Commissioner Memos

Counselor Nomination for Statewide Council for Vocational Rehabilitation (March 1, 2002)

Health insurance corrections/Financial Disclosure Reminder (February 1, 2002)

Admission to the Certificate of Management Fundamentals Program (January 30, 2002)

Interpretation of "Impairment" under the Americans with Disabilities Act (January 23, 2002) Toyota Motor Manufacturing , Kentucky Inc. vs Ella Williams, Supreme Court of the United States (January 22, 2002)

Governor's Advisory Council Information (January 15, 2002)

Personal Career Development Plan (January 7, 2002)

The Medicine Program Brochure and Application (January 3, 2002)

Deferred Compensation Plans Employees of the Commonwealth of Kentucky (January 3, 2002)

D.4 Category of CRC (December 18, 2001)

Travel Voucher Reimbursement (December 18, 2001)

Drivers Evaluation and Training (November 15, 2001)

2001 Financial Aid Workshops(October 22, 2001)

Update on the Status of CMS and Document on Notable Changes to CMS Screens (OCTOBER 16, 2001)
ADDITION OF TWO NEW EXPENDITURE CODES AND NOTABLE CHANGES TO NEW CMS SCREENS (PDF)

Overtime, Sam Serraglio (Aug 14, 2001)

Interim Review, Sam Serraglio (May 22, 2001)

Equipment Transfer (February 12, 2001)

DATE:                         August 28, 2003

SUBJECT:                  Close Out of 2003 Federal Fiscal Year

Listed below are the deadlines for the “close out” of the current Federal Fiscal Year and information pertaining to authorization of services after September 30, 2003. With everyone’s cooperation, the close out should go smoothly.

·         Casework actions that create a change in consumer status in the 2002-2003 Fiscal Year can be entered through September 29, 2002. Some examples of such casework actions are new referrals/applicants, eligibility determination, plan development, and closures. (EXCEPTION: Casework actions resulting in a positive employment outcome for the 2002-2003 Fiscal Year may be entered until 4 p.m. EDT (Frankfort time) on September 30, 2003.)

·         All authorizations in “Hold,” “Receive” or “Error” status must be canceled or sent to Frankfort for payment before Tuesday, October 07, 2002. Of utmost importance is the timely cancellation of authorizations for services that will not be rendered this fiscal year. Please run authorization "Hold,“ "Received,” and “Error” reports on each caseload to identify outstanding authorizations.

·         All refunds in your possession must be processed and mailed to Frankfort before October 03, 2003.

On October 01, 2003, the fiscal year located in the upper-left portion of the authorization screen will change to 2004. As mentioned above, authorizations for fiscal year 2003 can be processed for payment through October 6, 2003. Therefore, if entry of a 2003 authorization is required, the fiscal year on the Authorization Screen must be highlighted and changed to 2003. Any 2003 bills that need to be paid after the financial close out must be entered as old year authorizations in the new 2004 fiscal year.

Fiscal year 2004 authorizations can be entered effective October 1, 2003, however they should not be transmitted to Frankfort until October 8, 2003.

As always, thank you for your hard work, dedication, and fantastic results! The numbers of referrals, applicants, accepted consumers, and positive employment outcomes this year look great! Your efforts are noticed and appreciated. Call if you have questions or need assistance in closing out.

August 21, 2003

MEMORANDUM PERSONNEL MEMO 03 - 11

SUBJECT: Notice of Wet/Dry Election- Daviess Co

The Office of the Secretary of State has advised us that there will be a special election on September 30, 2003 in Daviess County, South Seven Hills Precinct #H108.

In accordance with Ky. Const. Section 148, KRS 118.035 and the voting leave
regulations, 101 KAR 2:102, Section 7 and 101 KAR 3:015, Section 7, all employees
who are entitled to vote, otherwise scheduled to work during the hours that the polls
are open, and request leave in advance shall be granted four (4) hours of leave to do
so. Employees voting absentee may be granted this leave, if an advance request is
made on the day they appear before the clerk to apply for the absentee ballot.

KRS 118.035 states that any qualified voter who exercises his right to voting leave
but fails to vote under circumstances that did not prevent him from voting may be
subject to disciplinary action. Any employee selected to serve as an Election Officer is
entitled to leave with pay to attend training and for service as an Election officer,
provided that such leave is requested in advance. KRS 118.035(4). If you have any questions, please direct them to Daniel F. Egbers, General Counsel for the Cabinet at
(502) 564-4460.

Policy No. CIO-072

Distributed 8/15/03

August 14, 2003

MEMORANDUM

To:                   All Personnel

Cabinet for Workforce Development

From:              W. H. Lile, Secretary

Cabinet for Workforce Development

Subject:                       Official Policy No. CIO-072

User ID and Password Policy

Please find attached official Policy number CIO-072, User ID and Password Policy. This policy is effective immediately. Please read it carefully and keep one copy handy for referral. You are asked to sign page six (6) of the Policy acknowledging receipt and to return the signed page to your personnel administrator by close of business Friday. August 22, 2003.

This policy supports the State-wide Enterprise Architecture for Technology and serves as a tool to assist in providing the highest security level possible for all government agencies. Your assistance in adhering to the guidelines as outlined will be most appreciated. Violation of the Policy may lead to disciplinary action up to, and including dismissal or prosecution.

Administrators and supervisors are asked to discuss this policy with their staff and to insure that signed acknowledgment statements are retained in the appropriate personnel files. If you have questions or need additional clarification, please contact Stuart Johnston, Cabinet Chief Information Officer, Office of Technology Services.

WL/

Attachment

    Office of the Chief Information Officer

ENTERPRISE POLICY/PROCEDURE

Policy Number: CIO-072                                                                       Effective Date: 06/01/02

Revision Date: 08/25/02

Subject: UserlD and Password Policy

Policy: This policy supports the Enterprise Architecture for end-user security and represents a

set of standards to be followed by all employees for UserlD and password usage Often

UserlDs and passwords are the first and only line of defense protecting Commonwealth

resources. Effective UserlDs and passwords will improve the likelihood that the identification

of the user is correct and that a user's access is controlled effectively. Both are important

deterrents to intrusion.

All users must have their identity verified with a UserlD and password (or by other means

which provide equal or greater security) prior to being permitted to use hardware/software

connected to the Kentucky Information Highway (KIH).

Responsibility for Compliance

Each agency is responsible for assuring that employees within their organizational authority

have been made aware of the provisions of this policy, that compliance by the employee is

eS)ected' and that lntentional' inappropriate use may result in disciplinary action pursuant to

KRS 18A up to and including dismissal.

It is also each Executive Cabinet's responsibility to enforce and manage this policy Failure to

comply may result in additional shared service charges to the agency for GOT's efforts to

remedy intrusion activities resulting from inappropriate UserlD/password usage.

Policy/Procedure Maintenance: This Enterprise Policy has been approved by the Enterprise

Architecture and Standards Committee and constitutes an element of the Security Domain in

the Enterprise Architecture. The Governor's Office for Technology, Office of Infrastructure

Services has the responsibility for the maintenance of this policy. This policy is to be adhered

to by all agencies and employees within the Executive Branch of state government However

agencies may choose to add to this policy, in order to enforce more restrictive standards as '

appropriate.

Therefore, employees are to refer to their agency's internal policy, which may have additional

information or clarification of this enterprise policy.

i

Policy Number: CIO-072

Subject: UserlD/Password Policy

Procedure:

UserlD Usage

individual Ownership

UserlDs must be individually owned in order to maintain accountability. Each UserlD must be

used by only a single individual who is responsible for every action initiated by that account.

There must not be any re-use of the UserlD. Where supported, the system must display the

last use of the individual's account so that unauthorized use may be detected.

Logging of Administrator Activity

All UserlD creation, deletion, and change activity performed by system administrators and

others with privileged UserlDs must be securely logged and reviewed.

Concurrent Connections

For those systems that enforce a number of concurrent connections for an individual UserlD,

the number of concurrent connections must be set to one. This prevents multiple people from

sharing a UserlD.

Outside UserlDs

UserlDs established for a non-employee/non-contractor must have a specified expiration date

unless approved by the agency security office. If an expiration date is not provided, a default

of 30 days must be used.

Password Usage

Passwords must be:

• Kept confidential;

• Changed at least every 31 days unless otherwise approved (non-expiring passwords

must be approved on an exception basis);

• Changed whenever there is a chance that the password or the system could be

compromised;

• Encrypted when held in storage or when transmitted across the network when the path

is connected to an external network; and

• Mixed-case alphabetic or include non-alphabetic characters.

Passwords must not be:

• Reused;

• Shared with other users;

2

(———————————^    ——————————————     -     ————————————————^   -———————————^ ^——————————————-^

Policy Number: CIO-072

Subject: UserlD/Password Policy

• Repeated sequences of letters or numbers;

• A word contained in English or foreign language dictionaries;

• Kept on paper unless it is securely stored;

• Included in a macro or function key to automate the log-in;

• Stored in any file, program, command list, procedure, macro, or script where it is

susceptible to disclosure or use by anyone other than the owner;

• Names of person, places, or things that are easily identified with the user;

• The same as the UserlD;

• Vendor default passwords (default passwords must be changed immediately upon use);

• Visible on a screen, hardcopy, or any other output device;

• Hard coded into software developed (unless permission is obtained by the agency's

security office);

• Stored in dial up communications programs or internet browsers at any time;

• Recorded in system logs unless the password is encrypted in the log

Password Composition

Password length must be eight (8) or more characters. Passwords must use a combination of

letters (UPPER/lower case) and numbers; the use of at least one special character is

recommended. For those UserlDs that have privilege access, password length must be 11

where permissible. In those instances where a password length of 11 is not permissible, the

maximum length allowed must be used. Since password change is required on a monthly

basis, the number used in the password creation should not be the numeric value of the

month (e.g. December =12).

Password History

Individuals must not reuse previously used passwords. To prevent this, a password history of

12 or more previous passwords must be kept.

