The following frequently asked questions are organized by content area.
QUESTION. What is Job Development and what does it look like in different areas?
ANSWER.
- there isn’t enough bandwidth for them to have these separate positions (VR counselor, TVR counselor, Rehab Tech)
- spending time on the road
- basically familiarizing myself with all of the different types of businesses that are available in the geographic area that I serve
- keep a spreadsheet if you will, of different types of businesses. If it’s food service, then they’ll all fall under the Food Service category, if they’re manufacturing, then develop all under that category, or construction
- I have some information about what the name of the business is, what their address is, what their phone number is, and who the contact person is, when I do have a consumer come in and they voice and interest in a specific area, then I can begin to talk to them about who is in the area
- I am developing relationships
- finding out what the need of that employer is. Match with potential employee with those job skills
AIVRTTAC: Career development is the process of self-knowledge, exploration, and decision-making that shapes a person’s career. It requires successfully navigating occupational options to choose and train for jobs that suit one’s personality, skills, and interests.
Question. What is the difference between Job Development and Job Placement?
ANSWER.
- helping the consumer fill that position like we talked about before- after you’ve already kind of developed information about who the employer is and what their needs are
- if they have an opening, then our goal is to try to help the consumer fit into that opening, but also help the consumer understand what the employer’s needs are
- help the employer understand what special accommodations might be necessary for that consumer to at least fill the essential functions of that job
- it’s just trying to create that relationship between the consumer and the employer in a way that’s going to benefit them both
- it’s actually trying to get the consumer into whatever that position is going to be. For example once you’ve kind of looked at income. Is there going to be enough income? Are there gonna be benefits? So forth and so on
- from the training materials, the actual definition of that is the process of self-knowledge, exploration, and decision making that shapes a person’s career choices
- it also requires successfully navigating occupational options to choose and train for jobs that suit the individual’s personality skills and interest. So you’re really doing that actual exploration part of job development
AIVRTTAC: Job Placement is a variety of activities conducted by the VR Counselor that initiates and maintains ongoing personal contacts with a variety of business and industry representatives and job placement/training agencies in order to promote programs for participant placement. The VR Counselor makes contact with potential employers; explains the benefits and employment support services available to employers, including addressing employers’ special needs; and searches for job leads utilizing newspapers, agencies, and other resources.
QUESTION. How does the consumer justify or show that they have the experience to fill those positions?
ANSWER.
- don’t put someone who isn’t interested in the job because they won’t invest, and won’t stay in the position
- I use interest inventories to capture this information so they are invested in the job and we can support them through the successful outcome
- I have one student starting the Google IT certificate online through coursera (online). They have job placement to help students get online jobs in IT
- in terms of development on the post secondary coaching side. We want students to use front door first services, so that may begin with bridging that gap between the student and the college’s career services advisor
- they can learn about the resources that the institution has that can help them get connected with employers and internship opportunities
- if you’re working with an individual that is not a student, you want to connect them with some resources like maybe a career development center or a workforce development center
- look for some of those resources that are free
- you know, job development and that’s the one thing that we were struggling with ourselves, especially with Covid. It’s usually about getting out to our communities for us
- but it takes a $3,000 plane ticket and a 5-day trip minimum to really get into a community and get connected with employers face to face and so we’ve been trying to do some of this distance
- with travels opening up, all my stuff’s been out traveling and we’re trying to get back out there in the communities
- focus on being out in the community, in the field, face to face
AIVRTTAC: By matching job skills or transferrable skills to the employer’s needs and making sure that that match is also addressing the participant’s employment goals, returning to the principles of the “great eight” the participant’s unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice. Also by encouraging the participant to describe themselves by their job qualifications and to articulate and demonstrate how you can perform the essential functions of the job
QUESTION. What resources do you, as a VR Specialist, use for assessments?
ANSWER.
- Assessments comprehensive assessments. WOWI
- ONET
- Interest inventories
- Personality tests / interest surveys/ assessments
- Well I turn to TERO so TERO itself has assessments and has relationships with other employers that I don’t have
- I have my bridge with TERO and then as far as my out of mode of people. I mean there’s always some good backyard mechanics that just never had the chance
- We talk. I talked to some of our established dealerships like 4 dealerships, kia dealerships, subaru chevy and create a bond with those guys to format into internship/OJT. and as long as they understand that and I’m not doing this alone
- I partner with my state reps my IDVR guys. I bring them in, I bring them all to the table. It’s like I said, putting your feet to the ground getting face to face
AIVRTTAC: By using many online resources such as JAN, the O*NET, Department of Labor’s online labor market surveys for consumers, or available inter-tribal resources such as IHS agencies, for evaluations and assessments. Career Exploration and Interest Inventories are great ways to assess career possibilities and match skills.
QUESTION. What can we do when consumers have burned certain bridges with employers?
ANSWER.
- if a person shows you that they are not ready to accept fault, if they make excuses, and if they are not showing they are willing- then they are not ready for this
- give clear instructions, give help, but be sure the person is willing to take those next steps
- help a person become self-sustaining, not just ‘find a job’
- when it comes to informed choice, we have to remember ‘what is realistic?’
