience with a community-based employer.

The vendor will develop the work experience and be paid for the service upon receipt

of duplicate pay stubs for the total number of hours worked. The drop-out rate does not

apply for this service.

Payment Rate and Authorization: This is an hourly rate based upon the number of

hours (up to 320) that an ACCES-VR participant works. One single hour is considered

a unit of service.

 Community Work Experience (958X) - Regions 1 - $21.00 per hour

 Community Work Experience (958X) - Regions 2 & 3: $19.00 per Hour

ACCES will re-evaluate this rate in year three of this contract pending minimum wage

rate at that time.

COACHING SUPPORTS (FOR EMPLOYMENT) (Case Service Code 959X): This

service includes interventions that can be used in case service and provide the

individual participant assistance and support on or off-the-job in activities on a short-

term or long-term basis, that are employment-related and needed to promote job

development, adjustment and retention. Service duration will be determined by the

VRC depending upon the individual participant’s IEP. Activities may include, but are

not limited to, job orientation, job destination/transportation training, resume writing,

interviewing skills, job clubs, job coaching, teaching basic job tasks, supervision at the

worksite, supervisor consultation, assistance in integrating into the work environment,

assistance with addressing interpersonal concerns with co-workers and supervisors,

assistance adjusting to changes in the work environment, assistance with public

support agencies, the provision of supports due to changes in job duties, family and

residential provider consultation and ongoing contact with the participant and/or

employer to ensure continued job satisfaction.

COACHING SUPPORTS (FOR EMPLOYMENT) – Deaf Services (Case Service

Code 563X)

Deliverables and Payment Process: A unit of service is one hour. The VRC will

determine the number of hours appropriate for the desired intervention. ACCES-VR will

pay for services rendered upon receipt of a monthly report outlining the services

delivered, status of the individual’s current employment and outcome of the

intervention provided. In the case of drop-outs, billing should be prorated at the hourly

rate and with submission of appropriate documentation and information regarding last

contact with participant to VRC.

Staffing: Coaching Support service providers must have:

 a high school diploma or equivalent; and,

 a minimum of two year of experience in providing employment-related services to

persons who have a disabling condition and knowledge of the local job market.

Payment Rate and Authorization: Payment for this service is per hour with the VRC

determining the number of hours appropriate for the desired intervention at the rate of:

 Coaching Supports (959X) Region 1 - $61.00

 Coaching Supports (959X) Region 2 and 3 - $46.00

 Coaching Supports (563X) - Deaf Service Rate Region 1 - $68.00

 Coaching Supports (563X) - Deaf Service Rate Region 2 and 3 - $55.00

Established Performance Indicators:

 amount of time from authorization start date to commencement of service –

standard 5 calendar days;

 60% of participants receiving this service will be successfully closed (Status 26);

and,

 90% of reports will be rated superior/satisfactory.

EMPLOYMENT CUSTOMIZATION (Case Service Code 510X): Employment

customization requires face-to-face meetings with the participant and the employer to

make a job match that is significantly more complex and difficult than average. It

requires a blend of flexible strategies that result in the provision of individually

negotiated and designed services, supports and job opportunities that lead to an

employment outcome. The negotiating can be done during the job development phase

of supported employment. This includes customizing a job description based on the

current employer needs and developing a set of job duties, work schedule, and

specifics of supervision that will match to a specific individual. A key factor in deciding

if a service is a customized employment service is the presence of employer

negotiation, including:

• customizing a job description based on current unidentified and unmet needs of

the employer and the needs of the employee;

• developing a set of job duties or tasks;

• developing a work schedule (including determining hours worked);

• determining a job location;

• developing a job arrangement (such as job carving, job sharing, or a split

schedule); and/or

• determining specifics of supervision.

NOTE: This service can be provided, as appropriate to the rehabilitation needs of the

individual, with both direct job placement (931X/936X) or with supported employment

(573X).

Payment Rate:

• Region 1: $1,525.00

• Regions 2 & 3: $1,350.00

Employment Customization can be billed only in conjunction with Job Placement

Milestones for Job Retention, Case Service Codes 931X/936X or Supported

Employment Job Placement Day 5 Case Service Code 573X when the written report

documents and verifies that the provider worked with the employer to develop a

unique, highly individualized set of job responsibilities uniquely tailored to the skills and

strengths of the individual.

NOTE: Employment Customization cannot be billed for enclaves (dispersed or group),

mobile work crews or any other job placements that are based on preferred source or

other product or service contracts that the provider has with a business or public entity,

directly or indirectly, regardless of the source of wages for the individual or the nature

of the work setting.

Deliverable and Payment Process: This is a flat fee service. Payment will be made

upon a detailed, customized employment report that documents the specific

customized employment activities related to assessing the individuals’ strengths and

working with an employer to match a set of job responsibilities to those strengths.

Services rendered must involve a blend of flexible strategies that result in the provision

of individually negotiated and designed services, supports, and job opportunities for an

individual and that lead to an employment outcome of customized employment,

including self-employment, as described in the service definition.

Staffing: If billed with 931X/936X, same as Job Placement. If billed with 573X,

same as Supported Employment.

DIRECT PLACEMENT INTAKE (Case Service Code 921X): This service is designed

to permit the individual referred for services and the service provider to determine if

there is an adequate match in the following areas: the vocational goal, the job search

methodologies and mutual expectations. It may be utilized as an assessment or

placement service, including evaluation of employability, or as a pre-screening relative

to placement potential in a particular occupation. This CRS service cannot be

authorized if the placement vendor or the placement component of the vendor

(regardless of funding source) has:

• served the participant within the last 12 months; or,

• the participant has received training or work-readiness services from that vendor.

JOB SEEKING AND JOB DEVELOPMENT SERVICES (Case Service Code 929X):

These services are designed to equip the participant with the necessary skills to

participate, to the greatest degree possible, with the job search process. It may

include, but not be limited to, the following activities: work place behavior skills training,

job application training, job seeking skills training, interviewing skills training, and/or job

retention skills training. This service also includes simultaneously providing the

ACCES-VR counselor with an up-to-date resume for the participant, making sure the

participant is registered with the local One-Stop Career Center, and performing

individual job development activities such as following up on job leads through both

direct and indirect contact with employers. It is expected that these activities conducted

by the service provider would be for a minimum of ten hours monthly.

JOB SEEKING AND JOB DEVELOPMENT SERVICES – Deaf Services (Case

Service Code 935X)

JOB PLACEMENT (Case Service Code 931X): This is an outcome-based service that

is paid when an ACCES-VR participant starts working on a job that meets his or her

vocational goal and stays in the position for a minimum of 5 calendar days. The vendor

can bill for this service after the 5 calendar days provided that the participant has

worked at least 3 days. In the event that a participant loses a placement and both

participant and VRC believe additional placement services are indicated, this service

may be repeated if necessary.