Password Change

Passwords must be changed by the user at least every 31 days. If inadvertent disclosure is

known or suspected, the passwords must be changed immediately. NOTE: In the event

misuse is suspected, do NOT change the password; IMMEDIATELY notify the

System/Network Administrator and/or the agency's security office. A security incident report

must be completed. Subsequent password change shall be made by the System/Network

Administrator's and/or agency's security office direction only.

Non-Expiring Passwords

All requests for non-expiring passwords for GOT managed servers must be submitted to GOT,

Division of Security Services. All requests for other non-expiring passwords must be

3

[   ————————————————————^       —————————————-            ———————————      ^———————————.

Policy Number: CIO-072

Subject: UserlD/Password Policy

submitted to the agency security officer. The request must include the platform on which the

UserlD and password are used; sensitivity of the data accessed by the UserlD; the function

the UserlD is performing that justifies having a non-expiring password; and additional security

safeguards used to secure the use of the UserlD and password (i.e., encryption, UserlD not

used for log-in). Included in the request should be a migration plan for moving toward

compliance.

Exceptions will be approved by the Division of Security Services on a case-by-case basis.

Examples of exceptions considered for approval are:

• System Process UserlDs

• Application UserlDs used to connect to the database

The makeup of a non-expiring password is very important, as the strength of the password will

determine how easily it can be broken. Every effort must be taken to ensure that the non-

expiring password complies with the strictest interpretation of the GOT password composition

rules.

Assignment of Passwords

The initial passwords issued by an administrator must be valid only for the user's first on-line

session. At that time, the user must be forced to choose another password before any other

work can be done. The initial password must comply with password composition rules.

Minimum Password Age

Where supported, the minimum password age must be set to one day. This will help prevent

users from "cycling" through passwords, thus bypassing the password history list. However, if

inadvertent disclosure is known or suspected, the password must be changed immediately. In

such instances, notify the systems administrator immediately.

Storage of Administrative Passwords

Administrative passwords with special access must be stored off-site at the agency-approved

disaster recovery location. A procedure must be established to ensure that the passwords

are kept current.

Protection of Password Generation Algorithms

If passwords or PINS are generated by a computer system, all software and files containing

formulas, algorithms, and other specifics of the process must be controlled with the most

stringent security measures supported by the involved computer system.

Personal Identification Numbers (PINs)

All PIN'S must be created with a similar construction as passwords in that they must not be

numbers that are easily identifiable with the user. Password composition rules may not apply

to PINs; however, other applicable password rules apply. Since a PIN may be used for

individual authentication and have legal standing as an electronic signature under current state

law, agencies should consult KRS 369 or contact GOT for assistance.

4

Policy Number: CIO-072

Subject: UserlD/Password Policy

Cookies for Automatic Log-in

Users must refuse all offers by software to place a cookie on their computers so that they can

automatically log-in the next time that they visit a particular Internet site.

Password and UserlD Lockout

To prevent individuals from attempting to log-in with UserlDs by guessing passwords,

accounts will be locked after three (3) consecutive invalid log-in attempts. Password resets

must follow the policy stated herein for password length/composition.

5

Policy Number: CIO-060 Effective Date: 05/15/96

Revision Date: 8/22/2002

Subject: Internet and Electronic Mail Acceptable Use Policy

Policy Maintenance: This Enterprise Policy has been approved by the Enterprise
Architecture and Standards Committee. The Governor's Office for Technology (GOT),
Office of Infrastructure Services and Office of Policy and Customer Relations share the
responsibility for the maintenance of this policy. This policy is to be adhered to by all
agencies and employees within the Executive Branch of state government. However,
agencies may choose to add to this policy, in order to enforce more restrictive
policies as appropriate. Therefore, employees are to refer to their agency’s internal
policy, which may have additional information or clarification of this enterprise policy.

Responsibility for Compliance

Each agency is responsible for assuring that employees within their organizational
authority have been made aware of the provisions of this policy, that compliance by
the employee is expected, and that intentional, inappropriate use of Internet and
E-mail resources may result in disciplinary action pursuant to KRS 18A up to and
including dismissal.

It is also each Executive Cabinet’s responsibility to enforce and manage this policy.
Failure to comply may result in additional shared service charges to the agency for
GOT’s efforts to remedy inappropriate usage.

Policy:

The Governor's Office for Technology (GOT) furnishes the communications backbone
for users of the Kentucky Information Highway (KIH). The KIH is an enterprise-shared resource and acceptable practices and common guidelines must govern its use. This Acceptable Use Policy
represents a set of guidelines to be followed when using the KIH or any other
network that is used as a result of its KIH connection, including Internet and E-mail.

In compliance with the laws of the Commonwealth and the guidelines provided herein,
employees of the Commonwealth of Kentucky are encouraged to use the Internet and
E-mail to their fullest potential to further the State’s mission, to provide service of the
highest quality to its citizens, to discover new ways to use resources to enhance
service, and to promote staff development. State employees should use the Internet
and E-mail, when appropriate, to accomplish job responsibilities more effectively and
to enrich their performance skills. The Internet and E-mail afford unprecedented
opportunities for conducting research and disseminating (publishing) job-related
information.

The acceptable use of Internet and E-mail represents the proper management of a
state business resource. The ability to connect with a specific Internet site does not in
itself imply that an employee is permitted to visit that site. Supervisors should work
with employees to determine the appropriateness of using the Internet and E-mail for
professional activities and career development during working hours, while ensuring
that employees do not violate the general provisions which prohibit using the Internet
and E-mail for personal gain.

Supervisors are encouraged to identify Internet and E-mail training needs and
resources, to encourage use of the Internet and E-mail to improve job performance,
to support staff attendance at training sessions, and to permit use of official time for
maintaining skills, as appropriate.

This policy applies when the Commonwealth’s Internet and E-mail resources are being
used by employees, regardless of the time of day, location or method of access.
Monitoring tools are in place to monitor employees’ use of electronic mail and the
Internet. Employees shall have no expectation of privacy associated with E-mail
transmissions and the information they publish/store on the Internet using the
Commonwealth’s resources.

Excessive personal use of the Commonwealth’s E-mail or Internet resource shall
lead to loss of the privilege to use them.

Employee Responsibilities:

State employees have an obligation to use their access to the Internet and E-mail
in a responsible and informed way, conforming to network etiquette, customs,
courtesies, and any or all applicable laws or regulation.

As with other forms of publications, copyright restrictions/regulations
shall be observed.

Employees shall be aware that their conduct or information they publish could
reflect on the reputation of the Commonwealth. Therefore, professionalism in all
communications is of the utmost importance.

Employees shall represent themselves, their agency or any other state agency
accurately and honestly through electronic information or service content.

Agency Responsibilities:

§ E-Mail should be used for “appropriate business use" only. This policy
recognizes the specific definition of appropriate business use may differ among
agencies based on their mission and functions. Therefore, each agency should
define appropriate business use and make certain employees are informed.
Agencies who choose to use E-mail to transmit highly sensitive or confidential
information should be aware of the potential risks of sending unsecured
transmissions. E-mails of this nature should, at a minimum, contain a confidentiality statement.

Agencies are responsible for the content of their published information and for
the actions of their employees. The Enterprise IT policy on
Electronic Mail as Public Record <http://www.gotsource.net/dscgi/ds.py/Get/File-8820/Status_of_Electronic_
Mail_as_a_Public_Record.doc> should be observed.

Any commercial use of Internet connections by agencies must be approved by GOT to make certain it does not violate the terms of GOT's agreement with the Commonwealth’s Internet provider. No reselling of access is allowed.

Agencies shall not accept commercial banner ads nor vendor-hosted website advertising for which the agency receives compensation. As a general practice, state agencies should avoid endorsing or promoting a specific product or company from agency websites, however the placement of acknowledgements, accessibility and certification logos is acceptable.

Unacceptable Uses:

Since the Internet constitutes an uncensored worldwide network of networks, and E-mail provides for peer-to-peer communications between participants, they also have great potential for misuse.

Use of Commonwealth of Kentucky Internet and E-mail resources is a privilege that may be revoked at any time for inappropriate conduct. Any abuse of acceptable use policies may result in revocation of access, notification of agency management, and disciplinary action up to and including dismissal. Examples of inappropriate conduct include, but are not limited to:

Using the Internet and E-mail for personal gain or personal business activities in a commercial connotation such as buying or selling of commodities or services with a profit motive.

Engaging in illegal activities or using the Internet for any illegal purposes, including initiating or receiving communications that violate any laws and regulations, including KRS 434.840-434.860 (Unlawful Access to a Computer) and KRS 512.020 (Criminal Damage to Property Law). This includes malicious use, spreading of viruses, and hacking. Hacking means gaining or attempting to gain the unauthorized access to any computers, computer networks, databases, data or electronically stored information.

Transmitting statements, language, images or other materials that are reasonably likely to be perceived as offensive or disparaging of others based on race, national origin, sex, sexual orientation, age, disability, religious or political beliefs.

Using abusive or objectionable language in either public or private messages.

Knowingly visiting pornographic or illegal sites, disseminating, soliciting or storing sexually oriented messages or images.

Misrepresenting, obscuring, suppressing, or replacing a user’s identity on the Internet or E-mail. This includes the use of false or misleading subject headers and presentation of information in the distribution of E-mail.

· Sending or forwarding chain letters.

· Developing or maintaining a personal web page on or from a Commonwealth device.

· Distributing or forwarding unsolicited commercial E-mail.

Soliciting money for religious or political causes, or advocating religious or political opinions.

Using official dissemination tools to distribute personal information to include any information that constitutes an unwarranted invasion of personal privacy as defined in the Kentucky Open Records Act, KRS 61.870.

Copying, disseminating or printing copyrighted materials (including articles, images, games, or other software) in violation of copyright laws.

