Vocational Rehabilitation 101 Vocational Rehabilitation Overview Overview Background

Vocational Rehabilitation 101

Vocational Rehabilitation Overview • • Overview Background Partner Agencies Community Rehabilitation Provider (CRP) Service Guide Overview New Hire and Continuing Education Training CRP Service Questionnaire Process Regional and County Key Staff VR Contracts Unit, Points of Contact 2

Vocational Rehabilitation Overview • The Division of Rehabilitation Services is responsible for the Vocational Rehabilitation (VR) Services program, which includes determination of eligibility, determination of the nature and scope of Vocational Rehabilitation services and the provision of employment-focused rehabilitation services for individuals with disabilities consistent with their strengths, priorities and resources. • Vocational Rehabilitation helps participants prepare for employment which can lead to meaningful and satisfying careers. Employment services are available to assist VR clients with job search and readiness skills training, job placement, employer incentives, workplace supports and follow along services. 3

Vocational Rehabilitation Background • Vocational Rehabilitation traces its roots back to WWI when injured soldiers returning from war needed training to reenter the workforce • In 1920 Congress expanded the veterans program to include anyone with a physical disability, not just veterans. This is the beginning of the public vocational rehabilitation program, or Vocational Rehabilitation • There have been several amendments to the law since then including the most recent passed in 2014, The Workforce Innovation Opportunity Act (WIOA) 4

Vocational Rehabilitation Service Provision • Vocational Rehabilitation (VR) is responsible for providing vocational rehabilitation services to eligible individuals with disabilities in Tennessee in accordance with applicable federal and state laws and rules. Some services, because of their unique nature are best provided by Community Rehabilitation Providers (CRP). Vocational Rehabilitation has encouraged the establishment and development of Community Rehabilitation Providers to improve and expand services. • A CRP Service Guide has been developed to describe the services provided by CRPs. 5

Partner Agencies • Department of Mental Health and Substance Abuse Services (DMHSAS) – Provides, plans for, and promotes a comprehensive array of quality prevention, early intervention, treatment, habilitation, and recovery support services for Tennesseans with mental illness and substance abuse issues – Collaborates with VR in implementing the evidenced-based Individual Placement & Support (IPS) Supported Employment Program 6

Partner Agencies • Department of Intellectual and Developmental Disabilities (DIDD) – The state agency responsible for the operational administration of Medicaid funded Home and Community Based Services waiver programs for individuals with developmental and intellectual disabilities 7

Partner Agencies • Bureau of Tenn. Care – Tenn. Care is the state’s Medicaid program and the state’s Medicaid agency. – Medicaid is a health insurance program to help pay for healthcare for certain groups of citizens—primarily children, pregnant women, older adults, and people with disabilities. • It is created by the federal government, but administered by the state. Every state Medicaid program is different. • Medicaid funding is shared by the state and federal government. In Tennessee about 1/3 of the funding is state, and 2/3 is federal. • The federal agency is the Centers for Medicare and Medicaid Services (CMS). 8

Partner Agencies • Employment and Community First (ECF) CHOICES – On July 1, 2016 Tennessee became the first state in the country to develop and implement an integrated, home and community based services program, aligning incentives toward promoting and supporting integrated, competitive employment and independent living as the first and preferred option for individuals with intellectual and developmental disabilities. – The Employment and Community First CHOICES program is administered by Tenn. Care (Medicaid) through its contracted managed care organizations. It offers services to people with intellectual and developmental disabilities. Services in the program will help people become employed and live as independently as possible in the community. 9

Community Rehabilitation Provider (CRP) Service Guide Overview • The Community Rehabilitation Provider (CRP) Service Guide was released and implemented October 1, 2019. • The Guide is meant to be a comprehensive, user friendly guide to inform the CRP. The Guide is not a contract but a helpful resource. It is not meant to be a legally binding document. The VPO serves as the contract. 10

CRP Service Guide – Section 1 Introduction • Section 1 is an introduction to providing information such as registration, referral process, and an overview of VR. • Sections 1. 1, 1. 2 and 1. 3 of the CRP Service Guide refer to the process for new agencies to become registered providers. – A more detailed explanation of the process to become a provider (CRP) is provided later in this slideshow. 11