- the employers also need to give some leniency as well
AIVRTTAC: We must be realistic with participants about their employment goals, how their work skills and work history will drive their future opportunities. By addressing past concerns and including a compact that includes counseling and guidance to improve future activity and behaviors that heal previous negative relationships.
QUESTION. Do you need a MOU?/Is there an MOU you have with specific companies talking about just getting training and not getting employed?
ANSWER.
- the way our OJT is written, the consumer HAS to be employed at the end of the training.
- some of the OJT don’t have to be hired at the end of the experience, but it is considered work experience
- you should have something backed up in your policy with clear cut written in your policy manuals
- you need to address in MOU or contract how you will address hiring at the end of training so that companies do not take advantage of you for free labor
- be real with the people that you serve. Be honorable back
AIVRTTAC: The purpose of the AIVRS Program Memorandum of Understanding is to establish a formalized partnership with the state Vocational Rehabilitation Agency. The MOU is jointly developed between the two VR agencies with the goal to establish and implement collaborative strategies and identify the roles and responsibilities of the AIVRS Program and the state VR Agency to serve American Indians/Alaska Natives with disabilities to prepare for gainful employment. If you are partnering with your local state VR agency, it is important to spell out in writing which agency is responsible for what when working together to provide services to an individual with a disability.
QUESTION. What happens when your assessment says one thing, but the participant can’t return to the field your assessment assigns them to?
ANSWER.
- identify other job titles similar to what you are looking for. Find ONET, in the top right corner, type a job title
- on the bottom there will be a list with a bunch of other jobs similar to that title
- just have a conversation with that person: what is it about X that you like? He wanted to be a nurse, so we put him in some nursing courses, but we found out that what he wanted was to wear scrubs and work in a hospital. He wore scrubs, worked in a hospital, but worked in dietary management
- do some investigatory work- WHY did the person become interested in that line of work. It will give you direction, though it may not have to be THAT specific job
- when I see things that don’t match up with Wowi and the participant, that means there needs to be more discussion
- the work culture fit or interest is still in one area- find out what it is: pay, people, or something else. Basically have further discussion with the people
- what are the transferable skills, interests, and focus on other areas that align with those
- ONET is great, more assessments- personality assessments or otherwise
- explore a lot of different avenues
AIVRTTAC: It is important when creating a job development and placement plan to integrate information gathered into a comprehensive rehab plan; that relays information in an understandable manner. At any time the participant feels that their career goals are not addressed in the plan, a redirected effort towards additional career exploration should be implemented.
QUESTION. Does an AIVRS program have to establish an advisory Committee?
ANSWER. No, it does not. An AIVRS program may establish an advisory committee and define its membership, roles, and responsibilities, but it is not a requirement.
QUESTION. Can an advisory committee tell an AIVRS program how to manage their program?
ANSWER. No, an advisory committee cannot manage a program. An advisory committee is just that…. advisory. The committee provides guidance not specific direction for the program. The committee can be dissolved if the committee does not follow these guidelines.
QUESTION. Can an AIVRS program close a case due to the use of vulgar and offensive language?
ANSWER. It depends. If the person has a mental health counselor, maybe the TVR staff can collaborate with the counselor to identify ways to help the consumer control his/her behavior. Is this an isolated incident or is this a habit? Is this someone with a mental disability/illness or emotional problems dealing with their physical disabilities?
It would be good to have the program director take over this case and determine what should happen. AIVRS staff should not be in an abusive environment, and it is up to the director to maintain a safe working atmosphere. Difficult cases are part of the VR process and identifying ways to collaborate with difficult consumers is essential. Do not close the case too quickly. It may be that the program’s policies and procedures need to be updated to reflect situations like this.
QUESTION. What can the AIVRS program do when a consumer is not responding to a staff member’s request to meet and provide documentation of employment to close the case successfully?
ANSWER. This is a controversial question as it takes on different flavors according to each AIVRS program or administrator.
- It is recommended that you obtain an ROI (release of information) to talk to the employer when the consumer becomes employed. This makes contact with the employer easier if the consumer does not maintain contact with the AIVRS program. If you do not have an ROI in place, it is important to use confidentiality guidelines to determine your actions. Unless a program has a signed ROI document allowing the program to talk with the employer, it will be difficult to acquire a copy of the pay stub or gain employment information.
- Some AIVRS programs have a staff member go to the work site to visit the consumer and request a meeting to do the case closure.
- Another option would be to share information (with the consumer and/or the employer) about the program’s need to verify successful consumer employment. This information should be shared during applicant orientation and intake and throughout the consumer’s program participation.
QUESTION. When are release of information (ROI) forms needed during the TVR process?
ANSWER. ROIs are needed anytime consumer information is requested or released to anyone anywhere. More specifically, for each consumer, you need an ROI for EVERY location with which the consumer is involved. “Blanket” ROIs are not allowed. (A blanket ROI is when a program puts a consumer’s name on the form and then says something like “For any information on the consumer from any facility in this organization.”) The Federal regulations require specific ROIs when requesting or releasing specific information.
