Secondary Transitional Experience Program Manual

Helping Families. Supporting Communities. Empowering Individuals.

SECONDARY TRANSITIONAL EXPERIENCE PROGRAM MANUAL

ILLINOIS DEPARTMENT OF HUMAN SERVICES

DIVISION OF REHABILITATION SERVICES

MISSION

The mission of the Illinois Department of Human Services, Division of Rehabilitation Services, is to assist individuals with disabilities in achieving their goals of employment, education, and independent living.

VISION

Improving the independence of our customers is our only reason for existing. We realize that the skills and abilities of our front line staff are the keys to our success. Embracing, listening to, and collaborating with our community partners will sustain our success.

DHS/DRS will be a customer-driven organization, with all major decisions based on the needs of our customers. Our staff will be informed and valued, pursuing lifelong learning and striving to improve their professional skills. We will create an environment where customers and staff work in partnership, where customers enjoy working with staff, and where staff looks forward to coming to work. Finally, we envision an agency where customers feel confident that their goals will be reached.

VALUES

  • We value DHS/DRS as a workplace that promotes, supports, recognizes, and invests in the importance of having a culturally diverse staff with the skills and knowledge to respectfully provide services to all our customers in a qualitative manner.
  • We value equal participation in society by persons with disabilities.
  • We value situations in which the individual gets needed services.
  • We value an accessible environment.
  • We value being responsive to the needs and concerns of customers.
  • We value the right of all customers to choose services that enable them to work and live independently in their communities.
  • We value community integrating and the customer's right to live in the least restrictive environment.
  • We value lifelong learning for our staff and are committed to providing necessary training to improve their professional skills.
  • We value staff who are creative, well-trained, efficient, and knowledgeable about disability and developing careers for customers and the use of assistive technology.

INTRODUCTION TO MANUAL

This Policy and Procedures Manual is a living document by DHS/DRS with contribution from School Partners who serve as members of the Statewide Secondary Transitional Experience Program Advisory Council. As a living document this manual has the capacity to change as rehabilitation issues change. As changes occur, the Community Resources Unit and the Statewide STEP Advisory Council will forward all changes to the Director for final approval.

March 19, 2013

PROGRAM DESCRIPTION

Secondary Transitional Experience Program (STEP) is an evaluation, training, and employment program that prepares students with disabilities for transition to employment and optimum community participation during and after high school.

To promote this emphasis, DHS/DRS have established the following Guiding Principles and goals for all S.T.E.P. providers:

  • Vocational skills development in integrated, employer paid, community-based training experiences utilizing on-the-job evaluation, on-the-job training and job coaching which may extend beyond hours of a school day.
  • Training experiences for students in integrated community-based training/work sites.
  • Customized services that are responsive to the individual support needs and learning styles of students and include linkages to education, other agencies and adult services.
  • Compliance with all state and federal Department of Labor (DOL) regulations. Compliance information for state and federal labor regulations may be found at www.state.il.us/agency/idol and at www.dol.gov .

PROGRAM COMPONENTS AND DEFINITIONS

Work-Related Class - Classroom instruction usually conducted within the school setting that includes, but is not limited to, career exploration, job seeking skills, job placement skills, resume writing and job applications, interviewing skills or vocational training classes.

Job Shadowing - A method of learning about a job by spending time with a person who is working in that career. Students learn the realities of a job by walking through the day as a shadow of a competent worker. Provides opportunities for students to see if he/she has the ability to perform essential job functions with or without accommodation, to ask questions, to observe some job tasks, and to evaluate whether he/she likes the job based on first-hand observations.

Independent Living Skills Training - Classroom or community-based instruction beyond that received in a Work Related Class. Typically provides training in skill areas other than vocational development that students will need to function independently within the community. Skill areas may include, but are not limited to, use of public transportation, meal preparation, money management, household management, and self-advocacy.

On-Campus OJE/OJT - Experience in any school setting, closely supervised. Often a student's first training experience, used to identify vocational strengths, and to develop appropriate work behaviors and skills in preparation for community placements.

Community On-The-Job Evaluation/Training (OJE/OJT) - A training experience to evaluate student's aptitudes and abilities, work speed, work skills, ability to learn, quality of work performed and work behaviors. Used to develop basic job skills that would lead to employment and is utilized until the student is able to perform most or all of the job required job tasks in a timely manner.

Employer Paid - Work experience that is competitive, integrated and fully employer funded with no subsidy from any source.

Job Coaching - On-the-job support provided by school personnel to ensure that students with severe disabilities have access to paid, competitive, integrated training experiences in the community with the opportunity to promote development of natural supports.