Other non-business related activities that will cause congestion, disruption of networks or systems including, but not limited to, Internet games, online gaming, unnecessary Listserve subscriptions and E-mail attachments, and chat rooms, such as Internet Relay Chat (IRC), I SeeK You (ICQ), AOL Instant Messenger and similar computer conferencing chat rooms on the Internet.

http://www.gotsource.net/dscgi/ds.py/Get/File-5282/CIO_email_internet_policy_82502.doc>

DATE: August 6, 2003

SUBJECT: Certified Public Manager Program

In an earlier correspondence to you, we placed a moratorium on Department of Vocational Rehabilitation employees entering the Certificate of Management Fundamentals (CMF) Program. This moratorium also extended to those who had completed the CMF Program and wished to go into the Kentucky Certified Public Manager (CPM) Program. The reasons for this suspension were due to both budgetary constraints and a need to reevaluate approval for admission to these programs.

A team, chaired by Debbie Klapheke, was formed to review the present process and the granting of the Educational Achievement Award with the end result being recommendations made to the Senior Leadership Team. Debbie and her team have been working toward this end and have submitted a draft proposal that will be discussed at our next Leadership
meeting.

Until Debbie, her team, and the Senior Leadership Team have completed their work, there is still a moratorium on those employees requesting to enter the CMF Program. However, approval will be granted for those individuals who have completed CMF and wish to enter the second phase, the CPM Program. Our reasoning behind this decision is that this is a two-phased program and it is only fair to allow those who have started to finish. But more importantly, Leadership Succession is a major issue facing this Department. The CMF/CPM Programs are one method of training tomorrow’s leaders. If you are one of the employees who have completed CMF and wish to continue with CPM, there is an application for admission form that must be signed by your immediate supervisor before being sent to Central Office for final approval.

Thank you to all of our staff for the work that you do every day in service to individuals with disabilities. And thank you to those
interested in these programs. We support and commend all staff that desire to enhance their skills and abilities to achieve the
goals of this Department.

DATE:             July 28, 2003

RE:                   HIPAA/Witness Signatures

This past month a revised copy of the DVR-15a (Request For Release of Information)
was distributed for use. Although the form is HIPAA compliant, it appears that several
health care providers are taking additional precautions and asking for a witness
signature before any medical information is released. In order to meet the needs of
these providers and avoid undue delays in obtaining required medical information we
have amended the DVR-15a to include a witness signature line. Please note that it is
not mandatory to complete this line for all release of information requests. Use it
only when appropriate and required.

Thank you for your attention to this matter and as always, please contact us if you
have questions or concerns.

DATE:                         July 22, 2003

SUBJECT:                   Overtime

This is to reiterate that we are still operating under the guidelines that employees
shall not be required or permitted to work more than 40 hours per week except to
prevent or eliminate life-threatening safety or health situations.

In the event overtime is recorded on a timesheet you MUST provide written justification, attached to the timesheet, even if the time accrued is due to a flex schedule.
We are required to submit a report each pay period to the Cabinet with justification.

Should you have any questions please feel free to contact Cindy at 502-564-4440.
Thank you for your assistance in this matter.

DATE:            April 28, 2003

RE:                 Survey for Statewide Database on Teams

Please respond to this survey if you are the team leader of a local or statewide team. If there isn’t a designated team leader, please select one member of your group to respond.

The information received will be used to construct a database that will be posted on the Department’s Intranet to facilitate and centralize knowledge about the work and achievements of team activities.

There are a number of expected outcomes for this Intranet site. It will provide a quick and easy means for teams to share their findings and update results. It will be a valuable resource for all staff to have access to current information about team activities and may prevent duplication of work. There will be more opportunities to implement successful outcomes throughout the state. It may also help identify experts to recruit future team participants, committee members, or potential trainers.

Developing this resource will showcase the quality work being achieved by teams throughout the state and will make it available for continually improving the Department’s ability to serve individuals with significant disabilities.

PLEASE ANSWER THE FOLLOWING QUESTIONS BY MAY 12, 2003:

	What is the name of the team?
	Who are the members?
	Who is the contact person (please include phone number and other contact information)?
	What is the team’s purpose or mission?
	Is it a process team (ongoing) or a project team (time limited)?
	If it is a project team, when does the team expect to meet their objective(s)?
	When did it form?
	Is there any other information that this team would like to have displayed on the Intranet?
	Is there anything that Central Office can do to help the team accomplish its goals?

Thank you for your commitment to the Department and to our consumers. If you have any questions please contact me at 502-564-4440 ext. 277 or email me at JosephS.Leake@mail.state.ky.us

DATE: May 2,2003

SUBJECT: Job Placement Month Activities

We are pleased to announce that Governor Patton has been asked to proclaim the month of July as the Department of Vocational Rehabilitation Job Placement Month.

This year we would like for each district to plan local activities for the month of July to acknowledge and celebrate our placement activities and accomplishments. If you have a Job Placement Specialist, you may team with them or develop a team of staff to plan such activities. Once your plans are finalized, please report these to Robin Fowler, as Central Office staff may want to participate in your activities or share them with other districts.

Five hundred dollars per district will be available this year to cover the costs of activities such as open houses for employers, receptions for successfully employed consumers, job fair participation, etc. You may include a request for these funds in your report to Robin.

Plans are now underway for a Department dinner in October 2003, honoring Council members and selected employers. This will be in conjunction with Disability Awareness Month. This is our opportunity to thank those employers who are really special and take the extra time and effort with our staff and our consumers to make employment a success. You will be hearing more about this in the future.

As always, we appreciate your efforts and look forward to a successful Job Placement Month! Thank you.

DATE: March 14, 2003

RE: Nominations for the Statewide Council for Vocational Rehabilitation

The Department is seeking nominations for the Statewide Council for Vocational Rehabilitation (SCVR). The 1973 Rehabilitation Act, as amended, mandates that individuals with disabilities have a majority of representation on the Council. Representation of business and industry, CAP, Statewide Independent Living Council and others are also required.

We have a great group of individuals on the Council and they are working diligently to give all of us sound advice and direction. We are particularly in need of members from counties in Bowling Green District, Hazard District, Harlan District, Elizabethtown District, and West Liberty District. There are also other areas of the state that appear to need representation. But, please recommend good candidates from any county. Call Veeta Erwin or email her at Veetam.Erwin@mail.state.ky.us if you need additional information. We do have a state map available with existing Council members’ home areas indicated.

If you know of any individual who you think would be suitable, please send the following information to Veeta via email or FAX by March 25, 2003.

NAME:

ADDRESS:

DAYTIME TELEPHONE:

EMAIL;

Your name, telephone, and a couple of sentences why you think this person should serve on the Council.

We look forward to hearing from you. Thanks for all you do for the department and for Kentuckians with disabilities.

DATE: October 17, 2002
RE: SPEAK 4 Yourself Advocacy Conference

The Kentucky Department of Vocational Rehabilitation will hold its fourth statewide self-advocacy conference on Thursday, February 6, and Friday, February 7, 2002 at the Holiday Inn Capital Plaza in Frankfort. The conference will provide information on self-advocacy and disability issues to individuals with disabilities and their family members. The agenda is not final, but Bobby Silverstein, an expert on federal legislation, will be a keynote speaker.

The conference will begin at 9:30 AM on February 7 and end at 10:30 AM on February 8. The department will provide the conference registration, necessary lodging and most meals for conference attendees.

We want to attract individuals with disabilities who have not been involved in advocacy issues or training at the state level. We are asking you to help by nominating individuals you know who can benefit from this training. As rehabilitation counselors, you are strategically placed to know individuals that may need self-advocacy training. Perhaps you will nominate individuals that you have been working with for some time that need to become more assertive related to their rights, reasonable accommodations, and other issues.

Please try to take a few minutes from your hectic schedule to nominate individuals for this training program. A nomination form is attached for your use. You may also send information via E-mail or call Veeta Erwin with information at 502-564-4440 or 1-800-371-7172. Please send your nominations by November 8, 2002. Feel free to make copies of the nomination form if you have additional nominations.

DATE: October 17, 2002

RE: Kentucky Employee's Charitable Campaign (KECC)

I want to congratulate you once again for the work you do for the Department in serving individuals with disabilities, but especially those with significant disabilities. This has been a good year for us in vocational rehabilitation. We have a lot to be proud of, including our number five (5) national ranking, for being one of the best programs in the country. We received that recognition because of your dedication and commitment to giving your best each day to assist individuals with disabilities who are pursuing competitive employment in this Commonwealth.

We have another population that is in need of our assistance, namely those individuals that are supported through our donations to the Kentucky Employee's Charitable Campaign (KECC). I want to personally thank those who have already participated in this worthy campaign and encourage those who have yet to make that commitment, to please do so. I know that you give much of yourself each day in the services to those we serve and within your community. However, I am asking that you consider giving whatever possible to help make at least one more person's life better.

We have until November 13, 2002 to turn in our KECC forms and your help is desperately needed. At this time we have received approximately 44 KECC forms giving a donation to their charitable organization out of nearly 475 employees. The Cabinets goal is $51, 596.00 and we have received a total of $24, 896.00. We have a long way to go but feel confident, we can achieve that goal with your help. Please take the time to complete your KECC form and make a contribution to the charitable organization of your choice. I would like for you to send those forms directly to me in hopes that we can monitor our progress in reaching that goal. Again, thank you for the outstanding job you do daily in the service of individuals with disabilities and for those your contribution will benefit.

DATE: October 16, 2002

SUBJECT: Educational Achievement Awards

In March 2001, a memorandum was issued addressing Monetary Rewards and Incentives for staff of this Department. These awards were to be provided to staff that met specified standards that enhanced their skills and abilities to achieve the goals of this Department. We have several individuals that have completed their Certified Public Manager (CPM) training and have received an Educational Achievement Award (EAA). However, due to budgetary concerns, it was decided to temporarily suspend these awards.

The Leadership Team met on Monday, October 14, 2002 and discussed resumption of the EAA. At this time, monetary reward for CPM completion is not considered automatic and is left to the discretion of the Department. We would like to resume this award. Toward that end, a team will be established that will review the present process and make recommendations for improvement. It is hoped that this team will be formulated in November 2002 and ready to present recommendations to the Leadership Team no later than February 2003.

