Community Rehabilitation Program (CRP) Manual - FY24

Mission

Illinois Department of Human Services (IDHS) Division of Rehabilitation Services (DRS) is the state's lead agency serving individuals with disabilities. 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.

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.

Introduction to the Manual

• This manual is updated periodically and is subject to change in response to policy/rules changes to better serve our shared customers.
• Manual Updated: July 1, 2023
  

Applicable Rules

Provider will comply with all applicable federal, state and local rules and statutes including, but not limited to, the following:

STATE STATUTES

20 ILCS 2405/ Rehabilitation of Persons with Disabilities Act.

20 ILCS 2407/ Disabilities Services Act of 2003.

20 ILCS 2410/ Bureau for the Blind Act.

FEDERAL LAWS

Public Law 113-128 Workforce Innovation and Opportunity Act.pdf

42 USC 7 Social Security Act

GENERAL DIVISION RULES

PART 505 CONFIDENTIALITY OF INFORMATION

PART 510 APPEALS AND HEARINGS

PART 511 GRANTS AND GRANT FUNDS RECOVERY

PART 515 ADVISORY COUNCILS

PART 520 AUTHORIZATIONS

PART 525 GRANTS AND CONTRACTS

PART 527 RECOVERY OF MISSPENT FUNDS

PART 545 RATEMAKING

PART 546 PUBLIC USE OF DHS-ORS FACILITIES

Vocational Rehabilitation & Related Programs

Federal Regulations

Code of Federal Regulation Title 34, Subtitle B, Chapter III, Part 361 - State Vocational Rehabilitation Services Program Section 361.1 to Section 361.89

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title34/34cfr361_main_02.tpl

Code of Federal Regulation Title 34, Part 363 - The State Supported Employment Services Program Section 363.1 to Section 363.56

https://www.ecfr.gov/current/title-34/subtitle-B/chapter-III/part-363

State Rules

PART 521 PROGRAM DEFINITIONS

PART 530 CRITERIA FOR THE EVALUATION OF PROGRAMS OF SERVICES IN COMMUNITY REHABILITATION AGENCIES

PART 552 REFERRAL FOR VR SERVICES

PART 553 ASSESSMENT FOR DETERMINING ELIGIBILITY AND REHABILITATION NEEDS

PART 557 APPLICATION

PART 562 CUSTOMER FINANCIAL PARTICIPATION

PART 567 COMPARABLE BENEFITS

PART 572 INDIVIDUALIZED PLAN FOR EMPLOYMENT (IPE)

PART 590 SERVICES

PART 595 CLOSURE OF A REHABILITATION CASE

PART 640 PROJECTS WITH INDUSTRY

PART 650 VENDING FACILITY PROGRAM FOR THE BLIND

PART 730 ILLINOIS CENTER FOR REHABILITATION AND EDUCATION/COMMUNITY RESIDENTIAL SERVICES FOR THE BLIND AND VISUALLY IMPAIRED

PART 890 TELECOMMUNICATION DEVICES FOR THE HEARING IMPAIRED

Program Standards

Accessibility - IDHS-DRS require compliance with the Americans with Disabilities Act of 1990 (ADA). All programs offered by the CRP must be accessible to all individuals with disabilities, and the provider must be in compliance with applicable requirements of the ADA Standards for Accessible Design (https://www.ada.gov/regs2010/2010ADAStandards/2010ADAstandards.htm), the Illinois Accessibility Code https://cdb.illinois.gov/business/codes/illinoisaccessibilitycode.html , and the Illinois Information Technology Accessibility Act http://dhs.illinois.gov/iitaa.

Accreditation - Per IDHS-DRS rule 89 Ill. Adm. Code Part 530, any Community Rehabilitation Program (CPR) doing business with IDHS-DRS must meet and maintain national accreditation standards for all programs and services identified in the contractual agreement.

All Providers with outcomes/successful placements identified in their contracts must have accredited placement programs. This applies to Providers holding the following contracts: Customized Employment, Intern Program, Job Retention and Support, Milestone, and Supported Employment Program. The Community Rehabilitation Program must submit a copy of the most recent national accreditation survey report to the Transition and Community Rehabilitation Services (TCRS) Unit, or other designated Unit, within 30 days of receipt.

Programs that are not accredited must meet IDHS/DRS standards as defined in 89 Ill. Admin. Code 530. An initial Rule 530 Survey is required to be conducted by TCRS to determine eligibility for a placement contract. Upon certification under the Rule 530 Survey, the following standards may only be applied in these specific circumstances:

• To a new Community Rehabilitation Program, defined as one from which IDHS/DRS has not previously purchased outcomes/successful placement services, or
• To a Community Rehabilitation Program from which IDHS/DRS purchases less than $20,000 in total outcomes/successful placement services annually, or
• For a new program/service added to a Provider's contract that includes outcomes/successful placement services.

Such Community Rehabilitation Programs must meet national accreditation standards within a three-year period of the first year the amount of outcomes/successful placement services purchased by IDHS/DRS is $20,000 or more annually.

IDHS-DRS Approved Accreditation Bodies:

• The Commission on Accreditation of Rehabilitation facilities (CARF),
• The Association for Education & Rehabilitation (AER),
• The Joint Commission (TJC),
• The Council on Accreditation (COA),
• The Council on Quality and Leadership (CQL)

Fiscal and Administrative Standards -

• The CRP will keep the following for a minimum of 5 years (current year plus 4):
  • Signed copies of all forms and billings,
  • Notification of Services,
  • Individual Plan for Employment (IPE)
  • IPP or Provider Service Plan,
  • Progress Notes,
  • Invoice Vouchers, including C-13 Invoice Vouchers, and
  • All such records required by the executed contract or agreement referenced herein.
• Provider will submit, for cases selected by DRS, records that are sufficient to document the wages and earnings of the individuals achieving an employment outcome. Wage records include copies of a paycheck, paycheck stub, pay warrant, or other record approved by DRS. Wage records will be submitted to the local DRS office, the Contract Advisor, and DRS Quality Assurance no later than 30 days after the request by DRS.
• Records of payments made to individuals for transportation and/or maintenance when authorized by IDHS-DRS. Such records must include a signed cash receipt or canceled check for each payment.
• For Individual Placement and Support [IPS] Providers - Must demonstrate participation in the Fidelity Review Process and show evidence of receiving a minimum score of 75. IPS is an evidence-based practice based on a 25-item fidelity scale and the following practice principles: Focus on Competitive Employment; Eligibility Based on Client Choice; Integration of Rehabilitation and Mental Health Services; Attention to Client preferences; Personalized Benefits Counseling; Rapid Job search; Systematic job and Employer Relationship Development; and Time-Unlimited and Individualized Support.
• Obtain appropriate wage compensation for customers in accordance with state and federal labor laws.
• Provide adequate program supervision and personnel to carry out the contracted program of services.
• Submit billings as specified in this manual by the 5th working day of the month.
• Encourage active participation on local Transition Planning Committee(s).
• Complete and submit the Final Reconciliation to Contract Advisor.
• Download, sign, and return all contractual pages for initial and amendment to Office of Contract Administration, OCA (DHS.DHSOCA@illinois.gov) and Contract Advisor.

