Customized Employment

Applicant Eligibility

1. Project Description

The Division of Rehabilitation Services requires the timely execution of all initial and amended contractual agreements. Vendors will have 14 business days to sign and return the required contract documents issued by the State, which may include one or more of the following: initial contract signature page, amendment page, Financial Disclosures and Conflicts of Interest, and the Taxpayer Identification Page. Non-compliance may result in a modified start date of the contract to align with the vendor's submission of the required execution documents. Vendors will not be reimbursed for services provided in advance of the modified start date. When a contract amendment is issued to reduce the value of the contract, non-compliance may result in the full de-obligation of the contract balance regardless of the amended amount.

The Final Reconciliation of a contractual agreement will follow prescribed timeframes communicated annually to community providers.

This contract is for purchase of care services related to the Supported Employment and Vocational Rehabilitation Program.

Customized Employment, which is under Supported Employment, is defined in 34 CFR 361.5(c)(11). CE is a statewide program under the direction of the Illinois Department of Human Services-Division of Rehabilitation Services (IDHS-DRS) Vocational Rehabilitation Program. This program assists 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 participating in these services, will have been found eligible for Vocational Rehabilitation services. This program offers on-going support to individuals eligible for SEP, and then CE. They will have been determined Most Significant, the Assessment has all four questions marked YES, a SEP Justification written by DRS, and a Supported Employment Individualized Plan for Employment has been completed by DRS.

Customized Employment is designed to meet the unmet needs of the employers but must also match with the skills and interests of the individual. The focus is on the individual's strengths and abilities to fill those needs. This can include job creation, self-employment, and a business within a business. Goals must be consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice. Providers are expected to employ a variety of techniques and services necessary in assisting the individuals with maintaining community based competitive employment consistent with the employment outcome goal identified on the Individualized Plan for Employment (IPE).

Services under this contract may include but are not limited to assessments and evaluations of job readiness and job retention services, including observation, and monitoring as well as direct on-the-job supports including job coaching are also included and designed as follow- up services to ensure job stability and job performance.

Provider will have at least one ACRE certified employment specialist, with an emphasis on Customized Employment, on their team to have a contract and provide services. Association of Community Rehabilitation Educators - Home (acreducators.org)

No provider may claim payment for a competitive employment outcome when the provider is the employer of the DRS customer without the prior written approval from DRS. DRS will evaluate the nature of the job placement and determine whether it meets the criteria for "competitive integrated employment" as defined in the federal Workforce Innovation and Opportunity Act and is consistent with the guidelines provided in Rehabilitation Services Administration Technical Assistance Circular TAC-06-01.

Staffing will occur every eight weeks, from the time of referral to the CRP, and will include the customer/guardian, CRP, and DRS, at minimum. Staffings will continue throughout the duration of the SEP case. Signed staffing reports must be submitted to DRS by fax, email, and/or regular mail following the staffing. 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.

CE is made up of nine total Phases and is broken into two sections. The first is Customized Employment and the second is Supported Employment. Each Phase is earned only one time per customer.

Customized Employment

Phase 1: Discovery- Determination of where and when the individual is at their best; understanding the impact of the disability, and to learning 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, including: a review of their support, responsibilities, tasks, skills, residential history, community participation; visiting the individual at home, work, and school, and identifying activities to participate in with the individual.

During this Phase, a timeline will be developed. Included will be assignment of who will gather the information and the method in which this will occur, who will receive the information, the core team composition. The Provider develops the plan and shares with the core team, and the customer. This is required to bill for this Phase.

Phase 2: Assessment and Plan- Development of a plan based on information gathered in the Discovery Phase, to provide training, job development and placement services leading to employment. An assessment and an Individualized Provider Plan (IPP) are required to bill for services.

Phase 3: Job Development and Placement- May include job negotiations and/or job carving to best fit the needs of the employer and customer. Provision of training and supports necessary to achieve competitive integrated employment. Discussions with the employer can include but are not limited to customizing a job description, developing a set of duties, developing a work schedule and location, and the specifics of supervision.

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 are required to bill for this Phase.

Supported Employment:

Phase 4: Hire in competitive job- Hiring of the individual by an employer in an ordinary or customized position. After day 5 of employment, this may be billed. Depending on the last staffing date, it can be 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.

Phase 5: First Staffing with continued employment (8 weeks after employment): 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.

Phase 6: Second staffing with continued employment (8 weeks following 1st Staffing-Phase 5)- Staffing report that the individual has maintained employment with appropriate support.

Phase 7: Third staffing with continued employment (8 weeks following 2nd staffing-Phase 6)- Staffing report that the individual has maintained employment with appropriate support.

Phase 8: Fourth staffing with continued employment (8 weeks following 3rd staffing-Phase 7)- Staffing report that the individual has maintained employment with appropriate support.

