Orientation & Intake

During orientation, applicants will learn about the AIVRS project’s services. Topics covered will include the project’s policies, procedures, and practices; the responsibilities of the VR counselor and participant; the participant’s rights and remedies; and the vocational rehabilitation process. If applicants determine that they want to proceed, they should be invited to participate in an intake interview in order to complete and sign an application. Each AIVRS project is encouraged to establish its own system for orientation, such as group orientation sessions on a weekly, monthly, or as-needed basis; or an individualized orientation meeting with a AIVRS counselor or other VR staff.

It is important to ensure that applicants and participants are provided with every opportunity to actively participate and make meaningful and informed choices throughout the VR process. Participants have a right to make their own decisions about their case, and should be actively involved throughout the following steps:

• evaluation and assessment, including the services and providers required
• development of vocational goals and responsibilities
• employment decisions
  • the services needed to complete their plans for employment
  • the service providers and methods used to procure such services

Participants who require or request assistance in exercising informed choice must be offered support services to help them with this process. They may choose to involve family members, advocates, and other authorized representatives throughout the VR process.

The VR counselor will conduct an initial intake interview with all applicants in order to identify their eligibility and needs as participants in VR services. The counselor should strive to build a rapport with the applicant that can mature into a trusting partnership. During the interview the VR counselor should observe the applicant and record relevant observations. Information is collected regarding the applicant’s medical and/or psychological history; educational background; vocational interests; social and cultural background; legal record; available financial resources; and health insurance.

The goal of this step of the VR process is to increase the applicant’s understanding of the services provided by the AIVRS project as well as its roles and responsibilities to the participant. Consider the following topics for discussion:

• how a person enters into the AIVRS system
• services the AIVRS project provides
• holistic healing services and how they are provided
• how applicant and participant confidentiality is protected
• the rights and responsibilities of the applicant and the AIVRS project
• Client Assistance Program (CAP) services
• the relationship between State VR and AIVRS, and the relationship of both with the participant
• applicant and participant due process procedures

• Develop an Applicant/Participant Orientation PowerPoint presentation (see example).
• AIVRS brochures (see example)
• AIVRS orientation agenda (see example)
• Intake Process
• For more information, see Smoke Signals: Practice Guides.

• Obtain documentation to determine eligibility.
• Obtain documentation to determine tribal affiliation.
• Obtain documentation or a map of applicant’s reservation address.
• Obtain documentation concerning the Client Assistance Program (CAP) brochure and informed choice.
• Determine if it is a PrETS or Transition eligible case.
• Create the initial intake narrative case note.
• If the referral is not appropriate for AIVRS (i.e., the applicant does not have a tribal affiliation or documented disability) the referral should be closed. The applicant may be referred to other local resources.