CRP Service Guide – Section 2 VR Services • Section 2 of the Guide provides descriptions of all of the services. 2. 2 Trial Work Experiences 2. 3 Vocational Assessment Services 2. 4 Vocational Adjustment Services 2. 5 Job Readiness, Development, and Placement Services 2. 6 Job Coaching 2. 7 Supported Employment Services 2. 8 Customized Employment 2. 9 Individual Placement and Support 2. 10 Project SEARCH® Transition Model 2. 11 Project SEARCH® Adult Model 12

CRP Service Guide – Section 3 • Section 3 covers the fees and payments for the various services. • Vendor Purchase Orders (VPOs) are the document used by Vocational Rehabilitation to authorize CRPs to provide a specific service. VPOs are also the document used to make payments to Community Rehabilitation providers. • Each service milestone requires a Vendor Purchase Order (VPO) – Prior to provision of any/each service, a Vendor Purchase Order signed by the Vocational Rehabilitation counselor is required – At the completion of each service milestone the Vendor Purchase Order must be signed by the provider agency and returned to Vocational Rehabilitation within the timeframe specified for the service 13

Sample Vendor Purchase Order (VPO)

Vendor Purchase Order Terms and Conditions A. Standard Terms and Conditions 1. Total Purchase Order Amount. In no event shall the liability of the State under this Purchase Order exceed the Total Purchase Order Amount as shown on the Purchase Order. 2. Inspection and Acceptance. The State shall have the right to inspect all goods or services provided by Vendor under this Purchase Order. If, upon inspection, the State determines that the goods or services are defective, the State shall notify Vendor, and Vendor shall re-deliver the goods or provide the services at no additional cost to the State. If after a period of thirty (30) days following delivery of goods or performance of services the State does not provide a notice of any defects, the goods or services shall be deemed to have been accepted by the State. 3. Modification, Amendment or Change Order. This Purchase Order may be modified only by a written amendment or change order signed by the State and the Vendor. 4. Limitation of Liability. The State shall have no liability except as specifically provided in this Purchase Order. In no event shall the State be liable to the Vendor or any other party for any lost revenues, lost profits, loss of business, decrease in the value of any securities or cash position, time, money, goodwill, or any indirect, special, incidental, punitive, exemplary or consequential damages of any nature, whether based on warranty, contract, statute, regulation, tort (including but not limited to negligence), or any other legal theory that may arise. The State’s total liability under this Purchase Order or otherwise shall under no circumstances exceed the Total Purchase Order Amount. 5. Limitation of Vendor’s Liability. The Vendor’s liability for all claims arising under this Purchase Order shall be limited to an amount equal to two (2) times the Total Purchase Order Amount. In no event shall this Section limit the Vendor’s liability for intentional torts, criminal acts, fraudulent conduct, or omissions that result in personal injuries or death. 6. Termination for Convenience. The State shall have the right to immediately terminate this Purchase Order, without cause and for any reason, upon written notice to the Vendor, delivered by mail or electronic means. The State’s notice of termination is effective upon the State’s issuance.