The Leadership Team and I want to commend our staff for completion of the CPM program. Also, the Department will honor the commitment made in the March 2001 memorandum. Therefore, those individuals that were enrolled in the CPM training program prior to March 1, 2001 will receive an EAA on satisfactory completion of their training provided they received at least an "adequately meets expectation" rating on their most recent Employee Performance Evaluation. This is a five- percent (5%) increase added to the employee's base pay. Individuals enrolled in the CPM program after March 1, 2001 will be considered for an EAA utilizing the revised process approved by the Leadership Team. As mentioned earlier, these awards are at the discretion of the Department and must take into consideration budgetary limitations. We will look at every option available to reward staff for exceptional work and dedication in achieving the goals of this Department.

I want to thank all of our staff for the work you do every day in service to individual with disabilities.

M E M O R A N D U M

Date: September 27, 2002

Re: Update on Ticket to Work Implementation

This memo is being written to update you on the Department’s plans for implementing the Ticket to Work program in Kentucky. As you know, Kentucky beneficiaries of SSI/SSDI are scheduled to begin receiving tickets to obtain services leading to self-sustaining employment in November. It is anticipated that 240,000 Kentucky residents will receive tickets from November 2002 – March 2003. Based on the data from states that have already implemented the program, we can anticipate that approximately one percent (1%) of ticket recipients will contact vocational rehabilitation to discuss services. In order to limit the disruption to field staff, a toll free number, (877) 850-0055, has been established which will be the primary contact number for ticket holders that are not current VR consumers.

Of the 240,000 individuals receiving tickets, approximately 6,400 are current VR consumers. These consumers will have the choice of assigning their ticket to VR to reach their employment goals; selecting an Employment Network for that purpose; or not assigning the ticket at all.

Individuals with cases that are in plan status prior to receiving a ticket and who do not assign their ticket to VR or any other Employment Network can be processed for reimbursement under the current system. Cases on individuals that enter plan status after becoming eligible for a ticket will only be reimbursed by the Social Security Administration if that ticket is assigned to VR. Timely plan development may increase the likelihood of SSA reimbursement for cases of individuals who receive SSI/SSDI.

Successful employment outcomes that have a closure date before the ticket is distributed in Kentucky or before the individual becomes eligible for a ticket will be processed for reimbursement under the current system. For that reason, it is important for counselors to process all appropriate successful employment outcomes of individuals who receive SSI/SSDI in October if the criteria has been met and the consumer is in agreement.

In order to inform current VR consumers about Ticket to Work and to encourage them to consider assigning their ticket to VR if it is appropriate, a letter will go out to all current consumers who indicated that they received SSI/SSDI during their rehabilitation program. This letter, which will be mailed on October 25, 2002 after all field staff have been trained in Ticket to Work, will describe the Ticket to Work program and encourage the individual to contact his/her rehabilitation counselor after receiving the ticket to discuss assigning it to VR. This will likely result in increased phone calls to your local offices in late October and early November. To assist you in scheduling phone coverage, a list of caseload numbers and the number of letters that will be sent is attached. Lists of consumers who will receive letters will be available to counselors at the Ticket to Work training session they attend.

The Ticket to Work program will impact VR procedures but it will in no way change the mission of the agency. Kentuckians with disabilities can expect the same excellent services that you and your staff have always provided consistent with the individual’s strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice regardless of whether the individual chooses to assign his/her ticket to VR. The Department of Vocational Rehabilitation is clearly the most appropriate choice for ticket recipients who are interested in returning to work. You and your staff have developed a reputation of excellence in your communities. Keep up the great work and thank you for another successful year assisting Kentuckians with disabilities obtain appropriate employment.

Re: Confidentiality of E-mail Correspondence

Date: August 9, 2002

Numerous staff have asked for clarification on the use of e-mail to transmit information of a confidential nature such as consumer names, social security numbers, etc. It is imperative that the Department maintain the highest standards of confidentiality while utilizing technology to its fullest in providing timely and efficient services to our consumers. The following guidelines for use of e-mail have been developed with those two goals in mind.

All e-mail usage must conform to the Governor’s Office for Technology Policy Number: GOT-60 and the Cabinet for Workforce Development policy regarding use of e-mail described in the January 31, 2000 memorandum from Secretary Allen Rose.

Information of a confidential nature including consumer names is not to be included on the subject line or in the general message box of the e-mail. These areas are subject to routine monitoring and do not have the necessary level of security.
Confidential information may be shared via e-mail if it is included as an attachment. Attachments have a higher level of security than the subject line or the general message box. However, the Governor’s Office of Technology cannot guarantee absolute security. Just like with other means of electronic communications, i.e. fax, telephone messages, etc., the possibility of inadvertent release of confidential information exists.
All correspondence, regardless of how it is to be distributed, must be carefully written. E-mail correspondence is part of the case record and is, therefore, subject to release under the Open Records Act. The same care and consideration should be taken in drafting e-mail as other forms of written communication.
As of this date, all Department e-mail must include a standard confidentiality statement as part of the signature. This will make recipients aware that the e-mail may include confidential information and instruct them on proper procedures if the e-mail is received in error. The statement and instructions for inserting it into the signature are attached.

The Consumer Guide has been updated to inform consumers about the limitations and risks of utilizing e-mail as a means of communicating with the counselor. In addition, the application has been updated to include the e-mail address.

We hope this clarifies the issue for you. Please feel free to contact either of us if you have any questions.

Instructions for Inserting Confidentiality Statement into E-mail Signature

Copy the following statement.

The information contained in this e-mail message may be privileged, confidential and protected from disclosure. If you are not the intended recipient, any dissemination, distribution or copying is strictly prohibited. If you think that you have received this e-mail message in error, please inform the sender and delete this message permanently from your computer files. Thank you.

In Outlook, go to Tools and Options.
Select the Mail Format Tab.
Go to Signature at bottom of the screen.
Click Signature Picker. If you already use a signature, select it and click Edit. Paste the statement after your signature lines. If you do not use a signature, click New and type your name, title, address, phone, and fax. Paste the statement at the end.
Click OK.

Date: August 8, 2002

Re: Position Vacancies

As a follow-up to Commissioner Crump’s memorandum regarding personnel changes, I am happy to announce that the two positions currently vacant in Program Planning and Development have been posted with a closing date of August 17, 2002. The Vocational Rehabilitation Administrator I position will be involved primarily in program evaluation activities but will also perform a variety of other administrative duties. The Vocational Rehabilitation Assistant I position will provide support to the Human Resource Development Branch. The job duties of each position are attached.

The Division of Program Planning and Development is a busy and exciting place to work. We are involved in numerous training initiatives, innovative programming, and advocacy events, as well as many other projects. The staff is creative, enthusiastic, and committed to the highest quality services to Department staff and individuals with disabilities. If your career goals include a job that is both challenging and fun, you should consider one of these positions. If you are interested, please make arrangements to get on the appropriate register and send an updated job application and resume to me at 209 St. Clair Street, Frankfort, KY 40601 by the close of business on August 17, 2002. You may view the postings on the Department of Personnel website at http://www.state.ky.us/agencies/personnel/vacclas.htm.

Please do not hesitate to call if you have any questions.

M E M O R A N D U M

Date: August 2, 2002
Re: Recruitment

As you well know, we are operating without a budget and must be good stewards of the funds we currently have. However, our mission and goals have not changed and we must continue to focus on meeting the needs of our customers, both external and internal. As a result of attrition experienced within the Department, we have a need to fill several positions. The Leadership Team has made the recruitment and hiring of Rehabilitation Specialists as the number one priority. We value and appreciate the contributions of all staff in assisting consumers to achieve positive employment outcomes and will continue to add staff in critical positions when justified and resources allow. All requests to fill counselor vacancies have been approved at the Department level and forwarded to the proper offices.

Recent retirements and staff changes in Central Office have prompted the need to fill critical positions. I am providing you with this information for two reasons: first, to improve communication with staff, and secondly, to inform you of positions that may be of interest to you. Anyone qualified and interested in one of these positions should have his/her name added to the appropriate register as soon as possible.

The Leadership Team decided to recruit a full-time Personnel Administrator that will perform and coordinate human resource functions for the Department. This individual will also assume the official personnel duties that were previously assigned to Joyce Bowlin who retired from Carl D. Perkins Comprehensive Rehabilitation Center. The hiring of a Personnel Administrator is consistent with the recommendations of the Field Administrators. We will transfer the vacant position from the Center and establish it here in Central Office. We believe having all personnel function under one office will enhance services to all staff. Once the position is approved we will begin our search. This position is located within the Commissioner's office.

We have requested and been approved to hire a Vocational Rehabilitation Administrator I that will fill the vacancy created when Mindy Yates was appointed as Director of Program Planning and Development. A Job Description with qualification is attached for your information.

As a result of Flea Penn's retirement we have requested, but are awaiting approval, to hire a replacement. This position will remain in Program Planning and Development. The individual hired will play a key role in the Human Resources and Development Branch. The title of that position is Vocational Rehabilitation Assistant I and the qualifications are attached.

Finally, we recently learned that our payroll specialist, Juanita McDermott, has decided to retire on August 30, 2002. Juanita has been an outstanding employee with the Department and a truly valued employee. Therefore, we will request approval from the Cabinet to hire a Personnel Management Specialist II as soon as possible. Once the position is approved we will begin our search. This position is located within the Commissioner's office. We have attached the personnel description and qualifications.

Again, we encourage anyone interested in being considered for these positions; please have your name added to the appropriate register.

Memorandum

Date: July 29, 2002
Re: Reimbursement for Professional Certification Examinations

In keeping with the Department's commitment to continuous improvement and the requirements of the Comprehensive System of Personnel Development, financial reimbursement for professional certification examinations is available to employees who seek to increase credentials in their field of expertise. In an effort to create consistency in the application of this process, the following policy has been developed by the Leadership Team.