JOB PLACEMENT –– Deaf Services (Case Service Code 936X)

JOB RETENTION SERVICES (Case Service Code 932X): This service provides a

resource to both the participant and the employer during the initial 90 days of

employment; ACCES-VR expects on-going contact with the participant and, where it is

not contraindicated, the employer, to ensure successful retention of his or her new

position.

JOB RETENTION –Deaf Services (Case Service Code 937X)

Deliverables and Payment Process:

 Direct Placement Intake – This is a flat fee service for meeting with the

participant and completing an intake. Payment will be made upon receipt of a

report from the provider, within 30 calendar days of the authorization start date,

indicating whether placement services are recommended to continue. A unit of

service is defined as one intake. The drop-out and no-show rates do not apply to

this service.

 Job Seeking and Job Development Service – This is a flat fee service. ACCES-

VR expects a monthly report describing the services provided and payment is

made upon receipt of job development plan and an electronic copy of the

participant’s resume. A unit of service is defined as a minimum of 10 hours per

month. This service should not be billed concurrently with 921X. It can only be

billed after 10 hours of direct service related to job seeking and development

have been delivered after the intake has been completed. Drop-out and no-show

rates do not apply to this service. In the event that the participant loses a job,

one-half (1/2) fee could be authorized by the Vocational Rehabilitation Counselor

and paid to the vendor a second time with justification.

 Job Placement – This service is paid upon receipt of a completed written report

(including all data necessary for a successful case closure documentation)

confirming the completion of the fifth calendar day of employment (the participant

must have worked at least three days) as defined by the participant’s employer.

A unit of service is defined as completion and receipt of written report by the

VRC. Drop-out and no-show rates do not apply to this service.

 Job Retention Services – Upon receipt of an updated report containing required

data for case closure, this outcome-based payment is paid to the provider after

services rendered have enabled the participant to learn the essential functions of

the job and our participant meets employer productivity expectations while

retaining the job for a minimum of 90 calendar days. A unit of service is defined

as completion and receipt of updated report by the VRC. Drop-out and no-show

rates do not apply to this service.

Staffing: Job placement staff must have:

 a high school diploma or equivalent;

 a minimum of two years of experience in providing employment services to

persons who have disabling conditions; and,

 supervision by an individual holding at least a bachelor’s level degree in an

appropriate human services/human resources field, and one year of experience

in the provision of job placement services, OR at least four years’ experience in

provision of placement services. Staff must also take part in ongoing training and

staff development activities associated with provisions of placement of

individuals with disabilities in employment. The direct service staff are required to

annually obtain at least 6 hours of continuing education in employment services

for individuals with disabilities (e.g. supported employment). This can be

completed by taking elective coursework offered by the ACCES-VR supported

employment training contractor or other sources (e.g. statewide associations

such as NYSRA or NYAPRS). Evidence of training must be submitted annually

to the ACCES-VR Regional Coordinator for the respective District Office region

in which the provider primarily provides services.

 must complete required courses of study based on their specific job role and

function to demonstrate and maintain proficiency. These courses of study are

offered at no registration charge through the sponsorship of ACCES-VR and

requirements are highlighted in the table below.

Type of Personnel

Tier of Training

Timeframe for completion

New Job Placement Staff

Tier 1 –

Employment

Services Delivery

Within 24 months of:

• CRS Contract Start date,

• Employment Services

start date (If after Jan. 1,

2019)

Existing Job Placement Staff

with two years’ experience or

Tier 1 certification

Tier 2 –

Advanced

Employment

Services Delivery

Within 24 months of:

• CRS contract start date,

•

Completion of Tier 1

Job Placement Managers

and Supervisors

Tier 3 –

Employment

Administration

Within 24 months of contract

execution or hire

In addition, individuals completing their required courses of study are required to

annually obtain at least 6 hours of continuing education in supported employment

by taking elective coursework offered by the ACCES-VR training contractor or other

supported employment training source (e.g. APSE).

Payment Rate and Authorization:

921X: Payment for this service is a flat fee per intake at the rate of:

 Regions 1, 2 & 3 - $175.00

929X/935X: Payment for this service is a flat fee. Payment will be made upon receipt

of the job development plan and voucher at a rate of:

 Regions 1, 2 & 3 - $775.00

 Deaf Service Rate Regions 1, 2 & 3 - $1,900.00

931X/936X: Payment for this service is a flat fee at a rate of:

 Regions 1, 2 & 3 - $1025.00

 Deaf Service Rate for Regions 1, 2 & 3 - $1,900.00

932X/937X: Payment is a flat fee at the rate of:

 Regions 1, 2 & 3 - $1,025.00

 Deaf Service Rate for Regions 1, 2 & 3- $1,900.00

Established Performance Indicators:

 Amount of time from authorization start date to receipt of initial report

(921X)/(929X) – standard 30 calendar days;

 60% of participants receiving placement services (929X) will be successfully

closed (Status 26);

 90% of reports will be rated superior/satisfactory.

QUALITY WAGE INCENTIVE FOR PROVIDER (Case Service Code 933X): This

service provides an incentive to the community-based provider based upon the hourly

rate of pay worked by the participant for the last four weeks prior to case closure. The

vendor can claim this payment if the participant is earning at or above the hourly wage

listed below for the final four weeks prior to the completion of the 90-day period.

Region 1 – Earnings of $17.00 per hour Regions 2 & 3 – Earnings of $15.70 per hour

Deliverable: Original or duplicate pay stubs or employer certification of hours and

wages for the final four-week period.

Payment Rate:

• Regions 1, 2 & 3: $550.00

The earnings level (hourly wage required to achieve this quality wage incentive)

will be adjusted upward based on an increase in minimum wage occurring

during the contract period. The adjustment to the required wage level will equal

the amount of the increase in minimum wage.

Supported Employment Services

Definition:

Supported Employment is paid competitive integrated employment with ongoing support

for individuals with the most significant disabilities (i.e., serious mental illness, intellectual

and developmental disabilities, significant learning disabilities, acquired brain injury,

deafness and blindness, extreme mobility impairments, and other most significant

disabilities) for whom competitive employment has not traditionally occurred, and who,

as a result of a significant disability, need on-going support services, which may include

customized employment (see Employment Customization, CSC 510X) in order to obtain,

perform, and retain their job. Supported Employment provides assistance such as job

coaching and job placement, assistance in interacting with employers, on-site assistive

technology training, specialized job training, and individually tailored supervision.