Referral

The Provider referral will be furnished on the most current provider form. If the customer is under the age of 18 or has a legal guardian, a Release of Information (ROI) must accompany the referral. DRS and the provider will respond to referrals from the other in writing within thirty calendar days. The DRS response will include whether the customer has been accepted into DRS program. If DRS does not respond within the thirty days, the CRP should contact the office supervisor with concerns. If not satisfied at that point, the CRP should contact the Regional Assistant Bureau Chief (ABC) within fifteen days. The purpose of any referral is to determine eligibility.

Safety

The provider must maintain an active safety program to assure that all buildings and programs operated by the provider are safe to all individuals. Safety policies and procedures must be in compliance with the National Standards (I. Physical Facilities, Health and Safety) or 89 IL Admin Code 530.140. Community - based sites must also meet the individual's environmental and safety needs.

Telecommunication and Interpreter Compliance

All agreements which utilize sign language interpreter(s) except schools serving K-12 must adhere to the interpreters for the Deaf Licensure Act of 2007 (225 ILCS443). The Licenses held

by interpreters indicate in which environments they are able to interpret. For specifics, please email: DHS.DRSSDHH@illinois.gov

Licenses are issued by the Illinois Deaf and Hard of Hearing Commission. A listing of licensed interpreters can be found at: https://idhhc.illinois.gov/licensure/directoryhome.html

The CRP is expected to secure an appropriately licensed interpreter for meetings with CRP staff and for job interviews arranged for DRS customers. DRS will reimburse the CRP for the interpreter expenses in full.

The CRP is expected to pay the sign language interpreter for his or her services. A copy of the interpreter's billing sheet must be submitted to the local office within 10 business days after the date the service is provided. A delay in providing this documentation to the Local DRS Office within 10 business days may or may not result in a decision not to provide reimbursement to the CRP.

Definitions

Case Closure - 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) - 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 provides vocational rehabilitation services to individuals with disabilities, to enable those 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 similar to 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 a DRS school. Any individual who has been referred to DRS or is receiving any DRS services as outlined on the Individualized Plan for Employment (IPE).

DRS Rehabilitation Counselor - For the purposes of this manual, hereafter referred to as 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.

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

DRS Contract Advisor - For the purposes of this manual, hereafter referred to as Contract Advisor. DRS staff member who is designated as the official contact person with the CRP. They assist with the development of contracts, provide technical assistance to both the CRP and DRS, and monitor all aspects of the contract.

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. Will include a roster of all customers being served under each contract type, submitted with billing.

Individualized Plan for Employment (IPE) - A plan developed between the 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 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 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 ROI if the customer is under 18 or has a legal guardian. The referral will be furnished on the most current DRS form. The DRS referral should be specific regarding what services are being requested (i.e. supported employment, job placement services, job retention services etc.). DRS and the provider will respond to referrals from each other within thirty (30) calendar days evidenced by 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 DRS eligibility requirements to be accepted into any 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.

Staffings - Will be held at minimum every eight weeks beginning at the time of the referral to a CRP, and will include the customer, 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 DRS counselor after obtaining the customer's signature. The 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 DRS and CRP customer files. Documentation of the staffing will be entered into WebCM by 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 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 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, based on the following documentation: a progress note indicating level of job stability and progress on the job.

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: An individual with a disability in secondary, postsecondary, or other recognized education program:

• Who is not younger than the earliest age for the provision of transition services under section 614(d)(1)(A)(i)(VIII) of the Individuals with Disabilities Education Act (20 U.S.C. 1414(d)(1)(A)(i)(VIII0 o If the State involved elects to use a lower minimum age for receipt of pre-employment
• Transition services under this Act, is not younger than that minimum age
• Is not older than 21 years of age or if the State law provides for a higher maximum age for receipt of services under the Individuals with Disabilities Education Act, is not older than that maximum age
• Is eligible for, and receiving special education or related services under Part B of the Individuals with Disabilities Act or: o 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.

Programmatic Reminders-

• Services below are paid at an hourly rate and are not under a contract. Validation of services is required prior to payment authorization.
  • Job Retention Cases- Are those in which the customer is employed at the time of referral. The customer needs support to maintain this employment. A Job Retention Case Summary will be written by the counselor and approved by the RSS and case noted in WebCM. Customers participating in the Job Retention and Support Milestone contracts are excluded.
  • Post-Employment Cases- Are those in which the customer needs further services after the successful closure of the case. This is often discussed prior to case closure. Documentation and a new IPE are required to be developed.
  • Short-term job coaching for customers not participating in a job placement contract.
• Providers will claim only one outcome per customer no more than once every 12 months. For example, if a 15-day Milestone was claimed in March 2023, then another 15 day could not be claimed until March 2024, etc.
• Milestone Contract Reminders-
  • Job coaching is included in the contractual payment. If the customer is participating under the Milestone contract, job coaching cannot be paid as an additional service.
  • If the customer requires more intensive services, they can be moved into SEP under the following criteria:
• The customer is certified as Most Significant
• The determination must be made no later than the 45th day of work. If the customer has been employed longer, they are not eligible to switch to the SEP contract.
• SEP Contract Reminder-
  • A Customer CANNOT be moved from time-limited SEP into Milestone contract within the same case.

Evaluation services available prior to referral for job placement with a CRP

The traditional use of vocational evaluation may not be appropriate for all individuals and, as such, the value of standard vocational evaluation and/or situational assessment should be assessed and determined by the DRS Counselor on a case-by-case basis.

The goal of an evaluation should be to provide for a comfortable transition and an optimal fit with the program and the community environment. When appropriate for the individual's needs, a community employment assessment may be provided.

• Functional Vocational Assessment - assists the individual with a limited survey of his/her vocational interests and abilities based on local curriculum and DRS Counselor request.
• Vocational Evaluation & Psycho-Social Evaluation - assists the customer with either an assessment of his/her ability to function in a single area (i.e. clerical) or a broad-based assessment of individual interests and abilities utilizing a variety of tests, work samples, and situational assessments. The goal of the vocational assessment is to assist the customer in developing vocational goals by identifying rehabilitation challenges and strategies to address them, and by making recommendations about job categories, specific jobs, and ways to obtain the skills necessary to achieve employment. A psycho-social evaluation may also include intensive counseling and case management in support of clinical services to assist the customer.
• Community - Based Work Assessment - assists the customer through observation in a community work setting, by assessing his/her work skills, work habits and attitudes, social and personal characteristics, vocational interests, employment preferences, family support, and other needs as determined by the rehabilitation team. This can include an On-the-Job Evaluation (OJE) or On-the-Job Training (OJT). The customer will be paid either minimum or commensurate wage based on the prevailing wages paid by the employer, and/or CRP, and/or DRS.

Following the evaluation, if the customer is determined to be able to benefit from job placement services, the same CRP that completed the evaluation cannot bill for services under a Milestone, SEP, or Customized Employment contract as the assessment is included in the services provided within those contracts.