Effective immediately, all employees seeking professional certification in their field of expertise either as a direct requirement of the position or through recommendation by a supervisor in accordance with job related responsibilities will be reimbursed for the cost of the examination upon passing. This reimbursement will be provided only once. A copy of the payment receipt and confirmation of passing must accompany the request for the reimbursement on a travel voucher. The Department will not reimburse certification renewal costs, but will make every effort to provide training that will assist in continuing education requirements as outlined by your certification program in order to maintain the credential status.

Your assistance is appreciated in the consistent application of this policy. If you have any questions, please feel free to contact Susie Edwards or any member of the Leadership Team.

Date: July 25, 2002

Re: Training Equipment

As of Monday, July 22, 2002 training equipment is now housed in the closet located in training room C. While providing much needed space in the 3^rd floor file room, this move also allows for greater ease of access.

Please note that the doors on the closet will be locked except on those days that equipment has been reserved. If you have special circumstances regarding times for retrieval and return of the equipment this should be addressed at the time that you make the reservation. All efforts will be made to accommodate your scheduling needs.

Thanks you for your attention and cooperation regarding this matter.

Please remember the following when accessing the training equipment

Reserve the equipment with HRD in advance.
Retrieval of equipment needs to be conducted when there is no training or meeting being held in training room C.
Remove only those items that you have reserved.
Return items neatly to their proper place with all cords and components in tact.

Equipment Located in Training Room C

All LCD Projectors (Panasonic, JVC and Proxima)

Training Laptop

Flip Charts

Flip Chart Paper

Overhead Projectors

Story Board

Date: July 15, 2002

Re: Training Record Information

As of July 11, 2002, Glenda Penn graciously agreed to assume the responsibility for entering training records into the transcript database program. Through her diligence, she has completed the data entry for all certificates that have been sent to central office over the past few months. There is no need for you to send duplicate copies of anything that has been previously submitted.

If you have completed training that you would like to have included in your DVR transcript, please send a copy of the course certificate to the attention of Glenda Penn at central office. Please note that copies of certificates are not needed for the following items as they are automatically entered into your training records.

SET Training

Statewide Conference Sessions

GSC Courses

Thank you for your attention to this matter.

MEMORANDUM
TO: DVR Staff
FROM: Cindy Brown

SUBJECT: Completing I-9 (Employment Eligibility Verification) Form

DATE: July 10, 2002

The U.S. Department of Justice, Immigration and Naturalization Service requires that every employee hired after November 6, 1986 has a signed copy of the Federal I-9 form on file in the employee’s personnel file. In order to ensure compliance with this regulation we are requesting that each employee fill out a new I-9 and return it to the Commissioner’s Office by July 30, 2002.

The Employment Eligibility Form (I-9) can be accessed at http://www.ins.usdoj.gov/graphics/formsfee/forms/files/i-9.pdf. Please complete Section 1 of the form and attach the proper documentation (a list of acceptable documents accompanies the form). When completing this form, please note that you must use a document from Column A or B AND one from Column C. Any I-9s that are not complete will be sent back to the employee.

If you have any questions, please let us know. Thank you.

Date: May 20, 2002

Re: New Dollars for Supported Employment-Long Term Support

As you are aware, we expect the State Budget for FY 03-04 to include a $200,000 line item in the DVR budget for long-term supported employment services each year of the biennium. Although the Legislature has not approved a budget as of this writing, we are going ahead with plans to distribute the dollars, in anticipation that the funds will be available July 1 or soon thereafter.

In order for us to accurately review the numbers and demographics about the people who are "on hold" for supported employment services, we need your assistance in completing the attached form and returning to us by May 31. As you know, with only $200,000 (of the 8 million we requested!), we will not be able to serve everyone in need. However, with the data you provide, we hope to make fair decisions to spread the dollars as far as we can, achieving outcomes that will demonstrate to the legislature and the Governor that supported employment is effective and should be fully funded.

The DVR Supported Employment Branch staff will handle the contracting for the services, and will assist the providers with long-term support plans once the consumers have been selected. It is our intent to prevent any additional casework for Counselors while achieving positive employment outcomes as a result of the new dollars.

Please return the survey to Carol Estes by e-mail (You will need to save it to your hard drive and re-attach to return). You may also fax it to 502-564-6745 or return via US Mail to 209 St. Clair, Frankfort, KY 40601.

If you have questions, you may call any of us in the Supported Employment Branch.

Thanks so much!

M E M O R A N D U M

DATE: May 17, 2002

SUBJECT: Assessment Survey

As per the request of the Field Administrators, assessment training will be conducted across the state in late summer. In preparation for this training, assessment teams are developing a curriculum that addresses the needs of the field staff.

To have a better understanding of what your current knowledge level is and what your specific needs are, we have developed a short survey for you to complete. The survey will give us information about the current assessments you utilize in your area and what information you would like to obtain during the training.

Please complete the attached survey and return to me by Friday, May 24, 2002. If you have questions, please do not hesitate to contact me.

M E M O R A N D U M

Subject: Ten-Ure Convention

Paid Leave

Date: May 7, 2002

The 51^st annual Ten-Ure Convention will be held May 22, 23, and 24, 2002 at the Executive Inn in Louisville, Kentucky. Registration will begin at 11:00 a.m. on Wednesday, May 22. However, the workshops and presentations will not begin until Thursday May 23 at 8:00 a.m.

For those Cabinet employees who are members of Ten-Ure and who obtain prior approval of their supervisor to attend, paid leave will be granted as follows:

3.75 hours for the afternoon of May 23

3.75 hours for the morning of May 24

Leave is being granted so that members may attend the appropriate work-related workshops and the tenure pin presentation. You must attend the Convention in order to obtain the paid leave. Travel time outside the regular work hours will not be permitted. If you wish to attend the entire Convention you may do so with the approval of your supervisor. You may use annual or compensatory leave to supplement your time off.

Please contact my office if you have questions or need additional information.

Memorandum

Re: Reception for Commissioner Serraglio

Date: May 7, 2002

I am delighted to invite you to the open house and reception to be held on May 30, 2002 in recognition of Commissioner Sam Serraglio’s career long dedication and service to Kentuckians with disabilities and the Department of Vocational Rehabilitation. Sam has been overwhelmed, as have I, by the outpouring of support so many of you expressed last week during one of our most successful professional development conferences ever.

I hope to see each of you as the Department bids farewell to a remarkable leader who has touched our hearts and left an indelible mark on the lives of thousands of Kentuckians with disabilities. Unfortunately, due to the nature of the event, travel expenses will not be reimbursed and compensatory time will not be approved.

M E M O R A N D U M

DATE: May 2, 2002

SUBJECT: Rehabilitation Counseling Week

Governor Paul E. Patton has declared May 6-12, 2002, as Rehabilitation Counseling Week. The Proclamation may be found on the DVR Intranet.

We would like to congratulate you on the recognition and thank you for your contributions and commitment to the field of Rehabilitation. The effort that each of you puts forth has contributed to the success of this Department and is allowing Kentuckians with disabilities to realize their goals and dreams. We appreciate your dedication and professionalism.

Again, our thanks.

Memorandum

Date: April 11, 2002

Re: Statewide Training Calendar

Did you know that one of the most valuable resources for communicating training information is found on the DVR Intranet on the Statewide Training Calendar? There are many training questions that can be answered by simply visiting the Intranet and selecting the calendar link! When you are trying to provide information to employees regarding an upcoming training or want to retrieve information about training, the calendar is a tremendous resource.

As of this date, Heather Cole, who is located in central office, will be coordinating the training calendar. All information for the calendar should be sent directly to her via email (Heatherl.Cole@mail.state.ky.us), snail mail or fax. When submitting an entry for the training calendar, please include the following information:

Date(s) of Training

Times

Location (Heather will insert directions for the location)

Contact Person

Suggested Participants (open to all or a select group)

Agenda

Additional Information (accreditation, etc.)

Thank you for your assistance in this matter and remember to visit the Intranet frequently for an overview of all the training opportunities taking place throughout the state!

DATE: March 27, 2002

RE: WOTC Program

Please forward the following to DVR/DFB counselors:

On March 9, 2002, President Bush signed the Job Creation and Worker Assistance Act of 2002 (P.L. 107-147) reauthorizing the Work Opportunity Tax Credit (WOTC) program. The WOTC program helps members of certain targeted groups, including DVR/DFB customers, obtain employment by providing a tax credit to employers who hire them. The reauthorization is effective through December 31, 2003 and was made retroactive to the most recent expiration date of December 31, 2001. In order to claim the tax credit for employees starting work after December 31, 2001 the employer must have submitted the Request for Certification (IRS 8850 form) within 21 days of the start-to-work date.

Please contact me, State Coordinator Barbara Gilley, or other program staff at 502/564-7456 (or via e-mail) if you have questions in this regard. Also, I will be making a presentation regarding the WOTC at the Department of Vocational Rehabilitation's Professional Development Conference on April 30th in Louisville.

Greg Kring

Memorandum

Date: March 21, 2002

Re: Post-Secondary Education Expenditure Review

Attached are the results of the 2001 Post-Secondary Education Expenditure Review. As you are aware, the review was a repeat of the study conducted in 2000 to explore Department case expenditures for consumers engaged in post-secondary education. The following four major goals were adopted as a direct result of the 2000 review and were communicated to all staff.

Training Expenditure Worksheets will be correctly completed and present in every case with adequate financial need documentation including the Student Aid Report.

All training cases will be appropriate for training assistance.

All cases will contain sufficient documentation to support the appropriateness of training assistance.

Expanded definitions will be utilized correctly when determining significance of disability.

I am happy to report that there has been significant improvement in the first three goals that were addressed in this study. The fourth goal will be evaluated through the TRACKS review system. You are doing a better job of documenting the need for post-secondary training and assisting consumers to make appropriate decision regarding such training. In addition, more cases contain the required SAR.

However, data in the following chart reflects our need to more diligently work toward the goals outlined above. Particularly, we know that you are concerned, as are we, at the data for those individuals referred after December 2000. As you can see, there is room for continued improvement in order to achieve these goals.