Supported Employment is a way to move people from dependence on a service delivery

system to independence via competitive, integrated employment. Supported

Employment enables eligible individuals to enter competitive integrated employment

where they would otherwise, due to the impact of their disabling conditions, be unable to

do so. It is understood that the provision of on-going support services for people with the

most significant disabilities increases their rates for employment retention. Supported

Employment enables people to work within their communities and results in working,

social interaction, and integration with non-disabled peers.

In order to be eligible to provide Supported Employment Services, a vendor must:

• have in place a current Supported Employment extended services funding

agreement or equivalent (i.e., NYC OMH Personalized Recovery Oriented

Services (PROS) or HCBS waiver) with one or more of the following agencies:

New York State Office for People with Developmental Disabilities (OPWDD) or the

Office of Mental Health (OMH) for individuals who are eligible for those services.

Note: OMH funds extended services through the county and local providers.

AND

• One (1) year of experience providing Supported Employment services to

individuals with significant disabilities.

ACCES-VR also provides limited funds for supported employment extended services

reserved for individuals who are not eligible for services from OMH or OPWDD based on

disability (e.g. acquired brain injury, significant learning disability, significant physical

impairment).

ACCES-VR expects that providers of supported employment services will routinely

take advantage of the continuing education opportunities made available through

ACCES-VR funded Supported Employment Training in compliance with the

requirements outlined below under Staffing section.

SUPPORTED EMPLOYMENT INTAKE (Case Service Code 571X): This service is

designed to permit the individual referred for services and the service provider to meet

with the participant and determine if there is an adequate match in the following areas:

the vocational goal, the job search methodologies, the choice of supported

employment as a placement approach and mutual expectations. It may be utilized as

an assessment or placement service, including evaluation of appropriateness for this

service option or as a pre-screening relative to placement potential in a particular

occupation. This CRS service cannot be authorized if the placement vendor or the

placement component of the vendor has:

• served the participant within the last 12 months; or,

• the participant has received any training or placement services from the vendor.

(Additional information is provided in the Job Placement Services section of this

document)

Payment Rate:

Payment for this service is a flat fee per intake at the rate of:

• Regions 1, 2 & 3 - $175.00

Supported Employment Pre-Employment Assessment/Job Development Service

(Case Service Code 572X): These services are designed to equip the participant with

the necessary skills to participate, to the greatest degree possible, with the job search

process. The pre-employment assessment must include at least one situational

assessment. The job development service may include, but not be limited to, the

following activities: workplace behavior skills training, job application training, job

seeking skills training, situational assessment, interviewing skills training, and/or job

retention skills training. This service also includes simultaneously providing the

ACCES-VR counselor with an up-to-date Individualized Intensive Service Plan for the

participant and performing individual job development activities such as following up on

job leads through both direct and indirect contact with employers. These activities

conducted by the service provider would be for a minimum of five hours monthly. This

must include direct engagement with the participant as well as job development with

potential employers.

Payment Rate:

• Region 1: $2,250.00

• Regions 2 & 3: $1,750.00

Supported Employment Job Placement Day 5 (Case Service Code 573X): This is

an outcome-based service that is paid when an ACCES-VR participant begins working

on a job that meets his or her vocational goal and stays on the job for 5 calendar days

(having worked a minimum of three days).

Payment Rate:

• Region 1: $1,525.00

• Regions 2 & 3: $1,350.00

Supported Employment Job Placement Day 45 (Case Service Code 574X): This is

an outcome-based service that is paid when an ACCES-VR participant begins working

on a job that meets his or her vocational goal and stays on the job for 45 calendar

days.

Payment Rate:

• Region 1: $1,525.00

• Regions 2 & 3: $1,375.00

Supported Employment Job Retention Services (Case Service Code 575X): This

service provides a resource to both the participant and the employer during the initial

days of employment and for a minimum of 90 days after stabilization is achieved;

ACCES-VR expects on-going contact with the participant and, where it is not

contraindicated, the employer, to ensure a successful transition to his or her new

position.

Payment Rate:

• Region 1: $2,525.00

• Regions 2 & 3: $2,350.00

Deliverables and Payment Process:

 For Supported Employment Intake (571X) – This is a flat fee service. Payment

will be made upon receipt of a report from the provider, within 20 calendar days

of the providers receipt of the authorization, indicating whether placement

services are recommended to continue. A unit of service is defined as one

intake. The drop-out and no-show rates do not apply to this service.

 For Supported Employment 572X – Supported Employment Job Development

Service - This is a flat fee service. This service is paid upon receipt of a detailed,

Individualized Intensive Service Plan. Evidence of job development activities

such as workplace behavior skills training, job application training, job seeking

skills training, situational assessment, interviewing skills training, and/or job

retention skills training must be included in the report. Drop-out and no-show

rates do not apply to this service.

 For Supported Employment 573X – Supported Employment Day 5 Job

Placement - This service is paid upon receipt of a completed written report

including a breakdown of the participant’s primary job duties. This report will

confirm the completion of the first five calendar days of employment as defined

by the participant’s employer (provided that the participant has worked at least

three days). If available, the vendor will also submit a copy of the participant’s

employer hire letter with the 573X report form. A unit of service is defined as

completion and receipt of written report by the VRC. Drop-out and no-show rates

do not apply to this service.

 NOTE: Employment Customization (510X) may be billed with Supported

Employment Job Placement Day 5 Case Service Code 573X when the written

report documents and verifies that the provider worked with the employer to

develop a unique, highly individualized set of job responsibilities specifically

tailored to the skills and strengths of the individual.

 For Supported Employment 574X – Supported Employment Day 45 Job

Retention Services - Upon receipt of an updated report containing required data

for case closure, this outcome-based payment is paid to the provider after

services rendered have enabled the participant to learn the essential functions of

the job and participant meets employer productivity expectations while retaining

the job for a minimum of 45 calendar days. A unit of service is defined as

completion and receipt of updated report and wage verification (Copy of a

paystub or letter from the employer) by the VRC. If a paystub or letter from the

employer is not available, the report form with signatures from the participant and

vendor verifying the wage will be accepted. Drop-out and no-show rates do not

apply to this service.

 For Supported Employment 575X – Job Retention Services – Upon receipt of an

updated report containing required data for case closure, this outcome-based

payment is paid to the provider after services rendered have enabled the

participant to learn the essential functions of the job and our participant meets

employer productivity expectations while retaining the job for a minimum of 90

calendar days after stabilization. The provider must not bill until the participant

meets ACCES-VR criteria for successful employment outcomes. A unit of service

is defined as completion and receipt of updated report by the VRC. Drop-out and

no-show rates do not apply to this service.

