Open the menu below to learn more about each step of the VR Process
Outreach & Referral
- Employee Registration: Job Fair
- Job Fair Flyer
- Letter to Service Provider
- Outreach Referral Policy and Procedure Example 1
- Outreach Referral Policy and Procedure Example 2
- Outreach Referral Tool: Agenda Sample
- Outreach Referral Sponsorship Letter Template
- Referral Form
- Smoke Signals Practice Guide: Referral
Outreach
Outreach is the first step of the vocational rehabilitation process. Outreach involves providing information on project services and eligibility requirements in order to promote awareness and understanding of American Indian Vocational Rehabilitation Services within the community, particularly among referring agencies and potential applicants.
Outreach is a proactive, intentional effort to connect AIVRS goals and practices to the efforts of other organizations, groups, and individuals. Through outreach, AIVRS project staff help individuals and groups learn about accessing services.
Goals of Outreach
- Educate potential applicants.
- Increase community awareness of AIVRS project services.
- Connect with potential employers.
- Establish partnerships, community relationships, and support.
Examples of and Suggestions for Outreach Activities:
- Meet with Native organizations, social service agencies, medical businesses, educational institutions, job placement agencies, and local employers.
- Distribute project informational materials locally (e.g., community health agencies, other potential referral sources, disability services offices at local tribal colleges/universities).
- Participate in local events.
- Example of a community event flyer
- Example of a meeting agenda for a job fair
- Example of wording to use in setting up a meeting with an employer
- Examples of language to use in a project brochure
- Examples of policies and procedures associated with outreach and referral
- Example of an employer sponsorship form for participation in a job fair
Outreach Checklist:
- Create a listserv/list of contacts for potential referral sources.
- Schedule regular presentations or visits to potential referral sources.
- Prepare a referral packet/form to distribute to potential referral sources.
- Connect with local entities where individuals with disabilities may be represented.
- Create a community network team and schedule monthly meetings to share information about the AIVRS project and learn about other resources.
- Develop an end-of-event survey to be completed by attendees.
Referral
Referrals to VR services can be made by individuals, family members, or representatives from outside agencies, educational institutions, and organizations. Once individuals express an interest in VR services, they must be provided with sufficient information to determine whether or not to pursue services. The response from AIVRS project staff to a referral must be prompt and unbiased, according to established guidelines, policies, and procedures. It is best practice to respond to referrals within at least 21 days (although projects differ in response time depending on their policy and location). The process from referral to closure must be tracked and monitored. Keep in mind that there are variations in the referral process: for example, if a potential applicant calls the office directly, staff may complete the referral over the telephone. This document is intended to provide general guidelines and suggestions for activities and materials that may be needed to complete the referral process.
Goal of Referral:
Help eligible individuals begin the process of accessing VR services.
The VR counselor, in most cases, is responsible for ensuring that:
- Individuals and agency personnel are educated about the VR process and purpose.
- Eligibility requirements are clearly communicated to potential applicants and the personnel from referring entities.
- Appointments are made with individuals who have been referred for services, typically within 21 days from receipt of the referral.
- A positive and productive relationship is established with the applicant.
- An appointment to attend either a group or individual orientation meeting is made for the applicant. Best practice is to send a letter to the applicant with the appointment date/time/location, as well as a list of any documents the applicant should bring in order to determine eligibility.
Examples of Relevant Activities:
- Create a schedule of orientation dates, times, and locations.
- Create a letter or email to schedule a meeting for orientation services (a reusable template is recommended).
Referral Checklist:
- Create a referral form, or use the form developed by AIVRTTAC, for self-referral and referrals from outside agencies, institutions, and organizations.
- Create a list of documents that referred individuals should bring to their first appointment (orientation and/or intake) in order to determine eligibility.
- Create a Release of Information form for applicants to review and sign so that appropriate medical, psychiatric, or educational information can be legally requested by the AIVRS project.
- Develop a method to track referrals.
- For more information, see Smoke Signals: Practice Guides for Referral.
- Check the RSA regulations related to the referral process by clicking here.