If the customer is referred to the same CRP for job placement services, the voucher will be cancelled for the evaluation prior to being able to bill for placement services.

If the customer is determined not able to benefit from job placement services, the CRP may accept the payment for the evaluation.

Community Based Employment Services and Contract Descriptions

DRS continues its emphasis on providing community-based programming which will lead to more competitive integrated community employment. DRS may purchase any of the following services for persons with significant to most significant disabilities from CRP's.

Competitive Employment Services - Is competitive integrated employment in the community which pays the employee minimum wage or a wage commensurate with the prevailing wage in the locality and applicable fringe benefits.

The following services which lead to competitive integrated employment can only be authorized by the DRS counselor, upon his/her approval of the customer's IPE and completion of the NOS. These are available for provision under all job placement contracts. Services provided generally include the following:

Verification - Successful outcomes are determined by the DRS counselor and are based on the customer's achievement of the vocational goal as identified on the IPE. The customer must demonstrate stability on the job and meet the criteria under each contract for successful closure. There must be a current and active IPE and NOS for the Provider claiming the placement.

• Successful outcomes will be reported monthly on the billing for verification by the appropriate DRS supervisor and counselor for verification.
• Providers will claim only one outcome per customer no more than once every 12 months.
• Under the following circumstances, the provider will not receive full payment:
  • No reported activity such as intake, documented counseling sessions, job development, job counseling, job placement and support, or staffings. All written services should be documented by provider to DRS.
  • No documented communication made by provider to DRS.
  • DRS counselor has documentation demonstrating DRS counselor has provided more placement services than the provider.
  • No current IPE and NOS.

Customers being hired by a CRP- Two Part Approval Process

This approval must occur PRIOR to the start of employment.

DRS will not pay a CRP for any milestones related to employment in a job that does not meet the criteria of competitive integrated employment. The burden of proof is on the CRP to demonstrate that any job affiliated with the CRP, or a related organization meets those criteria. Approval of any job as meeting the criteria of competitive integrated employment is solely at the discretion of DRS.

Further, DRS may decline to fund services leading to any position where the CRP received substantial funds from another government entity for the training and placement services leading to the job. This can include employment sponsored by the Illinois State Use program or the Ability One program, or any other program where hiring is largely limited to persons with disabilities and where the CRP receives funding to support training and placement of individuals with disabilities. Each position will be independently reviewed by DRS to determine if it meets the criteria of competitive integrated employment. The burden of proof is on the CRP to demonstrate that any such position meets the criterion of "typically found in the community" as specified by WIOA.

The purpose of this process is to evaluate the nature of the job placement and determine whether it meets the criteria for "competitive integrated employment" as defined in the Federal Work Innovation and Opportunity Act and is consistent with the guidelines provided in Rehabilitation Services Administration Technical Assistance Circular TAC-06-01.

Approval Process:

Employment Review Request Form (ERR)-

The CRP will discuss the position with the DRS counselor PRIOR to the employment placement and complete the ERR Form, located on the IDHS website. This is to be completed each time a CRP intends to serve an individual with a disability under an employment contract with the DRS and subsequently become the employer of that individual or arrange to have the individual employed by a business affiliated with the CRP.

The DRS counselor will review the ERR Form after the CRP has signed it and sent to DRS.

Competitive Integrated Employment Evaluation (CIE) Form-

After review of the ERR, a DRS Representative will visit the work location and complete the CIE Form. The CIE form only needs to be completed once for each type of position and not for each individual seeking employment. The employment approved will be valid for one year.

Both the ERR and CIE forms will be signed at the local office level and then sent to the Regional ABC, who will approve. It will then be sent to TCRS to maintain approved and unapproved sites internally.

Both the ERR and the CIE forms must be completed and approved by the Regional ABC before the CRP can receive funding for the provision of services leading to employment by the CRP or for claiming an employment outcome for hiring the individual. The ABC's signature date begins the count for employment outcomes.

CONTRACT INFORMATION AND DESCRIPTIONS-Customized Employment and Supported Employment Contract Information-

Both Customized Employment and Supported Employment Program (SEP) contracts follow DRS Administrative Rules (89 Illinois Administrative Code, Section 521). As such, the following information pertains to both contracts.

The following requirements have been established for VR services:

• VR customers receiving customized and supported employment services may not be placed into any job that pays less than the minimum wage. (See definitions below)
• Any IPE including customized and supported employment must not be written for a period longer than twelve months.
• All customized and supported employment services are suggested to have a support reduction schedule in place to allow the customer to achieve competitive, integrated employment with natural supports.
• Only individuals determined to have a most significant disability and who meet the four additional criteria may receive customized and supported employment services. (See definitions below)
• Individuals with a substantial employment history may not typically receive customized or supported employment services without change in functional limitations or other justifiable causes. Customer must be able to meet all SEP criteria to be eligible (see definitions below). Customized and supported employment services may be provided to a customer for no more than 24 months, unless there are special circumstances which require additional time to achieve an employment outcome. The DRS counselor must write a case note describing the special circumstances and the DRS supervisor must enter a case note approving the extension of services. (See definitions below).

Definitions Relating to Supported Employment in DRS Administrative Rules (89 Illinois Administrative Code Section 521)

"Supported Employment" means competitive employment in an integrated setting with ongoing support services for customers with the most significant disabilities:

Individuals with the most significant disabilities, including youth with the most significant disabilities, for whom -

• Competitive integrated employment has not historically occurred; or intermittent; and
• Intensive supported employment services and extended services are needed in order to perform the work involved, because of the nature and severity of their disability. (Section 7(38) of the Act and 361.5(c) (53 and 363.1 (b))
• A State may provide supported employment services to any individual who -
  • Has been determined eligible for vocational rehabilitation services;
  • Is an individual with a most significant disability; and
  • Has had supported employment identified as the appropriate employment outcome based on a comprehensive assessment of rehabilitation needs and an evaluation of rehabilitation, career and job needs. (Section 605 of the Act and 363.3)

"Supported Employment Services" means ongoing services needed to support and maintain an individual with the most significant disability in supported employment. These services are based upon the customers need for support.

"Time-limited Services", in the context of supported employment services, means services that are provided for a period of no more than 24 months in accordance with a support reduction schedule and based upon the customers need for support. Under special circumstances this time period may be extended with the agreement of the customer, the counselor, Supervisor, and the Regional ABC when an extension is needed to achieve the employment outcome.