Other - Specify any other specialized programming or services provider is offering that supports the student's vocational development and successful transition to employment and community living.

Transition Students (from School to Work) - A community based rehabilitation program is often an appropriate venue to serve students transitioning from school to work.

Students can be served by both the school and a community rehabilitation provider during their final year per counselor's approval. Students can only appear on one group billing at a time. Students must first be removed from the school STEP Work Verification Sheet before they can be reported on the Community Rehabilitation Program (CRP) Group Billing. Students should remain on the STEP Flow Chart. An Individualized Plan for Employment (IPE) and Notification of Services (NOS) are required prior to CRP services being initiated.

PROVIDER RESPONSIBILITIES/ASSURANCES

  • Ensure program accessibility to all students with a documented disabilities that includes:
    • opportunities to work, with or without individualized supports, in real competitive jobs in the community prior to school exit, and
    • 10-15 hours of work experience for each student per calendar week approved by the STEP Counselor/Transition Specialist (TS), that earns credit towards graduation requirements
  • Identify potential STEP participants for DHS/DRS referrals
    • NOTE: STEP services should be considered not only for students with an IEP, but also students with a 504 plan or a documented disability that constitutes a barrier to employment.
  • Inform parents and students of the availability of STEP and DHS/DRS services, and of their rights and responsibilities in transition planning.
  • Complete online referral to DHS/DRS. Submit necessary documentation to the DHS/DRS Counselor to determine student eligibility for services and approve participation in STEP at time of referral. This shall include at a minimum:
  • Social security number
  • DRS Consent for Services
  • Most recent Individualized Education Program (IEP) or 504 Plan
  • Existing medical, most recent psychological, record reviews, and social history if available
  • Develop an IEP and participate in the development of the Individualized Plan for Employment (IPE). A copy of students' most recent IEP must be sent annually to the DHS/DRS Counselor while student is in STEP.
  • Invite DHS/DRS Counselor/TS to annual IEP staffing at least ten (10) days in advance.
  • Secure training sites that are compatible with students' strengths and interests and complete the worksite form online. Involve STEP Counselor/Transition Specialist in any decisions that would alter previously agreed upon STEP programming for individual students, including placement in or removal from training or work sites.
  • Obtain appropriate wage compensation for STEP students in accordance with state and federal labor laws.
  • Provide adequate program supervision and personnel to carry out the contracted program of services.
  • Complete yearly STEP application packet for submission to the Transition Advisor.
  • Submit monthly for payment the STEP Training/Work Verification sheets, time sheets, match reports, flow charts and student evaluations as specified in this Manual in a timely and accurate manner.
  • Comply with all provisions as specified within the agreement.
  • Encourage active participation on local Transition Planning Committee(s).
  • Maintain all records six (6) years including the current year.

DHS/DRS RESPONSIBILITIES/ASSURANCES

  • Provide staff to serve as liaison to STEP who determines eligibility for DHS/DRS services. Duties include, but are not limited to, the following:
  • Provide input into agreement and program development.
  • Process referrals for STEP participation and notify school of service eligibility date and DHS/DRS case number(s).
  • Approve and monitor all worksite agreements.
  • Receive, review and approve all STEP documentation (including timesheets, billings, flow charts and student evaluations). Counselor or Transition Specialist will initial their students on the group billing prior to submission to their office supervisor. Office supervisors will then review, sign the billing and submit to the Transition Advisor.
  • Document contact with student at least quarterly. May include annual student reviews, work site visits, and classroom visits.
  • Develop the IPE at least annually and participate in the development of the students IEP. In addition, if special education services are being provided, a copy of student's most recent IEP must be obtained annually to assure ongoing compatibility between student's educational programming and DHS/DRS' services.
  • STEP Counselor/Transition Specialist must be involved in any decisions that would alter previously agreed upon STEP programming for individual students, including placement in or removal from training and/or work sites.
  • Transition Planning Committee (TPC) attendance.
  • Maintain all records for six (6) years including current year.
  • Provide Transition Advisor to serve as project officer to STEP. Duties include, but are not limited to, the following:
  • Provide technical assistance and support in operational procedures.
    • Review, approve and submit to the DHS/DRS Program Administrator the STEP application packet after submission by provider.
    • Monitor and evaluate contract performance and recommend remediation if needed.
    • Participate in TPC activities when possible.
    • Conduct on-site program reviews every 3 years or as needed.
    • Review, process and request payments to providers based on submission of monthly STEP Training/Work Verification sheet and Flow Chart when required.
    • Review, approve and submit to Fiscal Unit the STEP Match Report.

