Introduction

This manual is updated periodically and is subject to change in response to policy/rules changes to better serve our shared customers.

This manual provides programmatic procedures, responsibilities, and guidance to Illinois Department of Human Services- Division of Rehabilitation Services (IDHS-DRS) and Providers. Information contained in this manual is an extension of the contract and must be followed to remain in compliance. Manual Updated: July 1, 2025

Mission

IDHS-DRS is the state's lead agency serving individuals with disabilities. IDHS-DRS works in partnership with people with disabilities and their families to assist them in making informed choices to achieve full community participation through employment, education, and independent living opportunities.

Vision

Improving the independence of our customers is the only reason for existing. We realize that the skills and the 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.

IDHS-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 IDHS-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 people with disabilities.
  • We value situations in which the individual with a disability receives needed services.
  • We value an environment that provides comprehensive accessibility to individuals.
  • We value being responsive to the needs and concerns of our customers.
  • We value the right of all customers to choose the services that enable them to work and live independently in their communities.
  • We value community integration and the customer's right to live in the least restrictive environment.
  • We value lifelong learning for our staff and are committed to providing the necessary training to improve their professional skills.
  • We value staff who are creative, well trained, efficient, and knowledgeable about disabilities and developing careers for customers, and the use of assistive technology.

Definitions

Following is a listing of terms used throughout the Program Manual.

Case Closure - IDHS-DRS counselor must inform CRP at time of case closure in writing using the Notification of Services (NOS) noting the cancellation date. There must be an active Individualized Plan for Employment (IPE) and NOS in place to close the case successfully.

Client Assistance Program (CAP) - IDHS-DRS and CRP's that provide services to individuals with disabilities shall advise said individuals (or parents, family members, guardians, advocates, or authorized representatives of the individual) of the availability and purpose of the Client Assistance Program (CAP) at Equip for Equality, including information on means of seeking assistance under said program. CAP may be reached multiple ways; www.equipforequality.org/cap; 855-ILCAP-25 (855-452-2725) (Voice/Relay); 800-610-2779 (TTY); and by email cap@equipforequality.org

CAP helps people with disabilities receive quality services by advocating for their interests and helping them identify resources, understand procedures, resolve problems, and protect their rights in the rehabilitation process. CRP's should inform customers of a preferred mode of communication. CAP's website is https://www.dhs.state.il.us/page.aspx?item=37637

Community Rehabilitation Program (CRP) - Within the context of this procedure manual, a CRP, hereafter referred to as Provider. Vocational rehabilitation services are provided to individuals with disabilities, to enable individuals to maximize opportunities for employment including:

  • Assessments and evaluation of job readiness, specialized training, career development services, trial work, and pre-employment skills.
  • Employment preferences, job seeking skills, job placement and retention services.
  • Psycho-social rehabilitation; and
  • Supported Employment services and extended services.

Competitive Employment Outcome - Means work that is performed on a full-time or part-time basis (including self-employment) and for which the customer is compensated with the customary wage and level of benefits, but not less than minimum wage and

  • Is not less than customary rate paid by the employer for the same or similar work performed by other employees who are not individuals with disabilities in similar occupations.
  • In the case of an individual who is self-employed, yields an income that is comparable to the income received by other individuals who are not individuals with disabilities and who are self-employed in similar tasks.
  • Is eligible for level of benefits provided to other employees.
  • Is in a location in the community where the individual with a disability interacts with individuals who are not individuals with disabilities.
  • Presents, as appropriate, opportunities for advancement that are like those for other employees who are not individuals with disabilities with similar positions.

Customized Employment - which is part of Supported Employment, is defined in 34 CFR §?361.5(c)(11) as:

  • Competitive integrated employment, for an individual with a significant disability that is:
    • Based on an individualized determination of the unique strengths, needs, and interests of the individual with a significant disability;
    • Designed to meet the specific abilities of the individual with a significant disability and the business needs of the employer; and
    • Carried out through flexible strategies, such as
  • Job exploration by the individual; and
  • Working with an employer to facilitate placement, including:
    • Customizing a job description based on current employer needs or on previously unidentified and unmet employer needs;
    • Developing a set of job duties, a work schedule and job arrangement, and specifics of supervision (including performance evaluation and review), and determining a job location;
    • Using a professional representative chosen by the individual, or if elected self-representation, to work with an employer to facilitate placement; and
    • Providing services and support at the job location.

Competitive Integrated Employment- means work that is performed on a full-time or part-time basis (including self-employment) and for which the customer is compensated with the customary wage and level of benefits, but not less than minimum wage, is eligible for the level of benefits offered to other employees, is in an integrated area where the employee interacts with individuals that do not have a disability, and there is an opportunity for advancement.

Customer - a person who has requested, been referred for, is receiving, or has received any IDHS-DRS services, including a student at an IDHS-DRS school. Any individual who has been referred to IDHS-DRS or is receiving any IDHS-DRS services as outlined on the Individualized Plan for Employment (IPE).

Employment Outcome - Means full- or part-time employment in competitive integrated employment or supported employment.

Group Billing Sheet- Billing sheet submitted monthly by the Provider.