Vendor Purchase Order Terms and Conditions A. Standard Terms and Conditions 7. Subject to Funds Availability. The State’s payment of this Purchase Order is subject to the appropriation and availability of State or federal funds. In the event that funds are not appropriated or are otherwise unavailable, the State reserves the right to terminate this Purchase Order, effective immediately, upon written notice to the Vendor. If the State terminates this Purchase Order due to lack of funds availability, the Vendor shall be entitled to compensation for all conforming goods requested and accepted by the State and for all satisfactory and authorized services completed as of the termination date. 8. Payment of Purchase Order. A payment by the State shall not prejudice the State’s right to object to or question any payment, invoice, or other matter. A payment by the State shall not be construed as acceptance of goods delivered, any part of the services provided, or as approval of any amount invoiced. 9. Deductions. The State reserves the right to deduct from amounts, which are or shall become due and payable to the Vendor, under any contract between the Vendor and the State. 10. Hold Harmless. The Vendor, except for a vendor that is a governmental entity, agrees to indemnify and hold harmless the State of Tennessee as well as its officers, agents, and employees from and against any and all claims, liabilities, losses, and causes of action which may arise, accrue, or result to any person, firm, corporation, or other entity which may be injured or damaged as a result of acts, omission, or negligence on the part of the Vendor, its employees, or any other person acting for or on its or their behalf relating to this Purchase Order. The Vendor further agrees it shall be liable for the reasonable costs of attorneys for the State to enforce the terms of this Purchase Order. In the event of any suit or claim, the State and Vendor shall give each other immediate notice and provide all necessary assistance to respond. The State’s failure to give notice shall only relieve the Vendor of its obligations under this Section to the extent that the Vendor can demonstrate actual prejudice arising from the failure to give notice. This Section shall not grant the Vendor, through its attorneys, the right to represent the State in any legal matter, as the right to represent the State is governed by Tenn. Code Ann. § 8 -6 -106. 11. State and Federal Compliance. The Vendor shall comply with all applicable state and federal laws and regulations in the provision of goods or services under this Purchase Order. 12. Governing Law. This Purchase Order shall be governed by and construed in accordance with the laws of the State of Tennessee. The Tennessee Claims Commission or the state or federal courts in Tennessee shall be the venue for all claims, disputes, or disagreements arising under this Purchase Order. The Vendor acknowledges and agrees that any rights, claims, or remedies against the State of Tennessee or its employees arising under this Purchase Order shall be subject to and limited to those rights and remedies available under Tenn. Code Ann. §§ 9 -8 -101 through 9 -8 -407. 13. Entire Agreement. This Purchase Order contains the entire understanding between the State and the Vendor relating to its subject matter, including all terms and conditions of the parties’ agreement. This Purchase Order supersedes any and all prior understandings, representations, negotiations, and agreements between the State and the Vendor, whether written or oral.

Vendor Purchase Order Terms and Conditions B. Special Terms and Conditions 1. Conflicting Terms and Conditions. Should any of these Special Terms and Conditions in Section B conflict with the Standard Terms and Conditions in Section A, the Standard Terms and Conditions shall control. 2. The Vendor assures that no person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the provision of goods or services or in the employment practices of the Vendor on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal, state, constitutional or statutory law. 3. The Vendor understands and agrees that no amount shall be paid directly or indirectly to an employee or official of the State of Tennessee as wages, compensation or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Vendor in connection with any work contemplated or performed relative to this Purchase Order. 4. The Vendor understands and agrees that unless this Purchase Order is to effect reimbursement by the Vendor to a Vocational Rehabilitation (VR) client who is receiving VR services, this Purchase Order shall be null and void if the Vendor is, or within the past six months has been, a State employee or if the Vendor is an entity in which a controlling interest is held by an individual who is, or within the past six months has been, a State employee. For purposes of this provision, an individual shall be deemed a State employee until such time as all compensation for salary, termination pay, and annual leave has been paid. 5. Activities and records pursuant to this Purchase Order shall be subject to monitoring and evaluation by VR or duly appointed representatives of the State. 6. If this Purchase Order is for payment to a Vendor for goods and services, the Vendor must submit a properly signed and dated Purchase Order and an invoice in form and substance acceptable to the State within Sixty (60) days after the service is rendered and completed, unless approved otherwise due to extenuating circumstances. Failure to submit timely may result in refusal of payment. 7. If this Purchase Order is for maintenance payments to a VR client, the client must properly sign and date the Purchase Order. 8. If this Purchase Order is for payment reimbursement to a VR client for purchased tangible goods or for services rendered for the client by a vendor, the client must properly sign and date the Purchase Order and provide VR with a receipt for tangible goods or proof of service by the vendor.