DHS/DRS CASE MANAGEMENT GUIDELINES

For many students, STEP will be a multi-year program of services that will serve many purposes. As such, case management and status movement decisions need to be responsive to the individual needs and circumstances of each student.

Initially, STEP services may typically reflect those that are necessary to complete the certification of eligibility. Since STEP services are provided in conjunction with a student's educational program, it is important the DHS/DRS' services are compatible with his/her IEP. For this reason, a copy of the student's most recent IEP must be obtained annually while the student is in STEP. Review of the DHS/DRS' case file for a STEP student should clearly show a relationship between the student's IEP and the services that are being provided to the student, regardless of whether the student is completing his/her comprehensive assessment, or is in planned status.

It's important to note that a case must be in certified or plan status in order for work hours and days to apply toward a STEP outcome or paid service.

Prior to May 1 of each year an IPE must be written in order to initiate planned services. This movement from certified status to a planned status will ensure that plans and goals have been developed, linkages for community supports have been addressed, and services necessary for a successful transition are in place. A plan must be developed or amended every year a student participates in STEP.

As a general rule, the determining factors in case management and status movement decisions regarding closure of STEP cases should be no different than those of any other customers. These decisions must be based on individual needs and circumstances and should not be confused with, or driven by, programmatic issues such as those that are unique to STEP.

Transition/STEP cases may be closed as a successful outcome when an IPE has been developed, the student has exited high school and customers have employment stability a minimum of 90 days.

ABOUT AGREEMENTS

Annually, DHS/DRS will establish the amount of funds to be set aside for STEP based on the availability of state and federal dollars. Agreement proposals originate with the provider and are endorsed by the Transition Advisor based on need and past performance, and must identify local matching funds as part of the application and total agreement amount (not required of non-third party/private programs). Following the Secretary's approval, agreements are issued and distributed by the DHS Office of Contract Administration.

TYPES OF AGREEMENTS

The following agreement options are available to both third-party and non-third party providers whose programs offer a full array of services as described in the Program Description section of this Manual.

STEP MENU - Provides payment to providers based on services provided to students as specified within the agreement.

STEP PERFORMANCE - Based on services offered to students (BASE), and by achieving outcomes (PERFORMANCE). The final payment is based on the level of performance achieved during the agreement period.

STEP PERFORMANCE DEFINITIONS:

Performance Outcome is defined as:

 Competitive, integrated, unsubsidized community-based work for 240 hours and a  minimum of 60 work days.

In addition, the following information is provided for purposes of clarification:

"Competitive" means employment in the community which provides an individual at least minimum wage reimbursement and, if applicable, fringe benefits, i.e., vacation, sick leave, etc.

"Integrated" - Integration occurs when a person with a disability works alongside coworkers who are not disabled or has frequent interaction with the general public as a result of his/her job duties. Integration in work sites where groups of persons with disabilities work together may exist as long as the group consists of eight persons or less.

"Unsubsidized" - Wages are paid in full by the employer - there are no wage reimbursements from any source, i.e., DHS/DRS, WIA, etc.

STEP PERFORMANCE GUIDELINES

Multiple placements can be used to achieve outcomes. Placements do not have to be consecutive, as long as all other criteria apply, i.e., competitive, integrated, unsubsidized, etc.

Holiday, evening, weekend, and summer work schedules can be used to achieve the outcome, as long as the same level of supervision is provided by the Provider that existed during the regular Monday-Friday STEP program. Supervision is generally provided by the Pre-vocational Coordinator, but other Provider personnel may be assigned. STEP Counselors and Transition Specialists, however, may not be assigned to provide program supervision.

Ideally students will work 2 or more hours per work day.

If a student is unable to work 2 hours or more per day due to their disability a minimum of 1 hour per day is allowed. For students in this category, an outcome credit may be obtained with 120 hours and a minimum of 60 days.

The STEP Counselor/Transition Specialist must document any circumstances that would affect a student's ability to fully participate in 2-3 hours of STEP services per day with a goal of increased program participation.

Work can be with or without supports, i.e., job-coaching.

Only one outcome credit per student per contract period. This does allow for the possibility of more than one outcome credit on the same student when served during different contract periods, as long as all other criteria are met. It also allows for a carry-over of days from one contract period to the next contract period to count towards an outcome credit, as long as all other criteria are met. The burden of proof for outcome credits lies with the Provider and will be documented by the STEP Work/Verification sheet, student time sheets and Flow Chart. The STEP Counselor/Transition Specialist is responsible for approving STEP outcomes.

Providers can claim outcome credits for students who transfer into a program if they can verify that the Performance Outcome criteria have been met. The burden of proof lies with the Provider wishing to claim the outcome credit.