Short-Term Basis

In the definition of supported employment, short-term basis is described as follows: For purposes of supported employment, an individual with a most significant disability, for whom supported employment in an integrated setting does not satisfy the criteria of a competitive integrated employment, as defined in 34 CFR 361.5( c)(9), is considered to be working on a short-term basis toward competitive integrated employment so long as the individual can reasonably anticipate achieving competitive integrated employment -

• Within six months of achieving a supported employment outcome; or,
• In limited circumstances, within a period not to exceed 12 months from the achievement of the supported employment outcome, if a longer period is necessary based on the needs of the individual, and the individual has demonstrated progress toward competitive earnings based on information contained in the service record. (Section 7*38) of the ACT and 363.1 ( c)) The six-month short-term basis period, and the additional six months that may be available in limited circumstances, begins after an individual has completed up to 24 months of supported employment services (unless a longer period of time is necessary based upon the individual's needs) and the individual has achieved a supported employment outcome, meaning that the individual is stable in the supported employment placement for a minimum period of 90 days following the transition to extended services. At this point, the individual has achieved a supported employment outcome in accordance with the criteria set forth in 363.54.
  • Section 604(b)(2) of the ACT, as amended by WIOA, mandates that the VR agency make available extended services for youth with the most significant disabilities for a period not to exceed four years.
  • The ACT defines "youth with a disability" in section 7(42) as an individual with a disability who is not younger than 14 years of age, and not older than 24 years of age.
  • This new requirement is implemented in the definition of "extended services" in 361.5©(19) (v) and is an authorized service in 363.4(a)(2) for a period of time not to exceed 4 years or until such time that a youth reaches the age of 25 and no longer meets the definition of a youth with a disability under 34 CFR 361.5(c)(58), whichever occurs first.
  • Although the VR agency must discontinue funding extended services once a youth reaches age 25, it should explore the availability of funding from other sources.

A State may use Supported Employment program or VR funds to provide extended services only to youth with the most significant disabilities; it may not use either source of funding to provide extended services to individuals with the most significant disabilities who are not youth. (Sections 604(b)(1) of the ACT and 363.4(b)). This will not be included in the Supported Employment Contracts but will be handled out of the local office funds.

Continued Support Option (CSO)-Available to open customers in Customized Employment or SEP after the completion of all Phases-

It is understood that some individuals will require continued support after completion of all phases. These individuals will be able to benefit from the Continued Support Option (CSO). Services provided under the CSO are paid from the office allocation using a voucher rather than under the contract. The rationale for this method is that the amount of time required for any individual participating in the CSO is unknown and variable from person to person.

CSO services are paid based on the hours of ongoing support services provided to the individual during the preceding month. The number of hours cannot be greater than the number of hours the customer worked during the month. The provider must provide documentation of the hours of work and the hours of support provided to the customer. The provider will submit a bill to the DRS field office each month the individual maintains employment and continues to require ongoing support services.

Under federal regulations Supported Employment is limited in time, to up to 24 months of support on the job, except in special circumstances. The CSO services are therefore limited to the remainder of the 24 months of support on the job, after the contract Phases. An extension must be justified by the DRS counselor and approved by the DRS supervisor based on a description of the exceptional circumstances relating to the customer.

The rate for the CSO will be $39.50 statewide.

Closure of the Customized Employment and SEP Cases

In order to successfully close a Customized Employment or SEP case, there can be no Vocational Rehabilitation funding spent on the case for a minimum of 90 days prior to case closure. The case is to remain open for those 90 days to ensure that no additional supports are needed by the customer. If during this time further supports are needed, then the IPE can be written to include the CSO.

The service record of an individual who has achieved an employment outcome in supported employment will be closed in accordance with Section 34 CFR 363.55. Separate requirements are specified for different scenarios, depending on whether individuals with the most significant disabilities, including youth with the most significant disabilities, achieve competitive integrated employment or work toward the competitive integrated employment on a short-term basis and whether they are receiving extended services and any other VR services from the VR agency or from other service providers.

• Achieves competitive integrated employment within the short-term basis period established pursuant to Section 34 CFR 363.1(C); and
• Satisfies the requirements for case closure in Section 34 CRF 361.56; and
• Is no longer receiving vocational rehabilitation services provided by the VR agency with funds under 34 CFR 361. If an individual does not achieve competitive integrated employment within the short-term basis period, the service record will be closed
• The individual no longer meets age requirements established in the definition of a youth with a disability; or
• Has received extended services for a period of four years; or
• Has transitioned to extended services provided with funds other than those allotted under the VR or Supported Employment programs prior to meeting the age or time restrictions; and
• Satisfies the requirements for case closure in 34 CFR 361.56. Is no longer receiving any other vocational rehabilitation service from the VR agency provided with VR program funds. If a youth does not achieve competitive integrated employment within the short-term basis period, the service record will be closed.

Customized Employment Contract Information and Pricing:

Customized Employment is designed to meet the unmet needs of the employers, that also match with the skills and interests of the individual. This includes job creation, self-employment, and a business within a business. This must be consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice.

Provider will have at least one certified customized employment specialist through either Mark Gold and Associates (MG) or Griffin Hammis (GH) on their team in order to have a contract and provide services.

There are two distinct sections, Customized Employment and Supported Employment. Since this is a statewide program, assistance is provided through a variety of methods, to individuals with most significant disabilities in maintaining competitive, integrated community employment. Competitive employment is integrated employment within the community which pays the Customer (employee) at least minimum wage or a wage commensurate to the prevailing wage for those individuals without a disability, applicable fringe benefits, and the opportunity for advancement.

Individuals are eligible for Customized Employment once they have been determined Most Significant, the Assessment has had all four questions marked YES, and a Supported Employment Individualized Plan for Employment has been completed by the DRS counselor.

Each phase is earned one time only per customer. Staffings between the customer, DRS, and CRP will occur every eight weeks. This will begin eight weeks after the referral for services and continue during the case.

The payment structure is based on the following 9 Phases- Rates as of 7/1/2023

Total value of all Phases is $13,450. Rates per Phases are listed below with the descriptions.

Customized Employment (includes Phases 1-3)

Phase 1- Discovery-$2,800: Determination of where and when the individual is at their best; understanding the impact of the disability, and to learn about the individual's interests, skills, and successful strategies that have worked well for them. It involves looking for information in a nonjudgmental, descriptive and optimistic manner.

Within this phase, information related to the individual's strengths are discovered. Review of their support, responsibilities, tasks, skills, residential history, community participation, visiting the individual at home, work, school, and identifying activities to participate in with the individual.

During this time, there will be a plan developed that shows a timeline, assignment of who will gather which piece of information and how this will be gathered, who will receive the information and who will make up the core team. The discovery plan will be shared and discussed by the provider with the individual and DRS and will be required to bill for this service.

Phase 2 - Assessment and Plan-$1,100: Development of a Provider plan based on information gathered in the Discovery Phase, to provide training, job development and placement services leading to employment. Provide an evaluation and an IPP for the customer in order to bill for services.

Phase 3 - Job Development and Placement- $1,600: This Phase may include job negotiations and/or job carving in order to best fit the individual with employment. Provision of training and supports necessary to achieve employment, which includes discussions with the employer. Customer must have obtained employment to be considered for payment on this Phase. After day one of employment, documentation of employment and a progress report detailing what services were provided to the customer must be submitted in order to bill.

Supported Employment (includes Phases 4-9)

Phase 4- Hire in competitive job-$2,250: Hiring of the individual by an employer in an ordinary or customized position. It is best case practice to hold a staffing at this time since the next four Phases occur at 8-week intervals, with all other criteria met. After day 5 of employment, this may be billed.