CRP Service Guide – Section 4 • Section 4 provides the staff qualifications for the services • The requirement for CRPs to submit staff changes has been eliminated. Current CRPs are no longer required to submit updated staff rosters. 18

CRP Service Guide – Section 5 • Section 5 covers the required client progress reports and reference charts available for most services • The forms/reports associated with each service is listed in the forms chart, along with due dates • Client progress reports are on the website and are hyperlinked in the guide, providing easy access to the forms • Most services have an associated reference chart which provides a one page overview of the service or other helpful information about the service 19

CRP Service Guide - Section 6 • Section 6 covers the Training and Certification information. • If an agency is registering to provide Basic Assessments or Customized Employment services, they will be asked to provide documentation to verify they have staff who have completed the training described in the following sections: – Section 6. 2 Customized Employment Training Certification 20

CRP Service Guide - Section 6 (continued) • If an agency is registering to provide Basic Assessments they will be asked to provide: – A list of all vocational evaluation tools their evaluator is qualified to provide and has on hand available to use – A sample vocational evaluation report. The sample report should contain all of the information described in Section 2. 3. 1 of the CRP Service Guide. If an actual report is used, be sure to remove any of the client’s personal identifying information before submitting. 21

Services Guide Overview - New Hire Training • New Hire training is available through a contract VR has with the University of Tennessee Center for Literacy, Education and Employment (UT CLEE). • Training includes disability etiquette, competitive integrated employment, job coaching, etc. • Trainings are offered monthly. Please notify UT CLEE directly if you have staff who you would like to participate in New Hire training. • Tashara Tolbert, ttolbert@utk. edu – West Training Coordinator • Mary Catherine Orem, morem@utk. edu – Middle Training Coordinator • Owen Tharp, otharp 1@utk. edu – East Training Coordinator • New Hire training is preferred and can provide new CRP staff with valuable information to get started in providing VR services. 22

Services Guide Overview – Continuing Education Training • Monthly Community Rehabilitation Provider training is provided through a contract VR has with UT CLEE • The monthly trainings are related to some aspect of employment or a vocational implications for a particular disability (rural employment, placing individuals with criminal backgrounds, community employers panel discussion, etc. ) • CRP staff are encouraged to improve their professional skills through participation/attendance at disability related trainings and conferences. • Participation in the monthly CRP training and other webinars/conferences to enhance skills is highly encouraged but is not required. 23

CRP Service Questionnaire Process • To be a part of VR’s CRP network, complete the Community Rehabilitation Provider (CRP) Questionnaire available at https: //stateoftennessee. formstack. com/forms/crp_servic es_questionnaire. • Any question with a red asterisk is required and you will not be able to proceed with the Questionnaire until a response is entered for that question • Prior to starting the CRP Service Questionnaire your agency should register to do business with the State of Tennessee at https: //supplier. edison. tn. gov. – Once you register in Edison you will be assigned an Edison Vendor ID number. You will need this to complete the CRP Service Questionnaire 24

CRP Service Questionnaire Process (continued) • On page 3 of the Questionnaire you will be asked if your agency is seeking to provide Basic Assessments or Customized Employment. – Select each of these services your agency is proposing to provide (see Section 2 of the CRP Service Guide for detailed descriptions of these services). – For each of the services selected you will be asked to upload verification of training (See Section 6 of the CRP Service Guide for training specifics) – If an agency is registering to provide Basic Assessments they will be asked to provide a sample vocational evaluation and a list of vocational evaluation tools available to the evaluator. • A list of all vocational evaluation tools their evaluator is qualified to provide and has on hand available to use • A sample vocational evaluation report. The sample report should contain all of the information described in Section 2. 3. 1 of the CRP Service Guide. If an actual report is used, be sure to remove any of the client’s personal identifying information before submitting. 25

CRP Service Questionnaire Process (continued) • On page 3 of the Questionnaire you will be asked if your agency is seeking to provide Basic Assessments or Customized Employment – If you are not able to provide verification of training for a particular service, uncheck that service as you will not be registered to provide that service – If your agency will not be providing any of these services or cannot provide the training documentation for any of the services, select “None of the above” 26

CRP Service Questionnaire Process (continued) • When asked to “Select the areas of the State where services will be provided”, select only the areas where your agency is currently staffed to provide services – Select only the counties and services you are currently able to provide services. In the future as your agency expands staff, your agency may submit requests to add counties or services. – If the response to the previous question about providing Basic Assessments or Customized Employment was “None of the above”, do not select any of these services in the countyservice matrix. 27

