Enclaves and Work Crews (October 12, 1998)

Supported Employment Guidelines, Services and Fees October 1, 1998

The following guidelines pertain to purchase of supported employment services for eligible consumers with the most severe disabilities. All supported employment service providers must be approved as vendors by the DVR Supported Employment Branch. An application process is required to become a vendor. The services for each consumer must be authorized by the DVR counselor.

Payment documents should be processed promptly by the DVR office upon attainment of appropriate outcomes, pending receipt of necessary documentation of service provision/individual progress from the supported employment service provider.

 

($30.00/hour up to $750.00)

Becoming well-prepared to represent customers who need supported employment to prospective employers is an important activity before the initiation of job development efforts. It is vital for the supported employment specialist to know the person and to gather all relevant information possible on the needs, skills, preferences, and experiences of the people who are to be employed. This information serves as the basis for successful job matches.

Person-centered job selection provides:

An hourly fee may be paid for time invested by the Supported Employment Specialist in doing this sort of preparation for job development. There is no automatic fee of $750.00 . Amounts will vary based on the time required in each circumstance. In most cases, at least a few hours in this service category should be authorized so that the supported employment service provider may spend time to become acquainted with the supported employment candidate. This may include:

In order to be eligible for payment of the hourly fee, the agency must have a DVR Supported Employment vendorship. Also supported employment staff must attend the following training offered by the Human Development Institute/Supported Employment training project: 1--A Person-Centered Approach to Job Selection (or the former Vocational Profile training), and 2--Job Development. These trainings are offered periodically. Staff may proceed with provision of supported employment services if working under the supervision of staff who have had the training and if they are registered to attend future trainings, or are on a waiting list for the trainings.

Each hour of service must be documented/described and submitted monthly with progress reports during the process. Once recommendations have been finalized, a report and final bill should be submitted for payment. Reimbursement will be based on the number of hours which have been used for that particular individual.

 

($30.00/hour up to $900)

Because of the need for extremely individualized planning and delivery of job development services, the supported employment provider should provide for each individual all services necessary to secure the best job. Accordingly, DVR has established an hourly fee for specialized job development services. There is no automatic fee of $900.00. Amounts will vary based on the number of hours needed for each individual.

Job development services may focus on interviewing skills/interview support, particular work environments, job types and settings, learning styles, transportation needs, hours required, potential for natural supports, job carving, job creation, needs for accommodations and assistive technology, and/or many other services based on the individual.

Each person's need for job development services will vary and supported employment agencies should not budget their programs to receive the "maximum amount" allowed for each supported employment customer. An authorization may be issued for individually-designed job development services at an appropriate number of hours suitable for that person when the supported employment providers describe and outline these services (generally submitted as part of the Person-Centered Job Selection Report).

Hourly intervention documentation and Progress Reports will be required for this service and must be submitted to the DVR counselor in order for services to be paid.

 

(Outcome fee = $3,000)

Once the individual has obtained employment, the outcome-fee may be authorized to the supported employment provider so that individualized supported employment services can be provided to assist the supported employee in achieving job success.

The list of possible supported employment services covered under the outcome fee is extensive. These services can occur both on and off the job site. Services are not limited to skills training by a job coach only, but should be individually-tailored based on the needs of the particular person.

The supported employment provider must give feedback to the DVR counselor as needed, furnish written progress reports on a monthly basis and a final report when the service is completed. Successful completion of the service means that the individual has been employed at least 60 calendar days in a job or jobs consistent with the Work Plan, is satisfied with the job, has a satisfactory number of hours of work scheduled each week, and has the extended services support in place to continue on after DVR closes the case file. The fee will be paid to the supported employment provider if the above criteria is met. DVR case closure could then occur after another 30 days of successful employment, for a total of at least 90 days in "employment status" before case closure.

Before closing the case file, the DVR counselor should talk with the individual, the supported employment specialist, and possibly with the employer and other "stakeholders" such as family members, etc. The counselor should be assured that the customer is functioning well at the job not only in terms of general satisfaction, number of hours worked, performance of job duties and other basics, but also in his/her comfort level on the job, in interacting with coworkers and supervisors, and in other "less visible" but essential, aspects of the job which, if unattended, could jeopardize the worker's future.

The time after DVR stops paying for services is not always trouble-free. The supported employment agency is responsible for provision of all ongoing support services during this period which are necessary to help the individual remain employed. The supported employment agency will use funds other than DVR dollars to cover the cost of these services. Only in specialized circumstances will additional services be authorized by DVR.

An additional hourly fee has been established for provision of services by a supported employment specialist, who may provide extra necessary support services beyond the outcome fee for up to 18 months (unless otherwise specified in the Work Plan) by special approval from the Supported Employment Branch.