PROGRAM EVALUATION / AGREEMENT MONITORING

Program review, evaluation, and monitoring should be an ongoing process that serves multiple purposes. For DHS/DRS, it assures agreement compliance and quality services based on the Guiding Principles that are the cornerstone of this program. For providers, it provides an opportunity to discuss program needs, future plans, and creative action to further improve and expand services. These opportunities for review and discussion are often through informal contact such as phone calls for problem solving and technical support, in-service meetings with program staff and formal documentation.

The PROJECT OFFICER'S MONITORING REPORT meets DRS' contract monitoring requirements, and is completed by the Transition Advisor at the end of the agreement period.

The on-site review meets DHS contract monitoring requirements and is completed by the Transition Advisor once every three years.

RESOLUTION OF DIFFERENCES

Agreement disputes shall be resolved between DHS/DRS local office staff and the Provider. If disputes cannot be resolved at this level, the Provider or DHS/DRS Supervisor shall submit in writing to the Community Resources Administrator.

The Administrator of Community Resources will be the final level of the appeal and will render a written decision within ten working days. Copies of the final decision will be sent to the Provider, Rehabilitation Services Supervisor, and the Transition Advisor.

AMENDMENTS AND MODIFICATIONS

An agreement change may be initiated by either DHS/DRS or the provider, but can only occur with an amendment or modification that has been authorized by the Transition Advisor.

For agreement changes involving only an increase or reduction in match, a modification must be completed when match will be increased or reduced by at least $2,000 or 10%, whichever is greater. As a general rule, any amendment that increases DHS/DRS funds should result in increased student outcomes or services.

AMENDMENT 

An amendment is required to increase or decrease contract amounts, add a line item or change the scope or deliverables of a contract. Effective on the date of the DHS/DRS Director's letter of approval or signed amendment from the DHS Secretary. All amendments MUST be requested prior to April 1.

MODIFICATION/AUTHORITY

 If the changes in existing budget line item amounts total less than 10% of DHS funding amount, a modification may be completed.

Changes MUST be within the limits of the modification authority and requested prior to June 1.

PROVIDERS NOTE:

All amendments MUST be requested prior to April 1.

Modifications MUST be requested prior to June 1 of the agreement period.

GENERAL INFORMATION

The following information is critical to ensure timely payments and program operations:

? Training/Work Verification Sheets are to be completed on a monthly basis. Match expenditure reports are submitted at least quarterly.

? Incomplete, inaccurate forms required for payment will result in delayed payments.

? Non-compliance with Provider Responsibilities/Assurances may result in suspension of payments until DHS/DRS is satisfied that compliance concerns have been addressed.

? Final reconciliation must be completed and submitted to the Transition Advisor at the end of the school year.

? Flow Charts are required quarterly for Menu Programs and twice a year for Performance Contracts.

Paperwork - Gotta Have It! Who Gets What When

Document What Is It? Who Gets It? When Do They Send It?
OJE/OJT Work Site Form Describes Student's Work site, Supervisor, Job Title, Job Duties, and Work Schedule as well as information re: wages and who is paying Automatically generated through WebCM to STEP Counselor or Transition Specialist before start of any job
Student Evaluations Quarterly Evaluation completed by work site supervisor STEP Counselor or Transition Specialist due each quarterly grading period
Student Time Sheets Document that details the dates and hours student worked. Can be an employer generated document, student kept calendar, Pre-voc generated document Automatically generated through WebCM to STEP Counselor or Transition Specialist by the 15th of the following month
STEP Training/ Work Verification Sheet Monthly report of students who worked that month. Used to track program participants, hours worked, status and performance contract information. STEP Counselor or Transition Specialist, then Supervisor, then Transition Advisor, then Contract Unit by the 15th of the following month
Quarterly Match Report Identifies the cost of the school personnel involved in STEP for the time they are released to do it. STEP Counselor or Transition Specialist, then Transition Advisor, then Fiscal Unit by the 15th of the month following end of quarter so Oct, January, April and July 15th
Flow Chart Identifies all the students who have been involved in STEP during the contract year and the services and programs in which they have been involved. Also, outcomes, terminations and anticipated need for SEP. STEP Counselor or Transition Specialist, then Supervisors, then Transition Advisor After the end of each semester for performance contracts and quarterly for menu contracts
Reconciliation Shows amount of contract, outcomes or services provided, total DHS payments received and money owed to provider or DHS, if any Transition Advisor, then to Contract Unit At the end of the school year

Schedule of Due Dates & Reminders

Date Reminders
July 1 Assure new contract has been received prior to providing services.
July 15

June STEP Training/Work Verification Sheet (final billing) due

4th quarter Match Expenditure Report

End of Year Flow Chart Due

August 15 July STEP Training/Work Verification Sheet due
September 15 August STEP Training/Work Verification sheet due
October 15

September STEP Training/Work Verification Sheet Due

1st quarter Match Expenditure Report due

October 30 1st quarter flow chart for menu contracts due
November 15

Reminder -Student Progress Reports due to STEP Counselors or Transition Specialists at end of grading period.