2000 Review

2001 Review

Referred In 2001

Correct Worksheet

58%

61%

69%

SAR Present

74%

88%

86%*

Appropriate for Training

68%

81%

81%

Sufficient Documentation

65%

70%

78%

*Less than 2001 overall percentage.

Consequently, we will continue to conduct yearly reviews of cases including those of individuals who received post-secondary education assistance. Field Administrators are responsible for providing the training you may need to achieve 100% on the listed goals.

Again, thank you for your commitment to and participation in the continuous improvement ethic of the Department of Vocational Rehabilitation. We know that you provide superb vocational rehabilitation services every day to Kentuckians with disabilities. Our casework must reflect that same level of excellence.

Re: KCHIP and Qualifying Events

Date: March 20, 2002

In the past, the Health Insurance Grievance Committee has received grievances and requests from employees regarding qualifying events and their child(ren) becoming eligible for KCHIP (Kentucky Children’s Health Insurance Program). The employees are requesting that they be allowed to change their health insurance coverage during the plan year by dropping their children from their selected plan; thereby changing from parent/plus to single or from family to couple.

However, the federal regulations governing cafeteria plans state the following:

The regulations do not allow a cafeteria plan participant to cease participation in a cafeteria plan if he or she becomes eligible for SCHIP coverage during the year because of a concern that such a rule would violate a fundamental principle of Title XXI of the Social Security Act that SCHIP coverage not supplant existing public or private coverage.

The State Group participates in a Section 125 Cafeteria Plan. Effective April 1, 2002, a dependent’s qualification for KCHIP will not be considered a qualifying event for a mid-year election change and an employee will not be permitted drop their children from their health insurance coverage based on KCHIP eligibility.

Please disseminate this information to your employees.

If you have any questions, please contact the Member Services Branch at (502) 564-6534 or 1-888-581-8834.

M E M O R A N D U M

Date: March 15, 2002

Subject: Security Procedures Capital Plaza Tower

Effective immediately, B. J. Gritton will be responsible for coordinating the issue of security badges for the Capital Plaza Tower. She will notify Finance Facilities Management any time changes are made to the system for Cabinet for Workforce Development personnel. Therefore, whenever you have new staff assigned to your agency, resign or transfer from your agency, retire, or relocate for any reason please notify B. J. for instruction so that she can maintain an adequate database for security passes issued. This procedure only applies to those who have security access to the Tower. You will need to provide B.J. with the employee’s full name, address, social security number, Department name where the person is employed, start date (or employment ending date), and telephone number where the employee can be reached.

Thanks for your assistance.

WL/

Cc: B. J. Gritton

Memorandum

RE: Political Activities
DATE: March 8, 2002

With the primary election season upon us, I wanted to take this opportunity to stress the importance of strict compliance with the laws concerning political activity by state employees.

KRS Chapter 18A contains guidance, including very specific prohibitions, on political activities of classified employees. Specifically, provisions found in KRS 18A.140 address prohibited political activities of Merit System employees. Violations of KRS 18A.140 may result in disciplinary action and criminal penalties under KRS 18A.990.

KRS Chapter 151B contains similar provisions for employees in certified or equivalent positions within the Department for Technical Education. (See KRS 151B.090.)

For further guidance, you are directed to the Employee Handbook. Please see the attached excerpt from the Employee Handbook concerning political activity. This document may also be accessed at the following Internet site: http://kygovnet.state.ky.us/personnel/emphb/politic.htm

In addition, all state employees (including those in unclassified positions) whose job duties relate primarily to federally funded programs may be subject to the federal Hatch Act, 5 U.S.C. § 1501, et seq. If your principal employment is connected with an activity that is funded in whole or in part by federal loans or grants, you may not be a candidate for office in a partisan election. (Employees of educational institutions are exempt from the Hatch Act.) In an advisory opinion issued in 1995, the U.S. Office of Special Counsel stated that:

“The prohibition against political activity extends not merely to the formal announcement of candidacy but also to the preliminaries leading to the announcement and to canvassing or soliciting support or doing or permitting to be done any act in furtherance of candidacy.”

The U.S. Office of Special Counsel provides advisory opinions upon request to help you determine whether any contemplated political activity is covered by the Hatch Act. The address is: 1730 M Street, NW, Washington, D.C. 20036, and the Web address is: http://www.osc.gov/

All employees, whether merit or non-merit, are also reminded that the use of state property and state equipment (including vehicles, telephones, cell phones, faxes, copiers, computers, e-mail or other office supplies) in any political campaign or on behalf of any candidate is strictly prohibited. Violation of this prohibition can result in disciplinary action and may constitute criminal conduct.

All employees, whether merit or non-merit, are reminded that political activity conducted during work hours is prohibited. Violation of this prohibition can result in disciplinary action and may constitute criminal conduct.

Moreover, your official title or agency title may not be used in connection with any political activity or fund-raising.

Please do not hesitate to contact the Office of General Counsel or the Office of Human Resources at 564-6606 if you need clarification of your rights and responsibilities under these laws.

MEMORANDUM

DATE: March 1, 2002
SUBJECT: Counselor Nomination for Statewide Council for Vocational Rehabilitation

As you are aware a counselor is to serve on the Statewide Council for Vocational Rehabilitation in accordance with the Rehabilitation Act.

There are five (5) candidates for this position. Please vote for one (1) counselor by close of business, Friday, March 8, 2002. Please place your vote for one of the candidates by sending an e-mail to Cindy.

Rick Jones
Greg Willett
Mike Sanders
Carl Hall
Kathleen Casper

If you have any questions please call Cindy. Thank you for your cooperation.

MEMORANDUM

DATE: February 1, 2002

RE: Health insurance corrections/Financial Disclosure Reminder

Financial Disclosure Statements Due to Executive Branch Ethics Commission by April 15. A financial disclosure statement is due April 15 for each executive branch officer and public servant listed in KRS 11A.010(9)(a) to (g) who occupied his/her position on December 31 of a calendar year. There are substantial penalties for failure to comply with the statutory mandate for filing. Please refer to the Executive Branch Ethics Commission at <http://www.state.ky.us/agencies/ethics/ETHICS.HTM>
to obtain information relative to who is required to file, instructions for filing, and a financial disclosure form. More information also is available on the CWD Intranet site at http://www.mykycwd.org.

Important Health Insurance Policy Corrections
If you have a PPO health insurance plan please be aware that there is a
correction for the Personnel Cabinet's handbook. The PPO Option B
benefit has a 25% co-insurance (not co-pay). The Personnel Cabient's handbook grid (page 23) IS CORRECT but the narrative page (page 22) states that “you pay a co-payment for doctor’s office visits and prescription drugs” which is INCORRECT. It should say “you pay a co-payment for doctor’s office visits (Option A) and prescription drugs”.

If you selected Option B on a PPO plan because of this incorrect information, you may file a grievance with the Health Insurance Grievance Committee to change from Option B to Option A. Changing from Option B to Option A will be the ONLY change allowed due to this error.

Employees may NOT change level or plan type.

HUMANA CORRECTION - Humana has notified the Personnel Cabinet of an error that appears in their Certificates of Coverage that were mailed to members. They incorrectly list the age that dependents are dropped off the Commonwealth Group. The correct age should be listed as 24. It is listed correctly in one section of their COC, and incorrectly in another section.

HUMANA NEWS - Humana has changed the mailing address for refund requests. When mailing refund requests to Humana, please send them to: 101 East Main Street, Louisville KY 40201-2180, ATTN: Leigh Ann Teakle.

If you have questions concerning any of the above news, please contact any of the Benefits Specialists in the Member Services Branch at (888) 581-8834 or (502) 564-0353 locally.

Memorandum

DATE: January 30, 2002

SUBJECT: Admission to the Certificate of Management Fundamentals Program

This is to notify you that GSC will not be admitting candidates to the Certificate of Management Fundamentals (CMF) Program in July 2002. The CMF program is the first step in completing the Certified Public Manager (CPM) Program. New application forms and procedures will be available after July 1 and the next admission date will be January 2003.

As many of you know, participation in Kentucky’s CPM program has increased significantly in the past several years, and consequently, our capacity to manage the program effectively is diminishing. In addition, some of you have expressed concerns about whether the admission guidelines and procedures are targeting the appropriate applicants. Therefore, we are taking this action in an effort to maintain the integrity of our program and to ensure we continue meeting national accreditation standards.

Please note that current CMF candidates who complete all requirements for the CMF program before July 1, 2002 are eligible to apply for the July 1, 2002 admission date to the Certified Public Manager Program. The application deadline for the July 1, 2002 admission is June 1, 2002.

Thank you for your past support of GSC and the CPM program. If you have questions or need more information about this action, please call me at 502-564-8170.

MEMORANDUM

DATE: January 22, 2002

RE: Toyota Motor Manufacturing, Kentucky, Inc. v.Ella Williams
Supreme Court of the United States
No. 00-1089

Pursuant to your request, the following is a summary of the above-referenced case and its implications for state employees:

The respondent, Ella Williams, was a former employee at Toyota Motor Manufacturing, Kentucky, Inc., ("Toyota") where her duties consisted of working with pneumatic tools on an assembly line. She began experiencing pain in her hands, wrists and arms and sought treatment by in-house medical services where she was diagnosed with carpal tunnel syndrome. Respondent was then treated by her personal physician who placed her on permanent work restrictions which precluded her from using pneumatic or vibratory tools. Toyota reassigned her to various modified jobs in which her job duties were changed. Respondent began experiencing more problems consistent with her new duties and was unsatisfied with Toyota’s efforts to accommodate her work restrictions. Respondent began missing work on a regular basis and Toyota terminated her employment citing a poor attendance record. Respondent filed an action with the United States District Court for the Eastern District of Kentucky alleging that Toyota had violated the Americans with Disabilities Act (ADA) by refusing to accommodate her disability and terminating her employment. Respondent claimed she was "disabled" on the grounds that she was limited in: (1) manual tasks; (2) housework; (3) gardening; (4) playing with her children; (5) lifting; and (6) working all of which she argued constituted major life activities.

