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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 Vocational Rehabilitation Program.

Secondary Transitional Experience Program (STEP) is a statewide program under the direction of the Illinois Department of Human Services - Division of Rehabilitation Services' (IDHS- DRS) Vocational Rehabilitation Program. Pre-employment Transition Services (Pre-ETS) are provided to students who qualify under the Workforce Innovation and Opportunity Act (WIOA) as a student with a disability. Individuals participating in STEP, will be at least 14 1/2 and not older than 21 years of age or fall under Public Act 102-0172 which extends eligibility to the end of the regular school year for students whose 22nd birthday falls within a regular school term. The individual must be in a secondary education program and must be eligible for, and receiving special education or related services under Part B of the Individuals with Disabilities Education Act and who is an individual with a disability according to section 504 of the Federal Register.

Pre-ETS are viewed as critical services provided to students to prepare them for employment and transitioning from school to work. The two Pre-ETS available under this contract include evaluation, training, and work-based learning components designed to prepare students with disabilities for transition to employment and optimum community participation during and after high school. Individuals participating in these services, will have been found eligible for Vocational Rehabilitation services. They will then be put into Plan Status.

To promote this emphasis, DHS-DRS requires: customized services that are responsive to the individual support needs and learning styles of students and include linkages to education, other agencies, and adult services; compliance with Department of Education 34 CFR based on the Rehabilitation ACT of 1973 as amended by WIOA; and compliance with all state and federal Department of Labor (DOL) regulations.

Pre-ETS

  1. Work-based learning experiences: Work-based learning experiences, which may include in-school or after school opportunities, or experience outside the traditional school setting (including internships), that is provided in an integrated environment to the maximum extent possible. These will include On Campus OJE-OJT, Community OJE-OJT, Employer Paid Work experiences, Work-Site tours to learn about necessary job skills, job shadowing, mentoring opportunities in the community, internships, apprenticeships, short-term employment, or fellowships.
  2. Workplace Readiness Training: Classroom or community-based instruction beyond that received in a work-related class. This typically provides training in skill areas other than vocational development that students will need to function independently within the community. Skill areas may include, but are not limited to, use of public transportation, meal preparation, money management, household management, communication and interpersonal skills, job seeking skills, understanding employer expectations, and are tailored to the individual's needs.

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

Customers receive Pre-ETS while in high school under this contract. There are three types of services that can be billed. Work-Based Learning Experiences and Workplace Readiness are the focus of the services, to prepare students with disabilities for transition to employment and optimum community participation during and after high school.

Outcome Based Measures-

  1. Provide support to customers participating in an On-Campus OJE/OJT.
  2. Provide support to customers participating in a Community OJE/OJT.
  3. Provide support to customers achieving the Work-Based Learning Competitive Employment opportunity.

Provider will participate and provide the following.

  1. Ensure program accessibility to students with disabilities that includes opportunities for: Work-Based Learning Experiences, to include on-campus and competitive integrated employment, with or without individualized supports, in the community prior to school exit.
  2. Provide referral information for IDHS-DRS to determine student eligibility for services and approve participation in STEP. Which shall include at a minimum:
  1. Social security number
  2. Consent for services
  3. Release of information if the customer is under 18 or has a legal guardian
  4. Most recent Individualized Education Program (IEP)
  5. Existing medical documentation, most recent psychological and record reviews. If applicable, social history will also be included; or
  6. Any other verification that the student has been determined by another educational or governmental agency to be an individual with a disability.

3. Develop and monitor a coordinated educational (IEP), vocational (IPE) plan with students, parents, multi-disciplinary school personnel, DRS counselor, and adult service providers. DRS counselor must be involved in any decisions that would alter previously agreed upon STEP programming for individual students, including placement in or removal from work-based learning experiences. A copy of the students' most recent IEP must be sent annually to IDHS-DRS while a student is in STEP.

4. Invite DRS counselor to annual IEP staffing at least ten (10) days in advance.

5. Secure sites for work-based learning experiences (approved by DRS counselor) that are compatible with students' interests and needs using IDHS-DRS OJE/OJT Work Site Form.

6. Obtain appropriate wage compensation for STEP students in accordance with state and federal labor laws.

7. Hours and days for an OJE/OJT must be entered into WebCM to populate the billing.

8. Submit STEP Flow Chart at least quarterly to the Local DRS Office and copy the Contract Advisor.

9. Enter a case note in WebCM on customer's progress at least quarterly.

10. Identify potential STEP participants for IDHS-DRS referrals.

11. Inform parents and students of the availability of STEP and IDHS-DRS services, and of their rights and responsibilities in transition planning.

12. Encourage active participation on the local Transition Planning Committee(s).

The school district or cooperative agrees that it will provide STEP services only to individuals who are applicants for DRS vocational rehabilitation services or individuals who have been found eligible for DRS vocational rehabilitation services. All questions about the potential eligibility of an individual will be referred to DRS before any services are provided under this agreement.

DRS staff is exclusively responsible for determination of eligibility of an individual for the vocational rehabilitation program and for placement of an individual into a category under the order of selection policy. School personnel may provide DRS with diagnostic and evaluative information concerning an individual's disabling condition and functional capacities, with the understanding that the certification of eligibility is to be made by qualified DRS staff.

The following reporting requirements apply:

  1. The provider must submit to both the DRS Local Office(s) and Contract Advisor the STEP Flow Chart either by fax, e-mail and/ or regular mail at least quarterly, by the 15th of the month, following services. STEP Flow Chart must include all required information.
  2. Match expenditures submitted quarterly if applicable. Match is the Non-Federal share of costs that the provider contributes to accomplish the goals of the program. Private programs are not required to provide but can choose to do so.
  3. On Site reviews of contractual requirements, including Provider files, will be performed no less than once every three years, or more often as needed.
  4. 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 at least quarterly.
  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 IDHS/DRS is satisfied that compliance concerns have been addressed.
  4. The final billing should be clearly marked as such on all forms required for payment.

3.Performance Measures

Performance measures will be reported at least quarterly to the DRS Contract Advisor on the STEP Flow Chart.

  1. The number and percentage of students in the STEP program.
  2. The number and percentage of students that participated in a Work-Based Learning Competitive Employment Opportunity.
  3. The number and percentage of students that participated in a Workplace Readiness Training under the Community OJE/OJT.
  4. The number and percentage of students that participated in a Workplace Readiness Training under the On-Campus OJE/OJT.

4.Performance Standards

  1. 100% of the students will be certified as Eligible for VR services.
  2. At least 50% of customers referred for a Work-Based Learning Competitive Employment Opportunity, participated in at least one opportunity.
  3. At least 70% of customers referred for a Community OJE/OJT, participated in at least one activity related to this service.
  4. At least 70% of customers referred for an On-Campus OJE/OJT, participated in at least one activity related to this service.
  5. At least 90% of customers referred, received services under at least one Pre-ETS category.