Phase 5 - First Staffing with continued employment (8 weeks after employment)-$1,750: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 6- Second staffing with continued employment (8 weeks following 1st Staffing)-$1,500: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 7- Third staffing with continued employment (8 weeks following 2nd staffing)-$1,000: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 8 -Fourth staffing with continued employment (8 weeks following 3rd staffing)-$750: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 9- Fifth staffing with continued employment (8 weeks following 4th staffing)-$700: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Supported Employment Program (SEP) Contract Information and Pricing -

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 with ongoing support services for individuals with the most significant disabilities. SEP consists of provision of time-limited services; a support reduction; and ensuring that all customers are paid at least the minimum wage for their work while receiving supported employment services. Supported Employment can last up to 24 months, but according to both RSA and DRS, the majority of the cases are closed successfully before the 24-month time period.

SEP payment structure based on the following 8 Phases- Rates as of 7/1/2023

Total value of all Phases is $10,650. Rates per Phases are listed below with the descriptions.

Training, Development and Placement (TDP), first section of the Employment Support Package of SEP (includes Phases 1 and 2)

Phase 1- Assessment and Plan-$1,100: Evaluation of the individual's abilities and capabilities for employment; develop a Provider plan to provide training, job development and placement services leading to employment. Provide an evaluation and an IPP for the customer in order to bill for services.

Phase 2- Job Development and Placement-$1,600: Provision of training and supports necessary to achieve employment; identification of prospective employers; contacting business to arrange placement. Customer must have obtained employment to be considered for payment on this Phase. After day one of employment, documentation of employment and a progress report detailing what services were provided to the customer must be submitted in order to bill.

Supported Employment, second section of the Employment Support Package of SEP (includes Phases 3-8)

Phase 3-Hire in competitive job-$1,000: Hiring of the individual by an employer in an ordinary or customized position. It is best case practice to hold a staffing at this time since the next four Phases occur at 8-week intervals, with all other criteria met. After day 5 of employment, this may be billed.

Phase 4- First Staffing with continued employment (8 weeks after employment)-$2,500: Staffing report that the individual has maintained employment with appropriate support. The staffing report at a minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 5- Second staffing with continued employment (8 weeks following 1st Staffing)-$1,750: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 6- Third staffing with continued employment (8 weeks following 2nd staffing)-$1,250: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 7- Fourth staffing with continued employment (8 weeks following 3rd staffing)-$750: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Phase 8- Fifth staffing with continued employment (8 weeks following 4th staffing)-$700: Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer must be submitted to bill.

Internship Program Contract Information and Pricing-

This contract is a unique, business-led work training program that takes place at the workplace. Included is at least one strategically designed internship that allows the customer to participate in career exploration and gain relevant job skills training within that setting. This program also provides real-life work experience, training in employability and self-advocacy skills to help make them successful in obtaining employment. The goal for each customer is competitive, integrated, community employment.

This contract is a collaboration between the host business, the Division of Rehabilitation Services, the customer, family, and the CRP. The customers complete either two ten-week internships or one ten-week internship at the host business and then seek competitive integrated employment. This contract is intended to service those customers that need more intensive training to obtain and maintain community employment. Staffings every eight weeks will occur.

Within this contract, there are two different tracks of available services. Track One is for those individuals that will require more extensive training before obtaining employment. They will complete two ten-week internships and then be assisted with obtaining and maintaining stable competitive integrated employment for 90 days.

Track Two is for individuals that are in need of improving work skills before finding employment, but do not need the extended internship. This will include one ten-week internship and then

they will be assisted with obtaining and maintaining stable competitive integrated employment for 90 days.

These tracks will need to be decided at the start of the participation as the individual is not able to move from Track One to Track Two in the middle of participation. This should be discussed with the DRS counselor and customer to determine what is best for the individual based on the customer's unique strengths, priorities, concerns, abilities, resources, capabilities, career interests, and informed choice.

The payment structure is based on the following 3 Services: Rates as of 7/1/2023

Total value of services under both Track One and Two are $7,424. Rates per service are listed below with the descriptions.

Track One:

1st Internship-$2,460: Paid after completion of the 1st internship. Staffings will occur every eight weeks. Staffing reports and completion of the internship must be submitted to bill.

2nd Internship-$2,460: Paid after completion of the 2nd internship. Staffings will occur every eight weeks. Staffing reports and completion of the internship must be submitted to bill.

Employment Outcome at 90 days-$2,504: Paid after 90 days, with competitive, integrated stable employment. Staffings will occur every eight weeks. Customer progress and stability information must be submitted to bill. Further documentation of employment may be sought by the local DRS office at this time.

Track Two:

1st Internship -$2.460: Paid after completion of the 1st internship. Staffings will occur every eight weeks. Staffing reports and completion of the internship must be submitted to bill.

Employment Outcome at 90 days- $4,964: Paid after 90 days, with competitive, integrated stable employment. Staffings will occur every eight weeks. Customer progress and stability information must be submitted to bill. Further documentation of employment may be sought by the local DRS office at this time.

Job Retention and Support Milestone Contract Information and Pricing:

There are two identified Providers under this contract type. The intent is to provide services and support to a specific job set and then job retention and support services to customers with various disabilities. Within the contract, there are very defined services available to be provided and individuals are not allowed to then enter a Milestone or SEP contract with the same provider.

Competitive, integrated employment within the community which pays the customer at least minimum wage or a wage commensurate to the prevailing wage and applicable fringe benefits is considered competitive employment. The goal for each customer is to reach job stability of at least 90 days of competitive employment.

Within this contract, support and job retention services are provided to the customer to maintain their job. The Provider also acts as the liaison to the employer in order to achieve a successful employment outcome.

Staffing will occur every eight weeks from the time of referral and will continue during the case.

The payment structure is based on the following 3 Milestones: Rates as of 7/1/2023

Total value of all Milestones is $3,712. Rates per Milestone are listed below with the descriptions.

15-day Milestone-$742: Paid after 15 days, with competitive, integrated stable employment. Employment/placement information, customer progress and stability information must be submitted to bill.

45-day Milestone-$1,114: Paid after 45 days, with competitive, integrated stable employment. Customer progress and stability information must be submitted to bill.

90-day Milestone-$1,856: Paid after 90 days, with competitive, integrated stable employment. Customer progress and stability information must be submitted to bill. Further documentation of employment may be sought by the local DRS office at this time.

Milestone Contract Information and Pricing:

This program assists customers with various disabilities in obtaining and maintaining competitive, integrated employment. The CRP utilizes a variety of services and support techniques to achieve the goal of 90 days of competitive, integrated stable employment.

Staffings between the customer, CRP, and IDHS-DRS will occur every eight weeks from the time of the referral.

The payment structure is based on the following 3 Milestones: Rates as of 7/1/2023

Total value of all Milestones is $7,424. Rates per Milestone are listed below with the descriptions.

15-day Milestone-$1,484: Paid after 15 days, with competitive, integrated stable employment. Employment/placement information, customer progress and stability information must be submitted to bill.

45-day Milestone-$2228: Paid after 45 days, with competitive, integrated stable employment. Customer progress and stability information must be submitted to bill.

90-day Milestone- $3712: Paid after 90 days, with competitive, integrated stable employment. Customer progress and stability information must be submitted to bill. Further documentation of employment may be sought by the local DRS office at this time.