Phase 9: Fifth staffing with continued employment (8 weeks following 4th staffing-Phase 8)- Staffing report that the individual has maintained employment with appropriate support.

Program Standards:

Accreditation - per IDHS-DRS Rules found at 89 IL Admin Code 530.5 Part 530 criteria for the evaluation of programs of services in community Rehabilitation agencies : sections listing (ilga.gov) The CRP must submit a copy of the most recent national accreditation survey report and certificate to the IDHS-DRS Contract Advisor within 30 days of receipt.

On-site reviews will occur once every three years, or more often as needed.

Vendors are required to comply with all provisions outlined in 2 CFR 200.327 Contract Provisions, Appendix II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.

2. Deliverables

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.

Provide support to customers in achieving competitive, integrated community employment using one or more of the designated activities below.

Designated Activities:

1. Assessment - Assess the individual through observation of job readiness, transferable skills, social and personal characteristics, vocational interest, employment preferences, and retention and coping skills, and develops a job match profile.
2. Job coaching - Supports an individual in maintaining satisfactory work output once employed. Job Coaching may involve one-on-one personal training while the individual is working, observation of the individual with only limited direct intervention, one-on-one meetings with the individual to discuss work-related progress or issues, suggestions for enhanced efficiency and productivity, creative use of pictorial or other cues to direct task completion, development of natural supports in the workplace, and any other tools or techniques deemed appropriate in helping an individual to achieve satisfactory work output and to maintain or retain employment.
3. Job Development and Placement - Uses job match techniques and assists the individual in identifying specific jobs that are available and accessible in the community. Job readiness, job seeking, and retention skills training can be used to develop necessary skills to enable the individual to secure the job and to develop an understanding of how to keep the job.
4. Job Retention - Is provided to the customer if he or she needs training, monitoring, or job coaching for specific tasks associated with the job. Services may also involve working with the employer, co-workers, and family members to enhance the customer's job stability. These services are expected to decrease in frequency and eventually be discontinued as the individual's performance on the job is stabilized.
5. Skills Training - Trainees become acquainted with the daily routine of work and develop specific vocational skills, including the use of basic occupational tools and equipment. Training is provided for the purpose of employment in a specific occupation.
6. Career Development Services (CD) - supports an individual in developing a clear vision regarding the individuals preferred employment outcome, establishes the steps needed to achieve this outcome, and supports the individual in navigating each of these steps. Career Development supports an individual in directly connecting with appropriate identified community-based employment opportunities.

The following reporting requirements apply:

1. The provider must submit to both the DRS Local Office(s) and Contract Advisor a Monthly Group Billing either by fax, e-mail and/ or regular mail within 5 working days of the beginning of the month. Group Billing Sheet must include all required information.
2. If there is no billing for that month, an e-mail can be sent stating that to the Contract Advisor. Local DRS Office cc'd as requested.
3. Provider will complete and submit a roster of customers being served monthly to the Contract Advisor. Local DRS Office as requested.
4. Signed staffing reports must be submitted to DRS by fax, email, and/or regular mail following the staffing.
5. As requested for review once all Phases are complete, the Provider must submit to the Local DRS Office, or Contract Advisor, wage records with the Phase 9 billing. This will then be reviewed by DRS Quality Assurance.
6. On Site reviews of contractual requirements, including Provider files, will be performed no less than once every three years, or more often as needed.
7. Final Reconciliation will be submitted to the Contract Advisor by the 5th working day of July.

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

1. Billings are to be completed monthly.
2. Incomplete, inaccurate forms required for payment will result in delayed payments.
3. Non-compliance per Provider Responsibilities/Assurances may result in suspension of payments until DHS/DRS is satisfied that compliance concerns have been addressed.

3. Performance Measures

Performance measures will be reported monthly to the DRS Contract Advisor on the Group Billing Sheet.

*and % of customers participating in Phase 1. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 2. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 3. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 4. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 5. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 6. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 7. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 8. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers participating in Phase 9. This will be measured via submission of the Monthly Group Billing. The provider must submit to both the DRS local Office(s) and Contract Advisor a Monthly Group Billing by fax, email, or regular mail within 5 working days of the beginning of the month.

*and % of customers that are maintaining competitive, integrated community employment. This will be measured by submission of records that are sufficient to document the wages and earnings of cases selected by DRS. Wage records will be submitted to the Local Office and Contract Advisor no later than 30 days after the request by DRS.

4. Performance Standards

100% of the customers will be eligible for SEP services, with the additional Customized Employment certification marked.

100% of the customers will have staffings every 8 weeks.

100% of the number of customers in Phase 3 will be in a competitive integrated employment setting.

70% of customers will maintain competitive integrated employment through Phase 9.