 For Supported Employment Quality Bonus – Hours Per Week – Upon receipt of a

report, along with paystubs or a letter form the employer containing required data

detailing the numbers of hours worked by the participant for the four weeks prior

to the completion of the 90-day period after stabilization. This outcome-based

payment is paid to the provider after services rendered have enabled the

participant to average 22 hours per week or more. A unit of service is defined as

completion and receipt of updated report by the VRC. Drop-out and no-show

rates do not apply to this service.

 Re-intervention – In the event that the participant loses his or her job at any point

before 90 calendar days have been reached the counselor may choose to

continue services with the same provider of supported employment services.

ACCES-VR may re-authorize one (1) unit of CSC 572X Pre-Employment

Assessment/Job Development Services. ACCES-VR will not re-authorize 573X

or 574X payments.

Staffing: Supported Employment staff must have:

 a high school diploma or equivalent;

 a varied and successful work history in competitive employment settings;

 knowledge of employer expectations of performance and employee behaviors;

 knowledge of the local job market;

 supervision by an individual holding at least a bachelor’s level degree in an

appropriate human services/human resources field, and one year of experience

in the provision of job placement services, OR at least four years’ experience in

provision of placement services. Staff must also take part in ongoing training and

staff development activities associated with provisions of placement of

individuals with disabilities in employment.

 must complete required courses of study based on their specific job role and

function to demonstrate and maintain proficiency. These courses of study are

offered at no registration charge through the sponsorship of ACCES-VR and

requirements are highlighted in the table below.

Type of Personnel

Tier of Training

Timeframe for completion

New Supported Employment

Staff

Tier 1 –

Employment

Services Delivery

Within 24 months of:

• CRS Contract Start date,

• Employment Services

start date (If after Jan. 1,

2019)

Existing Supported

Employment Staff with two

years’ experience or Tier 1

certification

Tier 2 –

Advanced

Employment

Services Delivery

Within 24 months of:

• CRS contract start date,

• Completion of Tier 1

Supported Employment

Managers and Supervisors

Tier 3 –

Employment

Administration

Within 24 months of contract

execution or hire

In addition, individuals completing their required courses of study are required to

annually obtain at least 6 hours of continuing education in supported employment

by taking elective coursework offered by the ACCES-VR training contractor or other

supported employment training source (e.g. APSE).

Established Performance Indicators:

 amount of time from authorization start date to receipt of 572X report – standard

30 calendar days;

 55% of participants receiving SE job development services (572X) will be

successfully closed (Status 26) and,

 90% of reports will be rated superior/satisfactory.

QUALITIY OUTCOME PAYMENTS

SE Job Retention - Hours Per Week (Case Service Code 576X): This service

provides an incentive to the community-based provider based upon the average

number of hours worked by the participant for the four weeks prior to case closure. The

vendor can claim this payment if the participant is working, on average for the four

weeks prior to the completion of the 90-day period after stabilization, 22 hours per

week.

Payment Rate:

• Region 1, 2 & 3: $600.00

EXTENDED SUPPORTED EMPLOYMENT (Case Service Code 578X): Ongoing

support services that are needed to support and maintain the individual in supported

employment. Extended services are furnished by the provider to assist the individual in

maintaining supported employment once the intensive training has satisfactorily lead to

stabilization of the individual on the job.

Extended services provide continuation of ongoing support and other appropriate

services, as needed and must include at least two monthly face-to-face meetings with

the participant at the job site. One employer contact per month is also required unless

the participant requests otherwise. If On-site monitoring meetings have been waived,

two face-to-face meetings with the participant away from the job site are still required.

With intermittent funding of extended services, the extended services provider must

document how natural supports will replace the provider’s contacts.

Examples of extended services are:

• Periodic observation of work performance in relation to training standards and

employer goals to determine the needs for continuing or different intervention;

• Assurance to the supported employee that help is available if a problem arises;

• Responses to changes in the employment situation or in the participant's

community living arrangements as they may interfere with continued successful

employment; and,

• Placement in another employment situation if minimal intervention is required.

Deliverables and Payment Process: Payment will be made upon receipt of a of the

Monthly Report of Services Provided along with the Claim for Payment Form (AC3253-

S). It is requested that these services be billed quarterly.

EXTENDED SUPPORTED EMPLOYMENT FOR YOUTH (Case Service Code 582X):

Provided using federal and state funds for up to 48 months for individuals or up until age

25. Individuals who use 48 months or turn 25, would transition into other funding streams

for extended services, if needed.

Deliverables and Payment Process: Payment will be made upon receipt of a of the

Deliverable Report form outlining the services completed monthly.

In addition to having an established funding source for extended services, the applicant

must meet the following requirement to provide Extended Services:

One (1) year of documented experience providing Supported Employment services to

individuals with significant disabilities and must make provision with another agency to

provide extended services (as described in their contract).

Payment Rate:

Payment for this service is a flat fee per Full Time Equivalent (FTE) at the rate of:

• Regions 1, 2 & 3 - $2,640.00 for Adults in Extended services (Age 25 and over).

(578X)

• Regions 1, 2 & 3 - $2,640.00 for Youth (under age 25) (582X)

• An FTE is equal to 12 monthly units of $220 per person for a minimum

intervention of two monthly face-to-face contacts.

OPWDD 2003 Transfer Extended FTEs are not available. Any remaining FTEs

should have been converted to regular Adult Extended FTEs.

RE-INTERVENTION

SE Intensive and Re-intervention

Re-intervention may become necessary for a participant while receiving supported

employment services. If a participant loses his or her job during the delivery of

supported employment intensive services, ACCES-VR may re-authorize a full unit of

572X a second time to the existing vendor to help the participant obtain another job. If

the vendor has previously vouchered for 573X or 574X, the vendor cannot voucher for

these case service codes a second time. The reauthorization of 572X can only be

used as a re-intervention strategy when the participant is being served by the SE

Intensive vendor.

SE Extended and Re-intervention

Re-intervention may also occur after the participant's case has been transferred to an

extended services contract and the participant needs increased interventions to

maintain or regain employment. Possible reasons for increased interventions may

include changes in job duties or work site, supervisory requirements, medical

problems, or disability related limitations, when these factors jeopardize the

participant's ability to maintain employment without additional services.

Re-intervention can be addressed through:

• The extended service contract;

• Post-employment services; or

• Reopening of the participant's case.

1. The extended services contract should be utilized when it is anticipated that the

services required for re-stabilization will be short term (short term is considered to be

any number of hours or weeks under 60 hours or 12 weeks). No ACCES-VR counselor

or District Office action is required when intensive services are anticipated to be

temporary and provided under the extended services contract.

