Vocational Services

Handbook

Dear Program Participant,

Welcome to the Development Homes Vocational program. We are excited to serve you, and hope our skill building programs will enable you to reach your employment goals. We work very hard to prepare each program participant for community based employment opportunities.

The information you will find in this handbook covers all of the program services, as well as policies and procedures. Within the DHI vocational program, there are three different services we offer; Day Supports, Supported Employment, and Extended Services. In this handbook you will find the criteria and parameters for each service we offer.

The policies and procedures listed in this handbook are a starting point, and are effective immediately. We’ve developed the most essential policies and procedures. As we continue to develop and implement policies and procedures, this handbook will be updated and you will be informed of each revision. Also, please note, these policies and procedures cover individuals who are employed and supported by DHI, when an individual is hired by a community employer these policies do not apply.

We intend to distribute this handbook at the beginning of program services, and annually thereafter. Please contact your vocational manager to receive an additional copy of the handbook.

Again, welcome to the DHI Vocational Service Program. We look forwarding to working with you!

Sincerely,

Jennifer Schulz

Vocational Services Director

All of the above maybe provided through Day Supports to individuals enrolled in day programs. Individuals who are enrolled part-time in Supported Employment or Extended Services but whose health and safety are at risk during non-working times during usual day service hours may also participate.

Supports may be provided in whatever settings are appropriate to the individuals needs. They may take place in traditional day service or non-facility based settings. They may be provided at any times of the day but full time enrollment must provide supports for 40 hours per week.

**Individuals in a day supports program, including a day supports work crew, are not eligible for the Workers with Disability program as day supports is experiential, evaluative, and is not gainful employment.

Meaningful activity may include paid work opportunities. Individuals may remain in a Day Supports paid work opportunity for a long term period of time with out a referral to SEP or ES so long as they do not meet the definition of employment described for Extended Services. Individual outcomes for Day Support participants must address areas for skill building related to the services provided under the Day Supports definition.

supports programs, however they can participate in leisure recreation day supports programs.

When concurrent services are used, Day Supports may be authorized for up to 50% of the number of hours the individual is employed per week with a maximum combination of 40 hours per week of employment and Day Supports. Also, outcomes cannot include pre-vocational skill training if the individual engages in production work in the Day Supports portion of concurrent enrollment. The IPP must state how that activity is addressing the behavioral, health or other condition that makes concurrent enrollment necessary.

When an individual’s Extended Services rate of job coaching intervention exceeds 50%, concurrent services in Day Supports and Extended Services is not available.

The DHI Vocational Day Supports program, known as Accessing Community Employment Solutions (ACES) is a combination of pre- employment skill building and paid enclave work. These services are offered in (20 hrs wk) or full day slots (40 hrs a week), and mostly during Mon- Fri 8am to 4pm. If a participant is unable to work 20 hours we week but is interested in participating in the ACES Day Supports Program, a request in writing must be submitted to the program director. Approval of this request will be based on any openings currently in the program, as well as the needs of the individual and the staff available. Also, when a request is granted for less then 20 hours a week, the team will need to re-evaluate this placement on a quarterly basis and when possible recommend an increase in participation hours. Participants in the ACES Day Supports program must have an interest in employment, and the endurance to participate for ½ or full days.

The pre-employment skill building topics are work related and cover issues relevant to employment. Such topics may include; work readiness (attire, hygiene) work place safety (OSHA, forklift safety, harassment), task completion, social etiquette, handling frustrations at work and with co-workers, job seeking (interview skills, resume writing, completing applications), bus training. The topics are reviewed and modified on a quarterly basis. The pre-employment skill trainings will be offered during day hours Monday thru Friday. Participants in this program also have an opportunity to be crew members at locations in the community where DHI has service contracts. Work opportunity may include tasks similar to; cleaning, production, package and assembly, shredding, and clerical duties. Workers on these crews may work at hours outside the realm of Mon-Fri 8am to 4pm, and they may earn wages less than minimum wage. All workers earning less then minimum wage must demonstrate the ability to complete hourly evaluations for wage determination. Placement at job sites will depend upon ones ability to complete an hourly evaluation. Inability to complete an hourly evaluation leaves DHI with no accurate way to determine a commensurate wage.

Individuals in the ACES Day Supports program are offered transportation services by Development Homes. The current cost of transportation is $2.50 a day, or $1.75 per one way trip. However, for individuals with the skills and ability to use public transportation

DHI strongly encourages use of this service and will provide any necessary bus training. All individuals supported in the ACES Day Supports program will have a job coach present (during all pre-vocational times, and work times) providing instruction and supervision to the crew.

Individuals in the ACES Day Supports program must have an authorized Individual Service Plan with the appropriate amount of hours designated for the Development Homes ACES Day Supports program. Day Supports Services can not exceed a total of 40 hrs a week per individual. Some individuals may choose to participate at more then one day support provider, in this case both providers will need to share/split the 40hrs.

Services are initiated by a referral from the individual’s DDCM. Referral info should include; referral application, documentation of disability, psychological evaluations, and history (medical, social, education etc). Any additional information would be appreciated.

The Definitions, services, eligibility information can be found in the North Dakota Supported Employment Guidelines and Payment Rates 2007

The intent and focus of Supported Employment is on employment and not on meaningful activity.