Included under the Milestone contract, for qualified Individual Placement and Support Services (IPS) Providers, is the Job Stability Program option.

IPS providers follow the same payment structure as the Milestone contract, however, there is an additional option for support after the 90-day Milestone has been achieved and the case closed. The Job Stability Program (JSP) is designed for individuals with a serious mental illness who have achieved employment after receiving services from an agency that has a recognized IPS program. For these services to be an option, the IPS Provider will be in compliance according to the criteria in the Milestone contract, Exhibit A, the customer must be in post-employment and the IPS case indicator must be on WebCM.

The Job Stability Program-JSP Available for a 30-day payment and a 60-day payment.

• Considerations and pre-planning - The customer must have completed at least 90 days of employment and met all criteria for case closure. JSP may only be used with providers who have an IPS job placement contract with DRS for the current fiscal year. JSP may only be used with providers who have participated in IPS services and there is an IPS Case Indicator on WebCM.
  • Procedures - The customer's case must be closed as a successful competitive employment outcome. Customers case will be closed.
  • Justification for Post-Employment - The counselor must write a WebCM case note that includes a justification explaining why the customer needs additional support to maintain employment.
• Movement to Post Employment Status - The counselor must put the customer's case into post-employment status by initiating a new IPE in WebCM. If not already in place, the IPS case indicator must be added to the case in WebCM.
  • Contents of the Post Employment IPE - The post-employment IPE must include information and referral as well as counseling and guidance services, listing DRS as the provider. The plan must include the primary service "Job Stability Program" and list the IPS agency as the provider.
• Notification of Services Form (NOS) - This must be sent to the IPS provider agency.
  • JSP Milestone Structure - The Job Stability Program is structured to include two milestones. The first milestone occurs when the customer achieves 30 days of job stability after the original case closure. The second milestone occurs when the customer achieves 60 days of job stability after the original case closure.
• Documentation of Job Stability - For each milestone, the IPS provider must submit to the counselor a report confirming the customer's continued employment. The report must list the place of employment and the type of job the customer is working, as well as the average hours worked during the reporting period and the wages paid.
• Authorizing for JSP Milestone Payments - The rate for each of the JSP milestones is set at $700 for a total of $1,400. Payments are made through the case authorization system in the DRS office. Calculation of days of job stability must be made from the date of the post-employment IPE.
• Closure from Post-Employment - The Job Stability Program ends when one of the following events occurs: the customer completes 60 days of continued employment; or the customer loses his or her job. In either situation the counselor must close the customer's case from post-employment. Closure from post-employment requires that the closure must be discussed with the customer. All closure criteria must be followed. A copy of the Closure Notification and NOS cancellation must be sent to the IPS provider to document the termination of JSP services.

Purchase Of Service (POS) Adult Contract Information:

This is a unique contract that provides services related to assessment, evaluation, job development skills through Board of Trustees at Southern Illinois University. This contract provides a variety of services to assist individuals with disabilities in reaching their vocational goals.

All individuals will be customers of DRS and have an IPE and NOS. Written reports of assessments, evaluations, and trainings are required with the billings. Service provision and approval is based on the demonstrated need in the IPS.

There are two tracks of services available under this contract. At the time of referral, a track must be chosen based on customer's need. Once a customer has started in a track, it is not possible to change.

Track One is intended for those individuals that need evaluative and training services. Those that participate in these services are not eligible for job placement services with this Provider. The following services are included:

• Diagnostic Vocational Evaluation (Brief Vocational Evaluation) -written report required
• Functional Vocational Assessment- written report required
• Work Skills Assessment, including Walgreens Assessments- written report required
• Functional Capacity Evaluations- written report required
• Drivers Rehabilitation Evaluation- written report required
• Drivers Rehabilitation Training- Progress notes required
• Job Seeking Skills Training- IPP, progress notes, and staffing every eight weeks are required.

Track Two is intended for individuals seeking job development and placement through this Provider. The evaluations and trainings that are available in track two, are utilized to determine the needs and barriers in achieving an employment outcome. The following services are included:

• Functional Capacity Evaluations -written report required
• Drivers Rehabilitation Evaluation- written report required
• Drivers Rehabilitation Training- IPP, progress notes, and staffing every eight weeks are required

CRP Services for Students and Youth with a Disability-

Customers in high school can be served by both the school and a CRP during their final year with the DRS counselor's approval. They must be removed from the STEP Work Verification Sheet before they can be added to the CRP Group Billing. They should, however, remain on STEP Flow Chart, which tracks participation for the entire year. An IPE is required prior to CRP services being initiated.

After graduation, the goal for all transition customers is to achieve competitive integrated employment in the community at minimum wage or a wage commensurate to the prevailing wage in the locality and with applicable fringe benefits. Billing information is included per contract type.

Customers in their last year of school who meet the following criteria, may be eligible to participate and be billed for CE and SEP, prior to exiting school.

• Will be certified as Most Significant, per DRS counselor, and meet criteria for Customized Employment or SEP.
• Will be unemployed.
• Customer would benefit from intensive service provision to allow for more timely job placement after exiting school.
• All criteria in the allowed Phases must be met in order to bill

Customized Employment- Provision of Phase 1 (Discovery) and Phase 2 (Assessment and Plan). Both Phase1 and 2 can be paid prior to exiting school, Phases 3-9 are NOT eligible for provision or payment until after exiting school.

SEP-Provision of Phase 1 (Assessment and Plan) which can be paid prior to exiting school. Phase 2-8 are NOT eligible for provision or payment until after exiting school.

Customers moving from STEP into a Milestone contract-. Customer will be removed from the STEP Work Verification and added to the CRP Group Billing Sheet Roster only. They will remain on the STEP Flow Chart, which tracks participation for the entire year. In order for a CRP to claim a successful placement closure on a graduate, the closure must be 90 days post-graduation

If the customer was assisted by the CRP prior to graduation, the IPP and IPE will demonstrate the delineating of the transition of services. DRS counselor approval will be obtained and based on the required support to maintain competitive integrated employment for a minimum of 90 days post school exit. The CRP would be able to bill for a 15-day Milestone, beginning 15-days post school exit, with job stability.

If the CRP assisted the customer prior to graduation as stated above, but the customer was not employed when exiting school, and the CRP continued to provide supports post-graduation, once the customer obtains and maintains competitive, integrated employment for a minimum of 15 days, the CRP would be able to bill.

Customers moving from STEP into SEP after graduation-

If the customer is employed at the time of the referral to SEP, they will begin at Phase 3.

If they are not employed, they will begin at Phase 1.

CRP Required Paperwork and Responsibilities

Required Paperwork-

Individual Plan for Placement (IPP) -This is completed by the Provider and is known by many different names depending on the CRP. A plan is developed between the CRP and the customer to identify a vocational goal, that is consistent with the DRS vocational goal, and to identify services that will be provided to the customer. The IPP should be customer-centered and show evidence of the customer's participation in its development. The IPP will govern services provided to the customer by the CRP. The IPP will be shared with the DRS counselor within 10 working days of its development. The customer's vocational goal as stated on the IPP should match that which is stated on the customer's IPE. Any changes to the IPP should be approved by the DRS counselor.