2. Post-employment services (PES) are provided when necessary for a participant to

maintain or regain employment consistent with the participant's strengths, resources,

priorities, concerns, abilities, capabilities and interests. The goal of PES is for the

participant to attain self-sufficiency on the job as quickly as possible. If PES is needed

for re-stabilization, and the service is a short-term discrete service (i.e. hearing aid,

assistive device) that is not available through the extended services contract, the

ACCES-VR counselor or District Office may authorize PES.

3. Reopening the case of a participant in ACCES-VR Adult Extended may be

considered by the ACCES-VR counselor or District Office if the provision of these

short-term services is not going to be sufficient for re-stabilization. ACCES-VR may re-

authorize 572X-575X to the existing vendor. 571X cannot be re-authorized to the

existing vendor. Early discussion between the vendor and ACCES-VR counselor or

District Office is recommended.

If the participant was receiving SE Youth Extended 582X, the case is already open and

the VRC would need to change the status from 22 to 18 and re-authorize 572X-575X.

For additional information on Supported Employment, please refer to the following

documents:

2019 Guidelines on Supported Employment:

http://www.acces.nysed.gov/vr/core-rehabilitation-services

Assistive Technology/Rehabilitation Technology Services

NOTE: This service does NOT include evaluations related to vehicle use and

modifications.

ASSISTIVE TECHNOLOGY/REHABILITATION TECHNOLOGY EVALUATION (Case

Service Code 165X): This is an evaluation to determine the need for

assistive/rehabilitation technology services to mitigate the impact of the individual’s

functional limitations, to enhance the capacity to participate in Vocational Rehabilitation

services and achieve the Individualized Plan for Employment (IPE) employment

outcome. The standard authorization for this service is up to 20 hours. Additional hours

may be provided based on individual participant need with pre-approval by the ACCES-

VR Counselor.

This service includes all evaluations that are used to determine the practicality and

effectiveness of using rehabilitation technology, as well as the identification of any

indicated assistive devices and related services. It encompasses recommendations for

types of rehab technology, specifications, advantages of potential options, and the

cost/benefits of those options. Assistive/rehabilitation technology evaluations clearly

describe how the device or service will address functional limitations in terms of

participation in training and/or employment outcomes.

Deliverables and Payment Process: Upon completion of the service, the provider will

prepare and submit the report to the ACCES-VR counselor within 10 business days, or

in case of drop-outs, after the last contact with the individual. The provider will be paid

based on completion of an Assistive/Rehabilitation Technology Evaluation Report

approved by the VRC. The provider must offer the VRC the option of attending a

conference at the conclusion of the service. This service is reimbursed based on

completion and submission of the assessment report. A unit of service is defined as up

to 20 hours and receipt at the appropriate ACCES-VR District Office of the

Assistive/Rehabilitation Technology Evaluation Report. In the case of drop-outs, billing

will be prorated at the hourly rate with submission of appropriate documentation and

information regarding last contact with consumer to VRC.

For participants for whom a more limited evaluation is needed, a proportional number of

hours will be agreed upon with the referring ACCES-VR counselor, and the provider will

report on the focus area of the evaluation. For participants who do not complete the

service, the provider will report on what information they were able to obtain during the

period of participant participation.

Staffing: The qualifications of persons or organizations conducting evaluations or

providing assistive technology for ACCES-VR will be approved on the basis of

education, experience, ability to work successfully with individuals with disabilities, and

the ability to provide comprehensive reports of findings and recommendations which

will be the basis for the development of a plan for assistive/rehabilitation technology

services. Such individuals must:

 have a minimum of a high school diploma or equivalent and two years of

experience delivering rehabilitation and/or assistive technology services; and,

 maintain adequate liability insurance.

Payment Rate and Authorization (165X): Payment for this service is per hour with a

standard authorization of up to 20 hours at a rate of:

 Region 1, 2 & 3 - $86.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 42

calendar days;

 90% of reports will be rated superior/satisfactory.

ASSISTIVE TECHNOLOGY/REHABILITATION TECHNOLOGY TRAINING (Case

Service Code 167X): This is a process of providing instruction to an individual on how

to use the assistive technology/rehabilitation technology device(s) or service(s). The

intended outcome is that the individual, upon completion of the training, will be able to

effectively utilize the device(s) or service(s) to achieve their employment goal.

Services:

Deliverables and Payment Process: Training must be completed with the appropriate

assistive technology/rehabilitation technology device(s) or service(s) matched to the

individual’s needs. The training should develop full user competency with the

respective device(s) or service(s). The training is based on the assistive

technology/rehabilitation technology evaluation report provided by a qualified service

provider. Standard authorization for this service is up to 20 hours. Additional hours may

be provided based on individual participant need with pre-approval by the ACCES-VR

Counselor. Upon completion of this service, the provider will prepare and submit the

training report to the ACCES-VR Counselor within 10 business days. A unit of service

is defined as one hour and a standard authorization may be up to 20 hours. In the case

of drop-outs, billing should be prorated at the hourly rate with submission of

appropriate documentation and information regarding last contact with participant to

the VRC.

Staffing: The qualifications of persons or organizations conducting training or

providing rehabilitation technology for ACCES-VR will be approved on the basis of

education, experience, the ability to work successfully with individuals with disabilities,

and the ability to provide comprehensive reports of findings and recommendations,

upon which to develop a plan for rehabilitation technology services. Such individuals

must:

 have a minimum of a high school diploma or equivalent and two years of

experience delivering rehabilitation and/or assistive technology services;

 maintain adequate liability insurance.

Payment Rate and Authorization: Payment is per hour with a standard authorization

of up to 20 hours at:

 Region 1, 2 & 3 - $86.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 42

calendar days;

 90% of reports received will be rated superior/satisfactory.

Driver Rehabilitation Services

NOTE: These services are for the provision of driver training that specifically focuses

on disability-related barriers to driving. Only individuals requiring vehicle modifications,

specialized driver training and/or adaptive equipment because of his/her disability

should be referred for this type of driver training.

Definition:

Driver rehabilitation services include all activities that are necessary for the

identification of specific vehicle modification required to enable an individual to safely

operate a vehicle, and the evaluation and training necessary for the individual to

competently operate his/her modified vehicle. It may include direct hands-on delivery of

clinical pre-driving evaluation and/or in-vehicle evaluations and training with

participants. These services may also include information for an individual to safely be

transported as a passenger in a vehicle modified for that purpose. Driver evaluation

and training services may be provided to eligible individuals with disability related

transportation barriers to achieving their employment outcome.