The United States District Court granted summary judgment for Toyota stating that the respondent was not disabled as defined by the ADA. Moreover, the Court held that she had suffered a physical impairment but that it had not "substantially limited" any "major life activity."

Respondent appealed to the Court of Appeals for the Sixth Circuit. The Court of Appeals reversed the District Court’s ruling stating that her impairments prevented her from doing tasks associated with her job. The Court of Appeals based its ruling on the fact that respondent had to show that her disability involved a "class" of manual activities affecting the ability to perform tasks at work. The Court of Appeals held that respondent satisfied the test. The Court of Appeals concluded that she was limited in performing manual tasks associated with certain types of manual assembly line jobs that require gripping of tools and repetitive work with hands and arms.

The United States Supreme Court granted Toyota’s petition for certiorari. The United States Supreme Court stated that to qualify as disabled, an individual must initially prove that he or she has a permanent or long-term physical or mental impairment. However, merely having an impairment does not qualify an individual as disabled under the ADA as it must also be established that the impairment limits a major life activity. A major life activity includes walking, seeing and performing manual tasks. When determining a major life activity, the question is whether an individual is unable to perform a variety of tasks central to most people’s daily lives, not whether one is unable to perform tasks associated with a specific job. The United States Supreme Court further stated that to be substantially limited in performing manual tasks, an individual must have an impairment that prevents or severely restricts the individual from doing activities that are of central importance to most people’s daily lives. The determination of whether an individual is substantially limited in a major life activity must be made on a case-by-case basis. Bathing, household chores and brushing one’s teeth are important in one’s daily life, not repetitive work with hands and arms. Respondent admitted that she was able to tend to her personal hygiene, do household chores etc…but was restricted from certain activities such as dancing, sweeping and a reduced amount of playing time with her children. While respondent had restrictions on these certain activities, they did not affect her life so severely as to establish a manual-task disability. Therefore, the Supreme Court reversed the Court of Appeals’ decision and remanded the case to the Court of Appeals for proceedings consistent with its opinion.

As to the implications of this case for state employees, it must first be noted in Board of Trustees of University of Alabama v. Garrett, 531 U.S. 356, 121 S.Ct. 955, 148 L.Ed.2d 866 (2001) the United States Supreme Court held states cannot be sued in federal court by a state employee for monetary damages in an ADA case. However, there may be an action filed in state court or with a federal regulatory enforcement agency, i.e.

Equal Employment Opportunity Commission, in an attempt to enforce the provisions of an ADA action against state government.

The United States Supreme Court’s decision in Williams has made it more difficult for a state employee to establish a disability under the ADA. If an ADA disability claim or issue arises regarding a state employee, a permanent or long-term impairment such as carpal tunnel syndrome does not automatically constitute a disability. In order to constitute a disability under the ADA, it must now be shown that the impairment substantially limits a major life activity of the state employee through the inability to perform a variety of tasks central to most people’s daily lives, not simply being unable to perform tasks of a specific job. All cases must be considered on a case-by-case basis. An individualized assessment of the effect of an impairment is necessary as the symptoms of the impairment may vary widely from person to person.

If you have any questions, please let me know.

Memorandum

January 15, 2002

Dear Fellow State Employee:

As you know, elections have been held to select organizations to represent certain employee groups in discussions with Governor Patton with respect to the terms and conditions of state employment. The first meeting of the Governor’s Advisory Council was held on January 4, 2002. The labor organizations that were elected to represent employee groups have requested an opportunity to communicate with employees within those groups. Because it is important that these unions, and the employees they represent on the Advisory Council, understand one another, we have agreed to facilitate this communication process.

From time to time, you may receive information from the union that has been elected to represent your employee group. This information will be sent to your home. The purpose of this note is to assure you that state government has not released your address or any other personal information concerning you to any union or organization. The unions will produce the information they wish to send, but in order to protect your privacy the mailing labels used to send this information to your home will be produced within state government and mailed from state government.

Sincerely,

Carol M. Palmore

Secretary

Memorandum

DATE: January 7, 2002

SUBJECT: Personal Career Development Plan

In 1998 the Comprehensive System of Personnel Development (CSPD) was implemented to assure “qualified” rehabilitation professionals are providing services to persons with disabilities. The Department immediately took steps to address the requirements in the law and prepare our staff for the new standards.

In order to maintain an accurate record of our staff’s credentials, education levels, and training needs the Career Development Plan was developed. Although this Plan has provided us much information and enabled us to identify staff needs throughout the state, some of the information needed to adequately develop the State Plan was not available.

For this reason, the Personal Career Development Plan (PCDP) has been created with input from the CSPD team, which consists of Department employees across the state in various positions. The PCDP has many of the same characteristics as the old Plan but it also has new features that will hopefully be more user friendly and give the Department more detailed information pertaining to staff credentials, education, training, and goals within the Department. Also included in the new PCDP is a one-page instruction sheet that will hopefully clarify the information needed on the Plan.

In order to accurately report to RSA the number of staff who meet the “qualified professional” criteria as well as staff working toward degrees, the attached plan needs to be completed and submitted to Susie Edwards, Human Resource Branch, Central Office by January 31, 2002. An additional change to this plan is the date for review. Instead of reviewing in August, the new Personal Career Development Plan will be reviewed in October of each year to assure all information is obtained through the fiscal year ending on September 30^th.

Memorandum

DATE: January 3, 2002
RE: The Medicine Program Brochure and Application

You will find attached three articles about securing medicines free of charge as well as a few copies of "The Medicine Program" brochure and application. Please reference SERVICE FEE MEMORANDUM MS-99-00-09, March 1, 2000, Comparable Benefits for Prescription Drugs, to obtain additional information.

Each office can order its own supply of additional "The Medicine Program" brochures by sending an e-mail request to: brochures@themedicineprogram.com

The brochures are also available in Spanish.

Memorandum

Re: Deferred Compensation Plans Employees of the Commonwealth of Kentucky

As a full-time employee of the Cabinet for Workforce Development, you are offered an excellent benefits package including healthcare coverage from proven insurance providers, options for dental and vision insurance coverage, life insurance options, paid sick and vacation leave, a generous retirement package, a flexible spending benefits option, and deferred compensation incentive plans. I am sure that your Department’s personnel officer outlined these important options for you during your initial employment interview or during your new employee orientation session.

This letter is written specifically to notify you of your options with regard to the tax deferred annuity plans available to state employees. You have the option to participate in a tax deferred 401k plan, a 457 tax deferred plan, or, depending upon eligibility, a 403b deferred tax annuity plan in addition to your regular retirement plan. All three plans provide the employee with an opportunity to begin a payroll deductible second retirement account by setting aside a tax deferred amount each month. The 401k and the 457 plans are available to all full-time employees. The 403b plan is offered to full time personnel who are directly involved in the administration of a public school system. To find out more about these plans, you should contact the Kentucky Deferred Compensation Plan office by calling 1-800-542-2667 or 1-877-459-9200 to inquire about the 401k and the 457 plans. To learn more about the 403b plan, you should consult your personal tax advisor or accountant to see if you qualify for participation. The qualifications for participation in the 403b plan are outlined in the Internal Revenue Service Tax Code.

If you are a current contributor to the 403b plan, you may want to review the eligibility requirements and your eligibility status to insure that you are still qualified to participate. The redesign of the Cabinet for Workforce Development, past promotions or reclassifications, and/job transfers may have changed your job duties so that you are no longer eligible or now may be eligible to participate. You are advised to discuss this issue with your personal tax consultant. It is your responsibility to insure that your job duties meet the criteria for the 403b tax deferred annuity plan. Failure to properly qualify for participation in the 403b plan could result in penalties or additional tax assessments.

If you need additional information relative to your employment benefits you may phone the Office for Quality and Human Resources at 564-6606 or talk with your Department’s personnel officer.

Sincerely,

Willie Lile, Executive Director

Office of Quality and Human Resources

Memorandum

Date: December 18, 2001

Re: D.4 Category of CRC

The Department of Vocational Rehabilitation is committed to the Comprehensive System of Personnel Development (CSPD). One of the expectations of CSPD is that all rehabilitation counselors receive their CRC. Individuals that have their master’s degree in rehabilitation counseling (MRC) have had preparation for this examination through their coursework and eligibility for sitting for this exam is not an issue. However, for individuals that do not have a master's degree in rehabilitation counseling this can sometimes be a challenge. In order to provide an opportunity for individuals without an MRC to sit for the CRC, the Commission on Rehabilitation Counselor Certification (CRCC) instituted the D.4 category. A copy of the D.4 category is attached and outlines specific criteria that must be met in order to qualify for the CRC examination.

As you read the information regarding the D.4, you will find that the CRCC requires a detailed transcript review to verify qualification to sit for the CRC examination or to provide input regarding what courses need to be taken in order to qualify. The CRCC charges individuals for this cost, but in the past CRCC has agreed to provide the service at no cost if the transcripts were sent in a group from the Program Administrator of the Human Resource Development Office from each state agency. There are two major changes taking place with the D.4 and the transcript review that you need to be aware of:

	The D.4 category will be discontinued as of 12/16/04
	Free transcript reviews will no longer be available after 4/01/02 and the cost for this service will be the responsibility of the individual seeking the review

If you would like to sit for the CRC under the D.4 category and want your transcripts reviewed, please notify the HRD Office immediately! The transcripts must be sent from the HRD Office in order to receive the benefit of the free transcript review and must be sent to CRCC by April 01, 2002. If you send your transcript on your own or after this date, you will be responsible for the fee associated with the service. Please read the attached "Transcript Review Guidelines" very carefully before you send information to the HRD Office. The information requested must be provided in order to have the CRCC review your transcripts. Partial information will simply result in an inability to determine your eligibility.

If you have questions regarding this process or the attachments, please contact Susie Edwards by phone or via email.