Stabilization is not easily defined and is often a "judgment call" based on considering such factors as the individual's satisfaction with his/her job, level of interaction with his/her coworkers and supervisors, etc., and level of services needed and/or anticipated. Also, the individual may need time to substantially meet the goal for hours of employment established in the Work Plan. The extended services may not be in place and DVR services are needed for a specific time to preclude any interruption of services. All issues which are deemed to be "exceptions to the rule" will be taken into consideration and decisions made on an individual basis.

DVR case closure can occur after a minimum of 30 days has elapsed beyond DVR payment of services. Extended services must be in place so that interruption of services does not jeopardize the customer's employment.

Transition Services is a set of activities for a student, designed within an outcome-oriented process, which promotes movement from school to post-school activities included supported employment. According to IDEA (Individuals with Disabilities Act) each IEP (Individual Education Plan) must include a statement of needed transitions services for students no later than age 16. The ARC (Admissions and Release Committee) annually reviews and revises the need for transitions services. Often the ARC (which may include the DVR counselor) may determine that a student will require supported employment services even though he has successfully completed a community-based program.

If a student is participating in his last semester of community-based training, the ARC, or other decision makers, may agree to involve a supported employment provider prior to graduation. In this situation, the DVR counselor may elect to begin purchasing services prior to graduation at an hourly fee of $30.00 from the supported employment provider. It is important to involve all parties in this decision in order to insure a seamless transition from high school to work.

If a student who is eligible for supported employment successfully exits from a community-based school program in a job but still needs support services to become stable on that job, DVR may provide the service through the hourly fee of $30.00 to a supported employment vendor. (Use 3-5-H expenditure category code and authorize at $30.00/hour.) This service should be used when a comprehensive effort is not required. While there is no set limit for how many hours can be provided, you should contact the Supported Employment Branch before exceeding the amount authorized for supported employment outcome fee.

Each individual situation will require varying numbers of hours of services. The counselor and supported employment provider should discuss this to determine the number of hours to authorize. Progress reports and hourly intervention documentation should be submitted to DVR by the supported employment program in order for services to be paid.

When the student exits the school program, is not employed, is eligible for and needs supported employment, the full array of supported employment services purchased from a supported employment provider should be considered.

Hours should be rounded to the nearest half-hour.

At least monthly reports are required. In the case of hourly fees, documentation of each hour of service must be submitted.

Maintenance, Transportation, Medical Services, Assistive Technology, etc., which are not supplied by supported employment agency may be provided based on individual need/eligibility and according to DVR established fees.

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DATE: October 12, 1998

SUBJECT: Enclaves and Work Crews

This memorandum is to clarify the definition of enclaves/work crews as I have received many inquiries about this subject. The Federal Regulations (February 11, 1997) stated that work in an enclave or work crew can still be considered as a successful employment outcome; but such an outcome is no longer considered Supported Employment by definition. Following is guidance related to the purchase of services leading to such an outcome:

ENCLAVES/WORK CREWS                        3 - 6 - H                        $1,600 outcome fee

Definition:

Enclaves and work crews are groups of individuals with disabilities, usually 3 to 8 in number, who work in special training groups within a regular, community-based industry. Employees of enclaves and work crews generally earn less than minimum wage; are considered employees of the community rehabilitation program rather than of the industry where they work; and are paid in accordance with the Fair Labor Standards Act based on productivity. The enclave/work crew supervisor is employed by the Community Rehabilitation Program.

Description:

Based on the individual’s choice to receive services and employment in an enclave or work crew, this service outcome may be authorized to a community rehabilitation program based on the outcome fee of $1,600. All consideration must be given during the rehabilitation process to change the goal to supported employment or competitive employment in an individual job when appropriate and as requested by the individual.

Services will be authorized on an EP-8 at the outcome fee of $1,600 (Budget Unit Number 5719). Job development services may not be authorized for work crews and enclaves since contracts for these job settings are generally negotiated by the community rehabilitation program for groups of individuals. The outcome fee may be paid to the community rehabilitation program after the person has been successfully employed for a minimum of ninety (90) days. Enclaves and Work Crews’ outcomes should be classified as Extended Employment rather than Supported Employment.

Hourly intervention documentation and progress reports are required for all work crew and enclave services to be paid. These must accompany the EP-8 when the Vocational Rehabilitation Counselor receives the bill.

Department of Vocational Rehabilitation case closure for persons in work crews and enclaves can occur following a minimum of ninety (90) days on the job. As always, stabilization on the job, job satisfaction, and other factors should be considered prior to case closure.

I hope that this information is helpful to you and answers any questions you may have. If you have questions or concerns, do not hesitate to call. Thank you.