Driver Rehabilitation services include:

Adaptive Driver Evaluation – is an interdisciplinary assessment of an individual’s

abilities and/or potential to become a safe independent driver and/or identify vehicle

modification requirements. The driver evaluation is the preparatory phase for all other

services within the field of driver rehabilitation and is essential for assessing if an

individual has potential to drive a vehicle safely, evaluate their training needs and/or

determine if there is a need for vehicle modifications, adaptive equipment or

automotive equipment;

Driver Training – may include classroom and on the road driving. It is a process to

instruct an individual on how to safely drive a vehicle, so the individual is able to obtain

or retain a driver's license. The driver’s equipment needs will determine the type of

modified vehicle to be used for training.

Vehicle Adaptive Equipment Recommendation – identifies adaptive aids/devices and

modifications as well as the vehicle types that can accommodate those modifications;

Consultation – provide updated evaluations and information on appropriate adaptive

aids/devices and modifications.

VENDOR TRAVEL FOR DRIVER/VEHICLE EVALUATION OR TRAINING

IMPLEMENTATION (Case Service Code 142X): This is a service authorized only

when it is necessary for a vendor to travel over 35 miles each way to accomplish the

authorized driver evaluation or training services to a specific participant.

Deliverables and Payment Process: Through discussion with the referring ACCES-

VR counselor, it must be established that travel is necessary. Documentation of the

actual mileage and estimated travel time obtained from MapQuest, Google Maps or

another valid source must be provided. This service will be authorized in tandem with

each Driver Rehabilitation service. If travel is less than 35 miles each way, the vendor

will not be eligible for Travel. A unit of service is 1 hour to correspond to each hour of

actual evaluation or training authorized to the participant, up to a maximum of 10

hours.

Payment Rate and Authorization: Payment for this service is per hour with a

standard authorization of a maximum of up to 10 hours at the rate of:

 Region 1 - $55.00

 Region 2 - $49.00

 Region 3 - $52.00

ADAPTIVE DRIVER EVALUATION

Report Content:

The adaptive driver evaluation is used to asses an individual’s potential to drive safely.

The driver evaluation report must include:

 Medical Status History – diagnosis, past medical history, medications, loss of

consciousness, functional deficits;

 Vision and Hearing – distance acuity, visual field, night vision, color

discrimination, scanning, conversational speech, hearing aids;

 Cognition and Learning – attention/concentration, auditory memory, visual

memory, sequencing, behavior, judgment, multiple task processing;

 Strength and Range of Motion and wheelchair seating as they pertain to the

functional skills necessary to safely operate a motor vehicle;

 Licensure Status – expiration date, license class, restrictions and driving history;

 Knowledge and Driving Performance – traffic sign and road marking, general

traffic rules, pre-driving, traffic environments (controlled, residential, multi-lane,

urban, expressway);

 Summary of clinical and driving evaluation, adaptive driving aids used (if

applicable), findings/recommendation from the Vehicle Consultant.

The adaptive driver evaluation is also used to determine if adaptive equipment or

vehicle modifications are necessary, and what appropriate vehicle and factory

equipment the individual should include when shopping for a vehicle. The adaptive

driver evaluation report should identify:

 Type of vehicle(s) that will accommodate the adaptive equipment or modification

being recommended.

 If the individual cannot drive a vehicle, the report should include information on

what the needs are for the person to be safely transported in a private motor

vehicle.

The adaptive driver evaluation must be conducted by the appropriate driver

rehabilitation specialist operating within the scope of their professional license and/or

certification.

ADAPTIVE DRIVER EVALUATION – LOW TECH – CAR OR VAN (Case Service

Code 133X):

The Adaptive Driver Evaluation is considered low tech when the participant requires

the following adaptive equipment to safely operate a motor vehicle. Other, similar items

may be included in this category:

 raised tops and/or doors;

 mechanical hand controls and steering devices;

 six-way power transfer seats;

 car top carriers; and,

 wheelchair lifters/loader.

ADAPTIVE DRIVER EVALUATION – HIGH TECH – CAR OR VAN (Case Service

Code 134X):

The Adaptive Driver Evaluation is considered high tech when the participant requires

the following (but not limited to) high level driving systems to safely operate a motor

vehicle:

 remote steering packages;

 lowered floor conversions;

 foot steering;

 low-effort conversions;

 horizontal steering; and,

 braking and throttle servo controls.

Deliverables and Payment Process: Upon completion of the service, the provider will

prepare and submit an Adaptive Driver Evaluation report to the ACCES-VR counselor

within 10 business days. See above (Report Content) for requirements. The provider

must offer the VRC the option of attending a conference at conclusion of the service.

This service is reimbursed based on completion and submission of the Adaptive Driver

Evaluation report.

For participants who require a limited evaluation, a proportional number of hours will be

agreed upon with the referring ACCES-VR counselor, and the provider will report on

the focus area of the evaluation. For participants who do not complete the service, the

provider will report on what information they were able to obtain during the period of

the individual’s participation.

Payment Rate and Authorization: A unit of service is defined as 1 hour. Standard

authorization for low tech and high-tech Adaptive Driver Evaluation services is up to a

maximum of 10 hours, with additional hours available upon approval of the referring

VRC. In the case of drop-outs, the report should be submitted after the last contact

with the individual. Billing will be prorated at the hourly rate after submission of

appropriate documentation and information to the VRC regarding last contact with the

individual.

Low Tech Evaluation (133X):

 Region 1 - $208.00 per hour

 Region 2 - $188.00 per hour

 Region 3 - $198.00 per hour

High Tech Evaluation (134X):

 Region 1 - $388.00 per hour

 Region 2 - $363.00 per hour

 Region 3 - $376.00 per hour

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 42

calendar days;

 90% of reports will be rated superior/satisfactory.

ADAPTIVE DRIVER TRAINING - This service requires providing driving instruction to

a participant on how to operate a vehicle safely, including the utilization of adaptive

equipment and addressing disability related limitations. The intended outcome is that

upon completion of the training, the individual will be able to obtain or retain a driver's

license necessary to achieve the employment goal.

Adaptive Driver Training – Low Tech – Car or Van (Case Service Code 880X)

Adaptive Driver Training – High Tech – Car or Van (Case Service Code 881X)

Deliverables and Payment Process: Training must be provided on a vehicle with

appropriate equipment matched to the driver's needs. The training must develop

"behind the wheel" competency in a full range of roadway environments to prepare the

individual for obtaining or retaining a driver's license. The training is based on the

Adaptive Driver Evaluation report of a Driver Rehabilitation Specialist. A unit of service

is defined as 1 hour. Standard initial authorization is for up to 20 hours. An additional

20 hours may be authorized in 10-hour increments with justification and VRC approval.

The VRC must be notified in writing as to the outcome of training. In the case of drop-

outs, billing will be prorated at the hourly rate with submission of appropriate

documentation and information regarding last contact with the participant.