The following is the CRCC definition and criteria for the D.4 category:

This category is for individuals who have a master's degree in a discipline other than counseling. For this degree to be considered a related degree, in addition to the master's degree, the individual will be required to document at least 18 credit hours of coursework at the master's level or above in the core areas that follow:

Degree: Master's degree in any discipline. At least 18 credit hours of specified as

follows:

One graduate course with a primary focus on the Theories and

Techniques of Counseling. (This is a basic requirement for future

consideration of relatedness of degree.)

AND

Three graduate courses, each with a primary focus on one of the

following areas:

Occupational Information

Job Development and Placement

Medical Aspects of Disabilities

Foundations of Rehabilitation

Psychological Aspects of Disabilities

Personal and Vocational Adjustment

AND

Two graduate courses, each with a primary focus on one of the

following areas:

Assessment

Research and Methodology

Vocational and Career Development

Community Resources

Case Management

Delivery of Rehabilitation Services

Granted By: A college or university accredited by a recognized regional accrediting body at the time the degree was conferred.

Internship None

Required:

Employment

Requirement: Thirty-six (36) months of acceptable employment experience including

a minimum of twelve (12) months under the supervision of a CRC. If

you have met the employment criteria, but lack the supervision of

employment by a CRC, you must complete a Provisional Contract.

CRCC Transcript Review
The Commission on Rehabilitation Counselor Certification (CRCC) will review transcripts for individuals who would like to take the CRC and inform them of any additional coursework that is required for them to sit for the examination. At this time, this service is provided at no cost if the HRD Administrator from each state agency agrees to send all of the required information in a single group. We have been informed that there will be a charge for this service beginning April 2002.

CRCC requires the following information from those employees who wish to determine their eligibility to sit for the CRC exam with their current degree.

A legible copy of employee's transcript(s). The transcript doesn't need to be official, but it must be legible;

A copy of all course descriptions and/or syllabi. CRCC understands that some individuals may have attended school some time ago when this information was not available, however, they have stated that it is essential that the employee try to obtain this information. If the information is absolutely not available, CRCC will accept the transcript only, but it will make it more difficult for them to determine whether the employee will need additional classes. (Syllabi are the preferred document, however, if you have some description of the course from the school it is better than nothing at all. You may use a catalog or other resource document for this information.)

The HRD Branch will:

Send all of the transcripts and course descriptions in one group to the commission.

CRCC will review this material and will send the results back to HRD. Each employee will be receiving an individual packet that will be forwarded from the HRD Branch. The CRCC did not indicate how long it would take them to review all of the transcripts.

Additional Information

Please submit to the HRD with your transcripts your complete name, social security number, mailing address you want the review to be mailed to, and phone number.

Category D-4 for individuals who have unrelated master's degrees has been extended until December 16, 2004. This is the category which allows individuals with unrelated master's degrees to take six CORE courses (18 hours) to enable them to sit for the CRC exam.

CRCC's Web Site is: www.crccertification.org

Mailing address - 1835 Rohlwing Road, Suite E, Rolling Meadows, Illinois 60008

Phone (847) 394-2104

Memorandum

Date: December 18, 2001

Re: Travel Voucher Reimbursement

The Finance Cabinet has mandated the Department to use the new Travel System to process all state employee travel vouchers.

This system takes approximately 2 to 3 days longer to process than the old way. That means you will not receive your check or EFT as soon as you have in the past.

Thank you.

Debbie Lewis

Financial Management

Vocational Rehabilitation

Memorandum

SUBJECT: Drivers Evaluation and Training

DATE: November 15, 2001

Statistics have revealed that costs related to Driver’s Evaluation and Training are increasing at an alarming rate. In order to study this trend, the following procedures must be followed before obligating the Department for either driver’s evaluation or drivers training that utilize the Department’s Driver Rehabilitation Technology Program or Budget:

Prior to authorizing for driver’s evaluation or training, written approval must be obtained from Central Office. This will be accomplished via the Request for Driver’s Evaluation/Training form, which is attached to this memorandum. Once your request is submitted, you can expect an approval/disapproval within five (5) days for driver’s evaluation requests and within ten (10) days or less for driver’s training. You may send the form to either Dave Matheis in the Division of Program Planning and Development or Wade Bailey in the Division of Program Services. With the "Request for Approval" form, please submit a copy of any supporting documentation. This may include documentation regarding the disability on which you are basing your request.

Please be advised that we will use the new procedure for driver evaluation and driver training on a trial basis for a few months. Do not hesitate to contact Dave or Wade for any questions or clarifications.

As always, the Department must not be obligated for the purchase of a modification of home or vehicle prior to obtaining all approvals necessary from Dave Matheis and Wade Bailey.

M E M O R A N D U M

RE: 2001 Financial Aid Workshops

DATE: October 22, 2001

If you would still like to register to attend a 2001 Financial Aid Workshop, please fax your registration to Lissa Caldwell at 502-696-7305 or register on line at www.kasfaa.com Lissa would appreciate receipt of your registration by Tuesday, October 23.

The schedule of workshops and the registration form were attached to an October 4, 2001, Memorandum from Susie Edwards and Marian Spencer entitled 2001 Financial Aid Workshops.

Field Administrators are asked to provide names of staff who will be attending a workshop to Susie Edwards by Tuesday, October 23.

Memorandum

Subject:   Update on the Status of CMS and document on Notable Changes to CMS Screens

TO:            ALL CMS USERS

DATE:       OCTOBER 16, 2001

I want to update you on the status of the CMS since it will not be ready

on Wednesday, October 17 as we had planned. Our original plan was to do

some live testing today (Tuesday, October 16) and then open CMS for

everyone on Wednesday. The programmer ran into some problems and we

will not be able to do the live test until Wednesday, October 17. This

means that we will not go into actual production until sometime on

Thursday, October 18. As I mentioned in my earlier e-mail, I will

notify everyone when the new CMS version is ready to download (unzip)

and I will let you know when you will be able to get back into CMS to

work.

We want to thank each of you for your patience. It took the programmer

much longer than he had anticipated to make the necessary changes and he

did not allow enough time for the problems that came up. Everything was

tested in test mode, so we are not exactly sure what problems we may

encounter with actual production but we can deal with the problems as

they come up. We would have preferred to have had a few days for live

test to see what kind of problems might be encountered, but did not feel

that we could afford that luxury since there are services that need to

be authorized and paid.

I am also attaching a document that contains some notable changes to the

CMS Screens that you might want to review while you have this unexpected

extra time on your hands. Other documentation was sent out early in

September regarding the new codes.

Again, thanks for your patience and your support, everyone has really

been great in dealing with this situation.

M E M O R A N D U M

DATE:          August 14, 2001

SUBJECT:   Overtime

There seems to be some confusion regarding overtime since the Governor’s memo in July. It is my hope that this memo will clarify those issues. The following guidelines will be followed regarding overtime.

The 189 Rule: No one with a balance of 189 or more hours of compensatory time will be approved to accrue additional compensatory time. If any pre-approved compensatory time is worked, the compensatory time must be taken as compensatory leave the same pay period.

For those individuals with a compensatory leave balance under 189 justification is required for any time worked over the normal 37.5-hour workweek. Any manager/supervisor must have received specific written justification and have approved any compensatory time prior to the employee working overtime. A copy of the justification is due to Cindy when the timesheets are submitted. The justification must include the employee’s name and the number of overtime hours worked.

Flex Schedule Rule: It is imperative that you monitor approved flex schedules and make sure that the same amount of time accrued in a flex-week is being taken off in the same pay period and no additional comp-time is being accrued.

If you have any questions please call Cindy.

THANK YOU

cc: ALL DVR USERS

M E M O R A N D U M

TO: All Department of Vocational Rehabilitation Staff

FROM: Sam Serraglio, Commissioner

DATE: May 21, 2001

SUBJECT: Interim Review

Please be advised that you do have the right to submit written comments to your interim review. The regulations for the new performance evaluation system do not specify a certain time frame in which an employee must submit written comments to the interim review. In the absence of a specific time frame provided by regulation, the Department of Personnel is recommending that agencies determine their own time limit. Personnel further recommends that the amount of time be reasonable and that each employee be informed of this specific time frame.

The Kentucky Department of Vocational Rehabilitation will accept written comments to the April, 2001, Interim Review until August, 2001. Beginning with the August, 2001, Interim Meeting, the Department of Vocational Rehabilitation will accept written comments for thirty (30) days following the review.

If you have any questions, please contact us for explanation. Thank you.

SS:SGR/vy

MEMORANDUM

From:     Hamling, Stuart A (WFD-FK)

Sent:     Monday, February 12, 2001 9:47 AM

To:        Mitchell, Millie D (DES-FK); Redmon, Deborah N (DES-FK); Stivers, Mac L (DTE-FK); Sharp,

   Connie D (DVR-FK); Alan Shaeffer; Bradford Marston; Ed Hoffman; Julie Palmore;

   Ken Howard; Kristi Kays; Sabrina LeCompte; Tami Dennis; Tammy Hatter

Subject: Equipment

Per Stuart Johnston:

Whenever any computer equipment is moved, installed or replaced, you are to notify Bobby Bickers via email with the serial and equipment tag numbers. If the equipment is moved and Bobby has not been notified of it's new location, the equipment is no longer insured! Additionally please cc Tammy Hatter so she can keep our database updated.

Any questions concerning this policy should be addressed to either Stuart Johnston or myself.

Stuart Hamling

Information Systems Manager

Cabinet for Workforce Development

502-564-6949

Fax 502-564-4332

Cell Phone 502-545-8108

	Date(s) of Training
	Times
	Location (Heather will insert directions for the location)
	Contact Person
	Suggested Participants (open to all or a select group)
	Agenda
	Additional Information (accreditation, etc.)

	2000 Review	2001 Review	Referred In 2001
Correct Worksheet	58%	61%	69%
SAR Present	74%	88%	86%*
Appropriate for Training	68%	81%	81%
Sufficient Documentation	65%	70%	78%

	Send all of the transcripts and course descriptions in one group to the commission.
	CRCC will review this material and will send the results back to HRD. Each employee will be receiving an individual packet that will be forwarded from the HRD Branch. The CRCC did not indicate how long it would take them to review all of the transcripts.