QUESTION. Does the TVR counselor need prior consent from the consumer to contact the employer?
ANSWER. Yes, they do.
QUESTION. What are post-employment services (PES)?
ANSWER. PES are provided after a case file is closed successfully and when necessary for an individual to maintain, regain, or advance in employment consistent with the individual’s strengths, resources, priorities, concerns, abilities, capabilities, and interests. The goal of PES is for the individual to attain self-sufficiency on the job as quickly as possible.
QUESTION. What is the time frame for PES?
ANSWER. PES, under best practices, is provided within 12-months of case closure.
QUESTION. What conditions must be met in order to provide PES to maintain, regain, or advance in employment?
ANSWER. First, the individual must have achieved an employment outcome after tribal vocational rehabilitation (TVR) services were provided. Second, additional TVR services need to be required as a result of the person’s disability limiting his/her ability to maintain, regain, or advance in employment. Third, services must be limited in scope and duration. The provision of PES cannot involve a complex or comprehensive rehabilitation effort. Long term, extensive, multiple services require a new eligibility determination.
QUESTION. When can PES be provided to advance in employment?
ANSWER. There are three possible scenarios as follows.
- The existing employment is no longer consistent with the individual’s strengths, resources, priorities, concerns, abilities, capabilities, and interests.
- The individual’s disability and resulting functional limitations are an impediment to advancement and prevent opportunities for advancement to a higher level of employment without TVR support.
- The individual does not have access to other resources or comparable benefits to advance in employment, such as employer sponsored training or financial aid. The need for financial support alone, unrelated to the impediments imposed by the individual’s disability, is not sufficient reason for TVR to provide PES to advance in employment.
QUESTION. What is the scope of services for PES?
ANSWER. Counseling and guidance are as essential during the PES period as they are during other phases of the vocational rehabilitation process and should be the core service provided. PES may include any vocational rehabilitation services which are not complex or comprehensive, but which are necessary to assist the individual in maintaining, regaining, or advancing in employment. A new determination of eligibility is not required, and PES are provided under an amendment to the original IPE. Support services such as maintenance, transportation, and personal assistance services can only be provided in conjunction with a primary vocational rehabilitation service. All services provided under PES are subject to the same policies that applied before an employment outcome was achieved.
QUESTION. What if a consumer wants PES and it appears that this process will be complex and comprehensive.
ANSWER. The case would need to be re-opened. The provision of PES cannot involve a complex or comprehensive rehabilitation effort. Long term, extensive, multiple services require opening the case and completing a new eligibility determination.
QUESTION. What if the AIVRS program has purchased items for the consumer and their case does not close successfully?
ANSWER. AIVRS Directors or Program Managers should review every TVR case that is closed unsuccessfully to establish the status of equipment/supplies purchased for the consumer. The AIVRS program may decide not to seek recovery of equipment/supplies that
- Cost less than $200;
- Are over four years old;
- Consist of single-site licensed software; and/or
- Are used to manage a primary or secondary disability, such as glucometers, hearing aids, or other personal devices.
It is best practice for the AIVRS program to have a policy in place for recovery of supplies and equipment when a case closes unsuccessfully.
QUESTION. What types of documentation are necessary for a successful closure?
ANSWER. The AIVRS program should establish a case closure process not only for successful closures but also for unsuccessful closures. This might include a closure visit with the TVR counselor, a consumer satisfaction survey given to the consumer at case closure, a letter mailed to the consumer that highlights the case closure along with a copy of a Client Assistance Program (CAP) brochure, and information on the AIVRS program appeals process. A copy of the paycheck is no longer necessary for case closure because AIVRS programs no longer are required to track wages for consumers at 3 months, 6 months, and 1 year after case closure. Generally, when you are collaborating with a consumer and just about to close his/her case, communication is critical to gather information to document in the case notes. When communication is lacking, gathering information will always be difficult.
QUESTION. What are the necessary types of documentation required to successfully close a case for a consumer in self-employment?
ANSWER. To close a case successful in self-employment, the main criteria is that the business is operating successfully. No specific amount of earnings or number of hours worked per week are required under the Rehabilitation Act. These criteria are established through the IPE process on a case-by-case basis. TVR counselors will establish goals with the individual and monitor success throughout the rehabilitative process. The following list includes criteria that the counselor can use to determine when a successful self-employment outcome has been achieved.
- VR services under the individual’s IPE have contributed to the achievement of the self-employment outcome.
- The self-employment outcome is consistent with the individual’s strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice.
- The self-employment outcome is in the most integrated setting possible.
- The individual has maintained the outcome for a period of at least 90 days for a Self-Employment Plan IPE (in some cases the goal is 150 days or up to 180 days).
- The individual and the rehabilitation counselor consider the self-employment outcome to be satisfactory and agree that the individual is performing well in the business.