Payment Rate and Authorization: Payment for this service is per hour with a

standard authorization of up to 20 hours at the rate of:

Low Tech (880X):

 Region 1 - $99.00 per hour

 Region 2 - $88.00 per hour

 Region 3 - $95.00 per hour

High Tech (881X):

 Region 1 - $304.00 per hour

 Region 2 - $287.00 per hour

 Region 3 - $296.00 per hour

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 42

calendar days; and,

 90% of reports will be rated superior/satisfactory.

Driver Training Programs- The applicant must maintain current licensing or

certification if required to have NYS DMV license for a driver training school and/or

have NYSED approval for a driver education program. If licensing or NYSED approval

is not required, documentation should be provided to support this.

Staffing: Driver Rehabilitation Specialists work with individuals of all ages and abilities,

exploring alternative transportation solutions for drivers with special needs.

Certified Driver Rehabilitation Specialists (CDRS) are certified by the Association for

Driver Rehabilitation Specialists, as trained experts who work with people of all ages

and abilities and explore alternative transportation solutions for drivers with special

needs.

Driver Rehabilitation Specialists (DRS) must have a Bachelor’s Degree or higher in a

health related field which may include Occupational Therapy, Physical Therapy,

Kinesiotherapy, Speech Therapy, Therapeutic Recreational Therapy, or Special

Education, operate under a professional license, and have a minimum of three years

qualifying experience as a licensed professional that may include: Licensed

Occupational Therapist; Licensed Physical Therapist; Licensed Psychologist; or NYS

Certified Driver Education Teacher or NYS DMV approved Driver Education Teacher.

In lieu of qualifying experience, a DRS may:

Be supervised by a DRS who has been approved by ACCES-VR and meets the

Association for Driver Rehabilitation Specialists requirements for Certified Driver

Rehabilitation Specialist.

A Driver Rehabilitation Specialist may be certified under the auspices of the

Association of Driver Rehabilitation Specialists (ADED) and Driver Rehabilitation

Specialists must be able to provide documentation of three years’ experience providing

driver rehabilitation services to individuals with disabilities consistent with the

population they wish to serve. DRSs must also meet performance requirements

defined by ACCES-VR. Final approval rests with ACCES-VR in determining whether

the person/program will provide some or all of the seven services identified in these

standards.

Adapted Equipment:

Driver Training programs must identify the type of adapted vehicle(s) they use for

evaluation and training and provide the schedule for software and equipment updates.

Adjunct Services

Definition:

Adjunct services are those activities which supplement the delivery of other IPE

services by providing those additional services/supports which the participant requires

for successful IPE goal achievement. These services are always provided in support of

other ACCES-VR activities required to achieve the IPE employment outcome.

Services:

The offerings in this category are each unique in their nature, they do not necessarily

constitute a “series” through Level I, II, and III. Some services are found at only one

Level appropriate to the professional expertise and commensurate reimbursement for

that activity. Therefore, each modality included under the Adjunct services is defined

separately below and will be authorized by the ACCES-VR Counselor.

COACHING SUPPORTS – Not Job Placement Related

NOTE: This service is not intended to replace those currently provided by

Support Aides who assist participants needing medically-related or attendant

care interventions (personal assistance services), or tutoring services for

college training.

COACHING SUPPORTS (FOR POSTSECONDARY EDUCATION, INTERNSHIP, OR

OTHER ACTIVITIES IN PURSUIT OF EMPLOYMENT GOALS) (Case Service Code

790X): This service includes interventions that can be used in any status in vocational

rehabilitation services once a person has applied for ACCES-VR, other than those

associated with job placement. It is designed to enable participants not

eligible/appropriate for Supported Employment services to receive one-to-one,

participant specific assistance of a limited duration, necessary for the participant’s

successful participation in the VR process.

For example, Coaching Support can include:

 provide the individual coaching necessary to allow the participant to successfully

participate in a college or post-secondary training program;

 obtain or to maintain an internship through placement assistance and/or short-

term coaching; and,

 to provide other interventions determined appropriate in support of IPE goals.

Deliverables and Payment Process: This service is funded on an hourly basis, with

the VRC determining number of hours appropriate for the desired intervention.

ACCES-VR will pay for vouchered services rendered upon receipt of a monthly report

outlining the services delivered, participant progress to date, and recommended next

steps in reaching the outcome identified by the referring VRC. A unit of service is

defined as the maximum number of hours authorized by the VRC. In the case of drop-

outs, billing should be prorated at the hourly rate and with submission of appropriate

documentation and information regarding last contact with participant to VRC.

Staffing: Coaching Support service providers must have:

 a high school diploma or equivalent; and,

 a minimum of two years of experience in providing employment-related services

to persons who have disabling conditions.

Payment Rate and Authorization: Payment for this service is per hour with VRC

determining the number of hours appropriate for the desired outcome at a rate of:

 Regions 1, 2 & 3 - $60.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of initial report - standard

40 calendar days; and,

 90% of reports will be rated superior/satisfactory.

COACHING AND COMMUNICATION SUPPORTS FOR POST-SECONDARY

EDUCATION AND EMPLOYMENT (Case Service Code 792X): Coaching and

Communication Supports is an adjunct service for individuals whose functional impact

of disability requires assistance with communication, including, but not limited to

individuals on the Autism Spectrum. This service includes weekly, and as needed

individualized supports in the form of a Communication Support Specialist for

participants in postsecondary education or engaged in competitive employment.

Coaching and Communication Supports may also assist students for whom post-

secondary education has been interrupted, intermittent or previously non-existent as a

result of limitations imposed by their disability. The goal is for independent

communication skills to be actively learned from the Communication Support Specialist

so that competence can be achieved for gaining and sustaining meaningful

employment outcomes. The Communication Support Specialist will support individuals

with:

● Global Supports:

o Social Communication - Development of spontaneous, functional

communication, emotional expression and establish safe and meaningful

relationships with peers and mentors; Inform person of rights and

empower self-advocacy; Techniques to compensate for inflexible thinking,

slower working memory, and impulse control.

o Emotional Regulation - Development of the ability to maintain a well-

regulated emotional state to cope with school and job stress, and to be

most available for learning and interacting in class or the workplace.

o Communication Advocacy - Ongoing communication with ACCES-VR

counselor regarding progress toward IPE goals: assessing and articulating

to directly liaise on behalf of the individual’s communication needs;

Outlining the reasonable accommodations required for a communications

disorder; Disclosing a disability at work and school.

● Communication Support at Post-Secondary Site:

o Support person-centered coping strategies, problem solving skills, stress

management, and individual social awareness and recognition for steps

toward action.

o Coordinating pre-semester campus orientations, registration, residential

setting facilitation, etc.

o Understanding hidden curriculum and agendas, instructor temperaments,

department hierarchies and organizational structure.