CRP Service Questionnaire Process (continued) • On the final page of the Questionnaire you will be asked to upload a copy of a staff roster. – The staff roster can be downloaded at https: //www. tn. gov/content/dam/tn/humanservices/documents/2019_Staff_Roster. xlsx, filled out and saved to your computer before starting the Questionnaire. – Please be sure • there is a staff person selected for each service that was selected in the county-service matrix and • no additional services are indicated on the staff roster which were not selected on the county-service matrix 28

Vocational Rehabilitation Region and County Listing Area Director – Tiffany Ramsey tiffany. ramsey@tn. gov 423 -296 -2316 Region 1 – Sandy Ray, Sandra. R. Ray@tn. gov, 423 -434 -3026 Counties Served: Carter, Greene, Hancock, Hawkins, Johnson, Sullivan, Unicoi, Washington Region 2 – Angie Respess, Angie. Respess@tn. gov, 865 -5946733 Counties Served: Anderson, Blount, Campbell, Claiborne, Cocke, Grainger, Hamblen, Jefferson, Knox, Loudon, Monroe, Morgan, Roane, Scott, Sevier, Union Region 3 – Karen Buff, Karen. Buff@tn. gov, 423 -634 -4741 Counties Served: Bledsoe, Bradley, Grundy, Hamilton, Marion, Mc. Minn, Meigs, Polk, Rhea, Sequatchie 29

Vocational Rehabilitation Region and County Listing Area Director – Meghann Galland meghann. m. galland@tn. gov, 615 -248 -3359 Region 4 – (Interim) Karen Buff, Karen. Buff@tn. gov, 423 -6344741 Counties Served: Cannon, Clay, Cumberland, De. Kalb, Fentress, Jackson, Macon, Overton, Pickett, Putnam, Smith, Van Buren, Warren, White Region 5 – Tylesha Mc. Cray, Tylesha. Mc. Cray@tn. gov, 615 -2533732 Counties Served: Cheatham, Davidson, Dickson, Houston, Humphreys, Montgomery, Robertson, Rutherford, Stewart, Sumner, Trousdale, Williamson, Wilson Region 6 – (Interim) Karen Buff, Karen. Buff@tn. gov, 423 -6344741 Counties Served: Coffee, Bedford, Franklin, Giles, Hickman, Lawrence, Lewis, Lincoln, Marshall, Maury, Moore, Perry, Wayne 30

Vocational Rehabilitation Region and County Listing Area Director – A’ndrea Leavy a’ndrea. l. leavy@tn. gov, 731 -421 -2049 Region 7 – Linda Randolph, Linda. M. Randolph@tn. gov, 731 -426 -6137 Counties Served: Chester, Crockett, Decatur, Hardeman, Hardin, Haywood, Henderson, Madison, Mc. Nairy Region 8 – Linda Randolph, Linda. M. Randolph@tn. gov, 731 -426 -6137 Counties Served: Benton, Carroll, Dyer, Gibson, Henry, Lake, Obion, and Weakley Region 9 – Greg Wright, Greg. Wright@tn. gov, 901 -528 -5305 Counties Served: Fayette, Lauderdale, Tipton, Shelby 31

Vocational Rehabilitation Region and County Listing Area Director – Tiffany Kelly Tiffany. Kelley@tn. gov, 865 -594 -6861 Regions 10 & 11 – Ellen Averso, Ellen. Averso@tn. gov, 615360 -4364 Region 10, Services for the Blind and Visually Impaired Region 11, Services for the Deaf and Hard of Hearing Regions 10 & 11 provide specialized services to clients in all counties 32

Community Rehabilitation Provider Resources • VR website: https: //www. tn. gov/humanservices/ds/vocationalrehabilitation/dhs-vr-loa 1. html 33

Community Rehabilitation Provider Resources • VR Contract Staff • VR Contracts Director, Doug Whitcomb, Douglas. Whitcomb@tn. gov; office: (615) 837 -5050, • Program Supervisor for Supported Employment/Individual Placement and Support, vacant • Program Specialist for West Tennessee, vacant, please contact the East or Middle Tennessee Program Specialists for assistance • Program Specialist for Middle Tennessee, Cindy Murdock, Cindy. Murdock@tn. gov, (931) 380 -5219 • Program Specialist for East Tennessee, Elonzo Reyes, Elonzo. Reyes@tn. gov, Phone: (423) 634 -6703 34

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