IDHS-DRS Rehabilitation Counselor - For the purposes of this manual, hereafter referred to as IDHS-DRS counselor. Designated staff that maintains an assigned caseload and operates and administers the State vocational rehabilitation services program in accordance with the provisions of the State plan, the Rehabilitation Act, and regulations established by the U.S. Department of Education.

IDHS-DRS Rehabilitation Services Supervisor or Designee - For the purposes of this manual, hereafter referred to as IDHS-DRS supervisor. The individual designated to coordinate the day-to-day functions between a specific CRP and their local IDHS-DRS office.

IDHS-DRS Contract Advisor -IDHS-DRS staff member, under Transition and Community Rehabilitation Services (TCRS), who is designated as the official contact person and liaison with the CRP. They assist with the development and management of contracts, provide technical assistance to both the CRP and IDHS-DRS, and monitor all aspects of the contract.

Individualized Plan for Employment (IPE) - A plan developed between the IDHS-DRS counselor and the customer that identifies a vocational goal and services to be provided.

Individual Plan for Placement (IPP) - This is known by many different names depending on the CRP. A plan developed between the CRP and the customer to identify a vocational goal, that is consistent with the IDHS-DRS vocational goal, and to identify services that will be provided to the customer.

Notification of Services (NOS) - This form will be completed by the IDHS-DRS counselor and sent with the referral information and the IPE to the CRP within 10 working days of the referral and updated at least annually.

Referral - Consists minimally of an individual's name, address, reported disability, counselor name, counselor district number, customers' DRS case number, age, sex, date of referral, reason for referral and must be in writing. There must be a release of information (ROI) if the customer is under 18 or has a legal guardian. The referral will be furnished on the most current IDHS-DRS form. The IDHS-DRS referral should be specific regarding what services are being requested (i.e. supported employment, job placement services, job retention services etc.). IDHS-DRS and the provider will respond to referrals from each other within thirty (30) calendar days evidenced by IDHS-DRS and CRP documentation which can be received by email, fax, or phone consultation. The provider response will include the potential for acceptance of the customer into program services, the projected date of admission, and other appropriate information.

The basis of any referral must be the determination of eligibility. Per Federal Regulations (34 CFR 361.5), a customer must meet the following IDHS-DRS eligibility requirements to be accepted into any IDHS-DRS' program:

Customer should meet all the following:

  • Have a physical or mental impairment that constitutes or results in a substantial impediment to employment;
  • Require vocational rehabilitation (VR) services to prepare for, secure, retain, or regain competitive integrated employment consistent with the customer's goals; and
  • Will benefit from VR services in terms of employment outcome.

Staffing - Will be held at minimum every eight weeks beginning at the time of the referral to a CRP and will continue throughout the life of the case. Staffing will include the customer, IDHS-DRS staff, CRP staff, and others designated by the customer. The staffing can be held in-person, telephonically, or electronically. The CRP is responsible for completing and sending the staffing report to the IDHS-DRS counselor after obtaining the customer's signature. The IDHS-DRS counselor then signs the report and sends it back to the CRP.

Documentation of the staffing, including signatures of those who were in attendance will be kept in the IDHS-DRS and CRP customer files. Documentation of the staffing will be entered into WebCM by IDHS-DRS staff. This will include persons in attendance, customer progress, CRP involvement, and what services will be continued. If additional services are needed by the customer, the IDHS-DRS Counselor must approve prior to services being provided. The purpose of the staffing is to determine customer progress toward vocational goals and to determine if services are to continue with the CRP.

Due to the eight-week staffing timeline beginning with the Referral to the CRP for placement services, it is possible under the Milestone contract, for the Assessment and Plan, a 15-day, and a 45-day Milestone to be achieved prior to the first eight-week timeframe. In those instances, the billing may be approved without a staffing, with all required documentation submitted for that Milestone.

Supported Employment - Competitive integrated employment, including customized employment; or employment in an integrated work setting in which an individual with a most significant disability, including a youth with a most significant disability, is working on a short - term basis toward competitive integrated employment. Employment that is individualized and customized, consistent with the individual's unique strengths, abilities, interests, and informed choice, including ongoing support services for individuals with the most significant disabilities.

Support Reduction Schedule - Supported employment is designed to provide needed supports to individuals with most significant disabilities to enable them to achieve competitive integrated employment. It is important for providers to follow a plan for gradual reduction of supports to evaluate the individual's capacity for independent functioning on the job and to help the individual adjust to a lower level of support. A formal support reduction schedule is not a contract requirement but the concept of gradually reducing support should inform provider decision making throughout the supported employment process.

Student with a Disability - A student with a disability in Illinois is defined as one who will be at least 14 and not older than 21 years of age or fall under Public Act 102-0172 which extends eligibility to the end of the regular school year for students whose 22nd birthday falls within a regular school term. The individual must be in a secondary education program and must be eligible for and receiving special education or related services under Part B of the Individuals with Disabilities Education Act (IDEA) or is a student who is an individual with a disability for purposes of section 504 of the Federal Register.

Transition - Is a coordinated set activities for students or youth with disabilities, and outreach to and engagement of parents or, as appropriate, the representative of students or youth with disabilities.

Youth with a Disability - Is an individual who is not younger than 14 years of age and not older than 24 years of age.