Plan amendments are to be developed by the customer, counselor, and provider staff prior to implementation of the changes and provided to the customer and counselor within five working days after the start of services.

The assessment will be completed with the customer prior to the development of the IPP. The intent of the assessment is to determine the customer's needs and develop a plan for services. The following will be contained within the assessment:

• Determine the vocational goal and services needed by the customer;
• Need for full or part-time employment;
• Earnings and hours preferred by the customer;
• Benefits;
• Shift preference;
• Placement goals and objectives to be utilized in the IPP;
• What job development/job retention activities are needed;
• Appropriate signatures.

The customer's IPP should contain the following:

• Vocational goal (should be consistent with the customer's goal as stated in their IPE);
• Services to be provided by the CRP to the customer to achieve their employment outcome (will include job development/job retention activities);
• What supports will be provided;
• Who will provide those services and supports;
• The start and end date;
• How to identify if goals are being achieved;
• Customer/Guardian comments;
• Customer/guardian and CRP signatures; and
• The date of closure or cancellation will also be noted.

In order for the CRP to provide and bill for services from DRS, the CRP must have a current and active IPE and NOS for services with that Provider from the DRS counselor. A Release of Information must be present if the customer is under the age of 18 or has a legal guardian. The NOS must be completed with all information, including a cancellation date when appropriate.

Staffings

Staffings will be held at least every eight weeks, they can be held more frequently, and will include the customer, DRS staff, CRP staff, and others designated by the customer. For Extended Supported Employment Program cases the staffing will be held at least every 6 months. The staffing can be held in person, telephonically, or electronically. The CRP is responsible for getting the signed document to the DRS counselor. The counselor will then sign and return to the CRP. Documentation of the staffing, including signatures of those who were in attendance, case notes, and documentation of activities will be kept in the CRP's file.

Progress Notes

Submitted to the DRS Local Office with billings.

Case Closure

CRP must notify DRS of intent to close case telephonically, electronically, or in writing. Reason for closure should be identified.

• Achieved competitive integrated employment within the short-term basis period established pursuant to Section 34 CFR 363.1(C); and
• Satisfied the requirements for case closure in Section 34 CRF 361.56; and
• Is no longer receiving vocational rehabilitation services provided by the VR agency with funds under 34 CFR part 361. If an individual does not achieve competitive integrated employment within the short-term basis period, the service record will be closed
• The individual no longer meets age requirements established in the definition of a youth with a disability; or
• Has received extended services for a period of four years; or
• Has transitioned to extended services provided with funds other than those allotted under the VR or Supported Employment programs prior to meeting the age or time restrictions; and
• Satisfies the requirements for case closure in 34 CFR 361.56.
• Is no longer receiving any other vocational rehabilitation service from the VR agency provided with VR program funds. If a youth does not achieve competitive integrated employment within the short-term basis period, the service record will be closed.
• There has been a period of at least 90 days where no VR program funds have been used. This MUST occur before any Customized Employment or SEP case can be closed.

DRS Required Paperwork and Responsibilities

Individual Plan for Employment (IPE) - A plan developed between the DRS counselor and the customer that identifies a vocational goal and services to be provided (signed by both customer and counselor). The IPE is to be shared with the CRP within 10 working days of the CRP's acceptance of the case.

The IPE will be updated annually with the customer and sent to the CRP.

To provide direction to the CRP, the IPE should reflect:

• Customer's vocational goal (should be consistent with the customer's goal as stated on their IPE);
• The customer's needs and preferences pertaining to vocational goals; hours of work per week should be identified;
• The date when services are to begin and what those services are to be;
• Provision of long - term services (i.e. natural supports, Social Security work incentives, private pay, etc.).
• Customer Responsibility(s).

Notification of Services (NOS)- This form will be completed sent with the referral information and the IPE to the CRP by DRS within 10 working days of the referral. This form is updated annually with the IPE and sent to the provider. A cancellation NOS will be sent to the CRP by DRS at the time of closure and/or when it is determined that the customer will no longer be receiving services from this provider. The cancellation NOS will be sent within 10 working days.

DRS Counselor-

Attend staffing in person, telephonically, or electronically.

Document customer contacts in WebCM.

Complete the referral and ROI and send to the CRP.

Review group billing for assigned customers and verify approval/denial of services before submission to the supervisor or designee.

CRP Case Indicator will be added to WebCM and updated as changes to the Provider occur.

Review assigned cases on billing.

Update WebCM case notes and employment placement screen. Document staffings, progress notes sent by CRP, customer contacts, and other services provided.

Case note all services approved on billings.

Notify CRP if services are denied for billing, and the reason.

DRS Supervisor or Designee -

Designated to coordinate day-to-day functions between a specific provider and DRS staff.

• Provide input in agreement and program development.
• Ensure that group billing is reviewed by DRS counselor timely each month.
• Notify CRP if services are denied for billing.
• Review, sign group billing, and submit to Contract Advisor by 15th of month.

IDHS-DRS Contract Advisor -

• Assist with developing contracts with input from the local DRS office.
• Monitor program performance on a monthly basis and provide feedback to the provider.
• Hold quarterly meetings with Provider to discuss billings, utilization, and other issues.
• Perform on-site reviews of all contracted CRPs no less than once every three years.
• Conduct a Rule 530 Survey and complete report for review on programs that do not hold National Accreditation per Admin Rule 530, as requested for new programs.
• Provide technical assistance to DRS and CRP staff;
• Review billings by checking in WebCM for all required information.
• Inform DRS office of questions or changes on billings.
• Process CRP billing within 5 working days of receipt and forward to Bureau of Support Services.
• Include Provider on payment request.

Billing Process -

Completion of the Group Billings -

Services and service description codes will be obtained from the referring counselor and will mirror the services identified in the IPE/IPP.

Complete the following items in full:

• Month/Year of service
• Vendor FEIN/SSN
• Vendor name, address, city, state and zip code
• Contract Number
• DRS Office
• Customer Name
• Customer Number
• Customer last 4 digits of Social Security Number
• Counselor District
• Outcome- The column has a drop down to choose service. This will then auto-calculate the service code and rate.
• Counselor will complete the Counselor Approval drop down.
• Totals - will auto-calculate
• Vendor signature
• DRS Supervisor Signature
• DRS Contract Advisor signature

Billing Requirements-

• A roster of all customers currently being served will be sent to the Local DRS Office and Contract Advisor with billing.
• If there are no billings for the month, for each office the provider will send an email to the Local DRS Offices and Contract Advisors indicating that there are zero billings for that month.
• The billings will be sent by the provider DRS staff by the fifth working day of the month; a copy will be sent to the Contract Advisor.
• The DRS supervisor or designee will submit the verified group billings to the Contract Advisor by the 15th of the month.
• The Contract Advisor will review the billings and process billings.