October STEP Training/Work Verification Sheet Due

December 15 November STEP Training/Work Verification Sheet Due
January 15

Reminder - Student Progress Reports due at end of grading period

December STEP Training/Work Verification Sheet Due

2nd Quarter Match Expenditure Report

1st Semester Flow Chart due following end of semester

February 15 January STEP Training/Work Verification Sheet Due
March 15

Reminder - Student Progress Reports due to STEP Counselors or Transition Specialists at end of grading period.

February STEP Training/Work Verification Sheet Due

April 1 Final day for contract amendments
April 15

March STEP Training/Work Verification Sheet Due

3rd quarter Match Expenditure Report

April 30 3rd quarter flow chart for menu/rate based contracts due
May 15 April STEP Training/Work Verification Sheet Due
June 15

Reminder - Student Progress Reports due to STEP Counselors or Transition Specialists at end of grading period.

May STEP Training/Work Verification Sheet Due

RULES & REGULATIONS FOR STUDENT LEARNER

TRAINING MEMORANDUM

Responsibilities of the Student Learner:

  • The student learner will keep regular attendance, both in school and on the job, and cannot work on any school day that he/she fails to attend school; he/she will notify the school and employer if unable to report.
  • The student's OJE/OJT funds will be terminated if he/she does not remain in school.
  • The student will show honesty, punctuality, courtesy, a cooperative attitude, proper health and grooming habits, good dress, and a willingness to learn.
  • The student will consult the teacher-coordinator about any difficulties arising at the training site.
  • The student will conform to the rules and regulations of the training site.
  • The student will furnish the teacher-coordinator with all necessary information and complete all necessary reports.

Responsibilities of the Parent(s):

  • The parent(s) will encourage the student to effectively carry out duties and responsibilities.
  • The parent(s) will share the responsibilities for the conduct of the student while training in the program.
  • The parent(s) will be responsible for the safety and conduct of the student while traveling to and from the school, the training site and home.

Responsibilities of the Training Sponsor/Employer:

  • The training sponsor/employer will endeavor to employ the student for at least the minimum number of hours each day and each week for the entire agreed upon training period.
  • The training sponsor/employer will adhere to all federal and state regulations regarding employment, child labor laws, minimum wages and other applicable regulations.
  • The training sponsor/employer will see that the student is not allowed to remain in any one operation, job, or phase of the occupation beyond the period of time where such experience is of educational value.
  • The training sponsor/employer will consult the teacher-coordinator about any difficulties arising at the training site and before any student trainee is terminated.
  • The training sponsor/employer will provide experiences that will contribute to the attainment of the student's career objective.
  • The training sponsor/employer will assist in evaluating the student.
  • The training sponsor/employer will provide time for consultation with the teacher-coordinator concerning the student.
  • The training sponsor/employer will provide instructional material and occupational guidance for the student as needed and available.

Responsibilities of the School:

  • The school administration will employ and retain a qualified teacher-coordinator.
  • The school administration will allow the teacher-coordinator sufficient time to provide the related instruction and to carry on necessary coordination activities.

Responsibilities of the Teacher-Coordinator:

  • The teacher-coordinator will coordinate related classroom instruction and on-the-job training to improve job performance and to better prepare the student for his/her occupational career objective.
  • The teacher-coordinator will see that the necessary related classroom instruction is provided.
  • The teacher-coordinator will make periodic visits as necessary to the training site to observe the student and consult with the employer or training sponsor.
  • The teacher-coordinator will assist in evaluation of the student.

This agreement may be terminated by mutual consent of the training sponsor and the teacher-coordinator.

It is understood the parties participating in this agreement will not discriminate in employment opportunities on the basis of race, religion, color, sex, or national origin.


Student DateTraining Sponsor/Employer  Date


Parent DateTeacher-Coordinator  Date

State of Illinois

Department of Human Services

Division of Rehabilitation Services

Consent for Services

I hereby give consent (permission) for ______________________________ to receive and

participate in vocational rehabilitation services that will lead to employment.


(Parent of Guardian Signature)


(Date)

IL488-2458 (01/03)