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Section 2 / Part 1
Effective Date: April 26, 2005
Referrals and applications
Synopsis of federal regulation
Rehabilitation Services (RS)
will assure the prompt and equitable handling of referrals of individuals
for vocational rehabilitation (VR)
services. RS must make
good faith efforts to inform these individuals of application requirements
and to gather information necessary to initiate an assessment for determining
eligibility and priority for services.
RS must assure that
once an individual has submitted an application for VR
services, an eligibility determination will be made within 60 days, unless-
Exceptional and unforeseen circumstances beyond the control of the agency
preclude a determination within 60 days and the agency and the individual
agree to a specific extension of time; or
An extended evaluation is necessary.
An individual is considered to have submitted an application when the
individual or the individual's representative, as appropriate:
Has completed and signed an agency application form or has otherwise
requested services; and
Has provided information necessary to initiate an assessment to determine
eligibility and priority for services; and
Is available to complete the assessment process.
RS shall ensure that
its application forms are widely available throughout the State.
Reference: §361.41
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RS
policy regarding referrals
RS will assure the
prompt and equitable handling of referrals of individuals for (VR)
services. The maximum time frame for responding to third party referrals
by providing information about VR
and application procedures will be 30 days.
Referral sources can help make appropriate referrals to VR
by considering the following information:
VR is an employment
program, and individuals who participate are expected to become employed
as a result of services received through an Individualized Plan for Employment
(IPE). Individuals
must be available to pursue employment.
Individuals who have disabilities or health conditions that hinder their
employment should be referred for application and assessment to determine
eligibility. Such individuals may be unemployed, underemployed or in need
of services to maintain employment.
To be eligible for VR
services, an individual must:
- Have a physical or mental impairment that results in a substantial
impediment to employment;
- Be able to benefit, in terms of an employment outcome, from VR
services; and
- Require VR services
to prepare for, secure, retain or regain employment.
VR counselors analyze
a variety of information to determine eligibility. Such information may
include existing medical and school records; work history; determinations
made by other organizations that provide services for people with disabilities;
Social Security records; information provided by the individual and family;
and counselor observations. Counselors may also authorize additional diagnostics
or assessment if needed to help determine eligibility. Counselors have
60 days from the time of application to determine eligibility. Referral
sources can assist the eligibility process by assisting applicants in
providing records, such as those listed above, if that is the applicant's
informed choice.
The VR program
serves individuals with all different types of disabling conditions. The
primary disabilities of individuals served include, but are not restricted
to the following:
- Mental Illness
- Orthopedic
- Mental Retardation
- Learning Disabilities
- Blindness or Visual Impairment
- Deaf or Hard of Hearing
- Traumatic Brain Injury
- Cancer/Blood/Allergy Conditions
- Alcohol/Drug Abuse
- Amputation
- Epilepsy
- Deaf-blindness
Individuals who have temporary health conditions, such as broken limbs
or pregnancy, are not eligible for VR
services on the basis of those conditions alone.
Referrals should be made for individuals rather than entire families.
However it is possible for the VR
program to provide individualized services for more than one
individual in a family. In addition, RS
staff will collaborate with other sections of Kansas Social and Rehabilitation
Services (SRS)
to assure coordinated, integrated services for families.
The functional limitations an individual experiences must be related
to the disability in order to be eligible for services. Functional limitations
caused by cultural issues, legal issues, lifestyle, primary languages
other than English, lack of education or poor work history - in the absence
of a disability - would not be sufficient to determine eligibility for
VR services.
If the VR program
does not have sufficient resources to serve all eligible individuals who
apply, an Order of Selection procedure and access list will be implemented
which gives priority to serving individuals with the most significant disabilities.
In the event of such a situation, counselors analyze the individuals'
functional limitations, number of services needed, and length of services
needed to assign them to the appropriate priority category level.
VR is not a source
for emergency medical or medical insurance coverage.
Referral sources are encouraged to contact the VR
staff in their local communities directly to discuss specific referrals.
Three quick questions to consider when discussing referrals are:
1. Is the disability a long-term or permanent condition that impacts
the person's ability to get or keep a job?
2. Is the individual interested in pursuing employment?
3. Are the functional limitations an individual experiences related to
the disability?
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RS
policy regarding applications
Requested services
means that the basic information required by the federal Rehabilitation
Services Administration for data reporting has been obtained. This information
includes: name, Social Security number, date of birth, date of application,
sex, race, marital status, Hispanic origin, referral source, highest grade
completed, type of institution, work status, weekly earnings, hours worked,
Social Security Disability Insurance (SSDI)
status, primary source of support, medical insurance coverage, insurance
available on the job, farmer status, veteran status, migratory worker
status, work for profit, and year last employed. The individual's address
and phone number should be provided. This information may be provided
through a variety of methods, including by phone or mail or in person.
One of the easiest ways to assure that all federally required information
elements are collected is to complete the RS
application form.
What information is needed to initiate
an assessment? Medical records or documentation pertinent
to the disability or a release of information to obtain disability documentation;
work history; educational background; and the applicant's description
of the impediment to employment.
How is "available to complete
an assessment" defined? The individual can attend
planned or scheduled activities required to determine eligibility.
When all three conditions of submitting an application have been met,
the 60-day timeframe for determining eligibility begins. To assure that
the standard releases on the application form are in effect, a signed
application should be included in the service record at the earliest opportunity.
However, determination of eligibility may not be delayed pending receipt
of a signed application form if the three conditions of application have
been met.
Each local office is responsible for developing outreach plans to referral
sources, minorities and members of unserved or underserved disability
groups in their communities.
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Documentation (record of service) requirements
for the application process
In addition to the Rehabilitation Services application form, the following
information, to the extent it will impact the VR
process or employment, must be collected as part of the application process
and recorded in the record of services.
Applicant's description of the disability and how it impacts the ability
to work and to complete daily activities.
Employment history, such as work performed at home, and paid work (employers,
dates, wages, duties, job title, reason no longer working there). Job
duties the applicant can no longer perform. Type of work the applicant
wants to do. Accommodations that may be required.
Residential, domestic, and family information (such as number in family,
dependents, typical routines, support available through family, friends
and social groups).
Medical history, such as names of hospitals, doctors, psychologists,
social workers.
Current medications.
Transportation available? Driver's license? Ability to use public transportation,
if available.
Corrections history, including names of probation or parole officers.
Does the client have a Ticket-to-Work? Is it available for assignment?
Or, if the client has assigned it to another Employment Network (EN),
identify the EN.
Media of choice.
How can VR help?
What is the applicant's reason for applying?
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