● Communication Support at Employment Site:

o Support person-centered coping strategies, problem solving skills, stress

management, and individual social awareness and recognition for steps

toward action.

o Coordinating pre-job site orientation, a review of human resources and

associated forms, lunch and break time options, etc.

o Understanding implicit versus explicit rules of the workplace; Support

perspective-taking when speaking with colleagues and customers, use of

small-talk and conventional gestures, taking turns in a conversation, and

monitoring language during times of stress.

Deliverables and Payment Process: This service is funded on an hourly basis, with

the VRC determining the number of hours appropriate for the desired intervention.

ACCES-VR will pay for vouchered services rendered upon receipt of a weekly

timesheet and weekly progress/activity report outlining the services delivered,

participant progress to date, and recommended next steps in reaching the outcome

identified by the referring VRC. A unit of service is defined as the maximum number of

hours authorized by the VRC. In the case of drop-outs, billing should be prorated at the

hourly rate with submission of appropriate documentation and information regarding

last contact with participant to the assigned VRC.

Staffing: Communication and Coaching Support staff must have:

 Master’s Degree in School Psychology, Speech and Language Pathology,

Special Education, behavioral analysis or other related discipline, and training in

Social Pragmatic Language Disorders.

 Bachelor of Arts/Sciences Degree or higher with a minimum of 2 year’s work

experience providing direct services to individuals on the Autism Spectrum or

other disabilities that affect an individual’s ability to communicate and exercise

executive function.

Payment Rate and Authorization: Payment for this service is per hour with VRC

determining number of hours appropriate for the desired outcome, not to exceed at a

rate of:

 Statewide - $80.00

Established Performance Indicators:

• Amount of time from authorization start date to receipt of report – standard 45

calendar days; and,

• 90% of reports will be rated superior/satisfactory.

MOBILITY TRAINING

NOTE: This service is not intended to address the specialized needs of

individuals who are legally blind (who would receive this service via New York

State Commission for the Blind (NYCB) enrollment), although the target group

may include ACCES-VR participants with low vision disabilities.

Definition:

This service is instruction in skills which will assist the participant to travel safely and

successfully negotiate environments in educational/training activities, and/or to obtain

and maintain employment.

Services:

Vendor provides one-to-one mobility services with referred ACCES-VR participants to

enable them to travel independently with competence and confidence. This service is

not available to participants receiving Coaching Supports (959X) or Supported

Employment services.

MOBILITY SERVICES (Case Service Code Plus Suffix “M”): Working with

participant and referral information from the VRC, the vendor identifies the locations

and modes of transportation necessary for the participant to be able to access services

or employment necessary to achieve IPE goals. Individualized instruction is provided

so that the participant is able to independently reach the identified destinations.

Deliverables and Payment Process: The standard authorization for this service is up

to 10 hours, with the potential, with ACCES-VR approval, for additional hours

depending on level of participant need. At conclusion of services, vendor submits a

“Travel Competency” which verifies that the participant has achieved independent

travel between identified target areas. A unit of service is defined as up to 10 hours. In

the case of drop-outs, billing should be prorated at the hourly rate and with submission

of appropriate documentation and information regarding last contact with participant to

VRC.

Staffing: Providers of this service must have at least:

 a high school diploma or equivalent;

 a work history including service provision to individuals with disabilities; and

 supervision by an individual with at least a minimum of two years’ experience in

providing mobility services to persons who have disabling conditions.

Payment Rate and Authorization: Payment for this service is per hour with a

standard authorization of up to 10 hours at the rate of:

 Region 1, 2 & 3 - $25.00

Established Performance Indicators:

 amount of time from authorization start date to receipt of report – standard 30

days; and

 90% of reports received will be rated superior/satisfactory.

TRANSPORTATION

NOTE: This item does not include those services under the definitions contained

within the Commissioners’ Regulations, Part 247.7 b., relative to “special”

transportation for non-ambulatory individuals. Neither does it apply to those

individuals receiving transportation from licensed limousine, car service or taxi

vendors who are duly licensed by local government agencies.

Definition:

Transportation services included in this section are those round-trip rides provided or

coordinated by the vendor for ACCES-VR participants who are engaged in the

ACCES-VR services of assessment, training or placement.

Services:

Transportation services are intended to bring the participant to and from the site of one

of the identified ACCES-VR services, on a one round-trip maximum basis, usually to

the participant’s residence. If two distinct core services are being delivered sequentially

at different locations, participants may be transported to both services.

TRANSPORTATION 1 (Case Service Code Plus Suffix “V”): In this service,

agencies provide the participant with upfront payment for ACCES-VR-approved

transportation costs, usually for metro/bus passes, to facilitate participant ability to

participate in identified services.

Deliverables and Payment Process: For those participants meeting the requirements

for transportation support, ACCES-VR authorizes a set amount to a facility for payment

of participant transportation costs as agreed to in IPE. The provider bills ACCES-VR on

a monthly basis for actual costs, as documented in facility records, usually authorized

based on one round trip per day for the expected duration of participation in the

identified service. Participant must sign for reimbursement. Documentation for audit

purposes will be retained by agency. A unit of service is defined as up to the maximum

set amount agreed to in the IPE. Drop-out and no-show rates do not apply to this

service.

Payment Rate and Authorization: Payment for this service is the actual cost in

Regions 1, 2 and 3.

TRANSPORTATION 2 (Case Service Code Plus Suffix “T”): For those participants

meeting the requirements for transportation support, the vendor provides round-trip

rides to facilitate participant ability to participate in identified services.

Deliverables and Payment Process: For those participants meeting the requirements

for transportation support, ACCES-VR authorizes a specific amount per round trip for

payment of participant transportation as agreed to in IPE. The provider bills ACCES-

VR on a monthly basis for actual number of trips, as documented in the monthly 370

Report, usually authorized based on one round trip per day for the expected duration of

participation in the identified service. A unit of service is defined as one round trip.

Drop-out and no-show rates are not applicable to this service.

Staffing: Transportation providers must hold appropriate licensure for type of vehicle

utilized and must pass any routine background checks within the vendor’s operations.

Payment Rate and Authorization: Payment for this service is a flat rate of $45.00

round trip for Regions 1, 2 and 3.

Established Performance Indicators:

 transportation was provided as authorized;

 all individuals and vehicle providing transportation to ACCES-VR participants will

meet all DMV requirements;

 individuals transporting ACCES-VR participants will maintain a current defensive

driving certificate; and,

 ACCES-VR participants are safely transported to and from their destination.