Billing Due Date Flow Chart for All Contract Types

Completion of the Group Billings -

Required Paperwork	Date Provider sends to DRS office, with courtesy copy to Contract Advisor	Date DRS Office sends to Contract Advisor	Date Advisor sends Bureau of Support Services	Comptroller receives request
Group Billing Sheet	MONTHLY by the 5th working day of the month, following the month of services	Monthly by the 15th of the month	Within 5 working days of receipt	Within 5 working days of receipt
Progress Notes	Monthly with billing to DRS only	N/A	N/A	N/A

All June billing must be completed and submitted by the 5th working day of July.

Community Services Agreement Tracking System (CSA) Required Contractual Documents

Document	What Is It?	Who Gets It?	When is it due?
Initial Contract Paperwork: Signature Page, TIN, Financial Disclosures, and Standard Certifications	Required paperwork to begin contract	DHS.DHSOCA@illinois.gov with a copy to DHS.CommunityResources@illinois.gov	PRIOR to June 30th annually
Amendment Paperwork: Signature Page and TIN	Required contract for amendment	DHS.DHSOCA@illinois.gov with a copy to DHS.CommunityResources@illinois.gov	After amendment paperwork is posted to CSA.
Final Reconciliation	Shows Total Approved Budget, YTD Expenditures, and Unexpended Balance. Match Expenditure Total	Contract Advisor	No later than the 5th working day of July.

Outcomes

Successful Outcome Criteria - To achieve a successful outcome, each of the following criteria must be met as determined by the DRS counselor and customer for all contract types:

• The customer has an active IPE, NOS and CRP IPP from which competitive integrated employment services were provided; Staffings were held every eight weeks;
• The customer has received at least one substantial service other than assessment that has been instrumental in job placement and/or job retention.;
• The customer has attained a successful employment outcome as determined by the rehabilitation team for which stabilization has occurred and has been maintained with no further need of support. Successful employment is indicated when all of the following are present:
  • The customer and employer are both satisfied as evidenced by the customer's continued employment and as expressed by the customer at the time of customer participation, as documented in the final staffing;
  • The customer is maintaining adequate interpersonal relationships and acceptable behavior in the job environment as evidenced by the customer's continued employment and as expressed by the customer at the time of customer participation, as documented in the final staffing;
  • The employment outcome is consistent with the customer's own unique strengths, resources, priorities, concerns, abilities, and capabilities. If the occupation is different than the customer's long-term vocational goal, the customer must approve the difference with documentation in the customer's DRS case file regarding this difference and an IPE/IPP amendment written;
  • The customer possesses acceptable skills to perform or continue the work satisfactorily as evidenced by the customer's continued employment;
  • The employment is full-time or, if appropriate, part-time competitive integrated employment (based on the goal established in the customer's IPE) and the customer received a wage commensurate with that paid to others for similar work as determined by wage information obtained by the counselor, i.e. Employment Security, U.S. Department of Labor, under legal requirements in the Illinois Minimum Wage Law respectively; and
  • The employment and working conditions will not aggravate the customer's disability and the customer's disability in the job situation will not jeopardize their health and safety or others based on the information in the case file and the counselor's knowledge of the job description and requirements.
• VR services were provided which were necessary and consistent with the customer's goals and objectives in accordance with the IPE/IPP.

Customized Employment and Supported Employment Program Outcome - Requirements for an Employment outcome in Supported Employment - Requirements that must be satisfied for an employment outcome are set forth in 363.54 of the implementing regulations:

• The individual must have completed supported employment services, which may be received for up to 24 months, or longer if the counselor and the individual have determined that such services are needed to support and maintain the individual in supported employment. Any other vocational rehabilitation services listed on the IPE provided to individuals who are working on a short-term basis toward the achievement of competitive integrated employment in supported employment need not be completed prior to satisfying the achievement of an employment outcome;
• The individual has transitioned to extended services provided either by the VR agency for a youth with the most significant disability, or another provider, consistent with the provisions of Section 34 CFR 363.4(a)(2) and 363.22;
• The individual has maintained employment and achieved stability in the work setting for a minimum of 90 days after transitioning to extended services, and;
• Employment must be individualized and customized consistent with the strengths, abilities, interests, and informed choice of the individual.

Administrative Information-

CONFLICT RESOLUTION - When a billing is denied by DRS, and the CRP wishes to appeal, the following procedure will apply:

• The CRP may appeal in writing to the DRS supervisor within ten working days of the notice of denial, with a copy to the Contract Advisor.
• The DRS supervisor will review the appeal and submit a written response to the CRP within 10 working days. A copy of this response will include the counselor and Contract Advisor;
• If the CRP does not agree with the decision rendered by the DRS supervisor, or the supervisor does not respond within 10 working days, the CRP must send a written request for further review to the Manager of TCRS within 10 working days of receipt of the supervisor's decision. Copies of this request will include the DRS Supervisor and Contract Advisor,

The Manager of TCRS will be the final level of the appeal. Within 10 working days, the request will be reviewed, and a written decision will be sent to the CRP, DRS staff, and Contract Advisor.

Amendment and Modification Information

The pricing section of the two-party signed contract must be followed. Please reference Section 2: Pricing of the contract boilerplate, specifically Part 2.5 Maximum Amount states, in summary, … payments under this contract shall not exceed (amount inserted is the value of the two-party signed contract) without a formal agreement. Any need for an Amendment or Modification to the pricing section of the contract should be communicated to your Contract Advisor.

AMENDMENTS - Amendments are required to increase or decrease the total value of the contract, or to change the scope of service and/or deliverables of a contract. Amendments are effective on the date of the signed amendment from the IDHS Secretary, unless otherwise specified.

All amendments MUST be requested prior to April 1st.

After an Amendment is submitted by the Contract Advisor, it is reviewed for approvals by the TCRS Manager, Bureau Chief, and Director. It is then submitted to the Division's Bureau of Support Services for procurement and funding approval, IDHS Executive Staff, and then is submitted to the Office of Contract Administration for final approvals and publishing in the Community Service Agreement Tracking System (CSA). This process can take up to, and in excess of six weeks.

MODIFICATIONS (Available for Customized Employment, Intern Program, Milestone, POS, and SEP contracts): Modifications are appropriate when the number of customers being served in a category within a contract are changed but does not increase the total amount of the contract. These changes are strictly prohibited without prior written approval from the DRS TCRS Manager. A Modification Request Worksheet will be required to initiate this process.

Modifications MUST be requested on or before June 30th.

After a Modification is submitted by the Contract Advisor, it is reviewed for approvals by the TCRS Manager, and then submitted to the Division's Bureau of Support Services for payment. Modifications do not alter the total value of the two-party signed contract but allow for movement of the number of customers in the pricing section up to the value of the contract. Written approval from the Division is required prior to implementation.

Final Reconciliation- To be completed once all funds have been expended under the contract or at the end of the FY. Must be submitted no later than the 5th working day of July.

Year-to-Date (YTD) Expenditures are the amount billed against the contract from July 1st-June 30th. This will not exceed the total value of the contract.

Final Reconciliation is calculated by taking the Total Amount of the Contract (located on CSA) minus the YTD Expenditures which will total the Unexpended Balance. Total Amount of Contract - YTD Expenditures = Unexpended Balance.