Youth SC

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.

The Youth Services Coordinator program is a statewide program under the direction of the Illinois Department of Human Services - Division of Rehabilitation Services' (IDHS- DRS) Vocational Rehabilitation Program. It includes a rehabilitation specialist team made up of school personnel who serve as a liaison between IDHS-DRS and the schools to facilitate the student's transition from school to work. Staff within the Youth Services Coordinator program will help prepare students for transition to employment and optimum community participation. Outreach and engagement are essential services that are provided to students with a disability, whether in special education, joint agreement programs, or in a regular classroom setting. Each member is an integral part of the customer's transition team and ensures that Pre-employment Transition Services (Pre-ETS) are provided through cooperative development of the special education Individualized Education Plan (IEP) and based on the IDHS-DRS Individualized Plan for Employment (IPE). Youth Service Coordinators and their team work closely with school personnel, adult service providers, DRS staff, and student/parent/guardian.

As a liaison, the Youth Services Coordinator and their team identify students for referral to IDHS-DRS for Secondary Transitional Experience Program (STEP) participation and coordinates the initial interviews with all parties. Participation in the initial interviews with the DRS counselor and the customer/guardian is encouraged. Participation in transition planning with DRS and customers with disabilities to ensure that appropriate planning, training, and work-based learning experiences will be provided, resulting in opportunities that relate to the student's vocational interests. The Youth Services Coordinator and team enhances DRS involvement in educational and vocational rehabilitation planning for students through their participation in the multi-disciplinary staffing, school/joint agreement personnel meetings, and in the development of the IEP. They also coordinate available resources to provide information to customers on DRS, Workforce and Innovation Opportunity Act (WIOA), and other local/state/federal agencies and organizations.

The school district agrees that the services provided will have a vocational rehabilitation focus and represent either newly developed services or services which have been modified to have a distinctly vocational rehabilitation focus. Pre-ETS provision and focus will be those identified on the IPE developed between the customer, family, and DRS.

To promote this emphasis, 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.

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

The following are the Guiding Principles and Goals for all Youth Services Coordinators.

  1. Provision of Pre-ETS to students who qualify under the Workforce Innovation and Opportunity Act (WIOA) as a student with a disability. Individuals 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.
  2. A minimum of 200-250 customers will be monitored and participate in Pre-ETS per Youth Services Coordinator.
  3. Ensure program accessibility for participation in Work-Based Learning Experiences, to include on-campus and competitive integrated employment, with or without individualized supports, in the community prior to school exit.
  4. Outreach and engagement to students with a disability to increase knowledge of Pre-ETS to prepare for transition from school.
  5. Work closely with the students participating in STEP.

Youth Services Coordinator will provide or participate in the following responsibilities.

  1. Students participating in STEP will work a minimum of 10 hours per calendar week which is approved by the DRS counselor. If there is a need for less hours, the DRS Counselor can approve with a case note.
  2. Provide the following referral information for IDHS-DRS to determine student eligibility for services and approve participation in STEP.
  1. Social Security number
  2. Consent for services
  3. Release of Information if the customer/guardian
  4. Most Recent Individualized Education Plan (IEP) and
  5. Existing medical records, most recent psychological records, record reviews. If applicable, social history will also be included.

3. Develop and monitor a joint educational (IEP), vocational (IPE) plan with students, parents, multi-disciplinary school personnel, Youth Services Coordinator team, 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 training sites.

4. A copy of the student's most recent IEP must be sent annually to IDHS-DRS while the student is in STEP.

5. Ensure DRS counselor is invited to annual IEP meeting at least (10) days in advance.

6. Secure work-based learning experiences (approved by DRS counselor) that are compatible with students' interests and needs using IDHS-DRS OJE/OJT Work Site Form. Work can be with or without supports.

7. Obtain appropriate wage compensation for students participating in Work-Based Learning Experiences and Work-Based Learning Employment Outcomes in accordance with state and federal labor laws.

8. Submit YSC Match and Contract Expenditures monthly to the Contract Advisor.

9. Submit Match at least quarterly to the Contract Advisor.

10. Submit the Youth Services Coordinator Personnel Services Worksheet for the initial budget. Any changes to this will require a new submission which will create an Amendment to the contract.

11. The Youth Services Coordinator Program Objectives/Activities will be provided at the start of the contract, after 1st semester, and then at the end of 2nd semester/end of the year. These will be submitted to the Local DRS Office and Contract Advisor.

12. Provide outreach to identify potential STEP participants for IDHS-DRS referrals.

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

14. Encourage active participation on 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. Only qualified DRS staff may make the determination of eligibility.

The following reporting requirements apply:

  1. The provider must submit to the Contract Advisor the Youth Services Coordinator-Match and Expenditures Report either by fax, e-mail and/ or regular mail by the 15th of the month, following services.
  2. Match expenditures submitted quarterly to the Contract Advisor by the 15th of the month, following the quarter.
  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 monthly.
  2. Match is submitted at least quarterly.
  3. Incomplete, inaccurate forms required for payment will result in delayed payments.
  4. Non-compliance per Provider Responsibilities/Assurances may result in suspension of payments until IDHS/DRS is satisfied that compliance concerns have been addressed.
  5. The final billing should be clearly marked as such on all forms required for payment.

3.Performance Measures

Performance measures will be reported monthly to the DRS Contract Advisor on the Youth Services Coordinator Match and Contract Expenditures Report.

The outreach and engagement will be reported on the Youth Services Coordinator Program Objectives/Activities Worksheet submitted at the end of the year.

  1. Total number and percentage of customers served that receive at least one Pre-ETS.
  2. Total number and percentage of customers served out of the required 200-250 per Youth Services Coordinator.
  3. Total number and percentage of customers participating in the Work Based Learning Experience.
  4. Total number and percentage of customers participating in the Work Based Learning Employment Outcome.
  5. Number of outreach and engagement activities provided during the contract period.

4.Performance Standards

  1. 100% of customers served will participate in at least one Pre-ETS.
  2. 100% of the Providers will serve at least 200 customers, per Youth Services Coordinator under the contract.
  3. At least 60% of the customers served will participate in a Work Based Learning Experience.
  4. At least 50% of the customers served will participate in a Work Based Learning Employment Outcome.
  5. At least one outreach and engagement activity will be provided each semester.