1. The activity looks like work to the ‘person on the street’
2. The activity must produce a product or service which someone would be employed to do even if a supported employment relationship was not in place.
3. An employer/employee relationship exists, or a producer/customer relationship exists,
4. Constant intervention is not required
5. The cost of job coaching should not exceed the earnings of the individual,
6. The essential functions of the job must be performed by the individual,

When and individual is referred to Supported Employment DHI will begin pre-placement and job development services. These services will vary as they are tailored to the needs of the individuals involved. Assessments will be done by both DHI as well as the Vocational Rehabilitation Program. Services may include assessments of such issues as:

Availability and use of transportation, strengths and weaknesses in social behaviors, daily living skills, communication skills, grooming, money management, self-concept/motivational skills/understanding of personal skills and abilities, problem-solving abilities, dealing with conflict, identification of barriers and support options, identify opportunities for natural supports, target intervention levels, cost of supports/earning, interests and transferable skills, on-site situational assessments (this is available when the provider is unable to identify a vocational goal).

Job Development consists of securing employment consistent with the findings of the assessments and the informed choice of the individual. Such activities will include creating a resume, completing applications, interviewing. DHI will also support individuals during orientation.

The provider will receive reimbursement for pre-placement, placement, and job coaching at pre-determined rates. Payment for Pre-placement and Job Development services will be billed in three installments, and will not exceed $1000.00. The provider can bill$300.00 when the service starts, $300.00 when the report of the results of services is received by Voc Rehab, and the remaining $400.00 when the individual begins employment. After employment begins on the job training/job coaching will also have a set payment schedule, with built in decreases for each month. The set payments reflect the maximum billable amounts. The payment schedule for job coaching is as follows; Month 1-$1000.00, Month 2-$750.00, Month 3-$750.00, Month 4-$500.00, Month 5- $500.00, Month 6-$250.00, Month 7- $250.00, Month 8-$150.00, Month 9-$150.00, Additional Months-$150.00. It is expected that intervention will decrease throughout the

training, and no later then the Month 3, the VR counselor and provider will review the placement and progress to determine if they are appropriate and should continue. Also, these rates include placements where the provider has made arrangements with an employer to have a co-worker as the job coach, and when natural supports are arranged.

The ultimate goal of the Supported Employment Program is for the individual with the most significant disability to be working in an integrated setting where, with wages and benefits, they reduce or eliminate their needs for public financial support.

At a minimum;

1. The individual should be employed at least 50 hours per month
2. The cost for the individual to maintain employment should not exceed their earnings at entrance to Extended Services
3. The individual earns at least minimum wage or a wage commensurate with people without a disability performing the same or similar tasks.

Once a job is secured, training, stabilization, and continued employment occur at a place of business additional factors to be considered, prior to a referral are as follows;

1. Does the individual demonstrate control over unacceptable behaviors such as theft of property, self-stimulation, physical/verbal aggression, etc?
2. Does the individual take all necessary medication?
3. Does the individual demonstrate the ability to take care of personal needs such as toileting and feeding, or are there accommodations in place such as personal assistance services when necessary?
4. Can the individual communicate wants and needs to employers, fellow employees, job coaches etc?
5. Does the individual want to be employed or just have something to do?
6. If the individual cannot demonstrate the ability to perform certain, expected tasks, can the appropriate supports be put into place to make the accommodations?

Extended Services (ES) are primarily designed to provide long-term employment support for individuals with developmental disabilities who meet the criteria of employment. Such individuals may be referred from the Supported Employment Program, or enter Extended Services from the Day Supports program (only with a denial letter from SEP).

1. The activity looks like work to the ‘person on the street’
2. The activity must produce a product or service which someone would be employed to do even if a supported employment relationship was not in place.
3. An employer/employee relationship exists, or a producer/customer relationship exists,
4. Constant intervention is not required
5. The cost of job coaching should not exceed the earnings of the individual,
6. The essential functions of the job must be performed by the individual,
7. The employment relationship is not time limited, and
8. The setting is not primarily a learning, evaluative, or experiential activity

**When individual’s meet this definition of employment, they may become eligible for Workers with Disability benefits.

Individuals working in Extended Services may be employed at sites called individual placements, or as a part of an enclave. Individual placements are ideal and should be the ultimate employment goal for individuals in ES. Enclaves with DHI may be available as a short term opportunity and until long term individuals placement work is available. On going enclave opportunities are available when all individuals on the enclave are in extended services- this opportunity is rare with DHI. Individuals in the DHI Extended Services program are responsible for providing their own transportation to and from work. DHI will not provide transportation for these individuals, but will provide bus training.

Individuals in the Extended Service (ES) program are supported by providers with an Extended Services Contract. This contract includes the hours an individual works, the current % of intervention needed on the job, target intervention rate, and the total number of hours per week available for staff support. The Extended Service contracts are

negotiated by the DD Case Manager and the vocational provider on at least a semi-annual basis, or as needed. When a contract is established, fading needs to occur with the ultimate goal of reaching the target intervention rate. Should an individual need a short term increase in intervention a proposal to the contract is possible, however an on-going high level of intervention is not recommended with the Extended Services program. Meaning, providers need to develop natural supports at the job sites, and fade in their intervention levels as the individual increases their on the job independence. With an Extended Services contract individuals will only be supported on the job at the approved % of intervention which cannot exceed 50% or be less then 2 visits per month. An example of a contract is if an individual is approved for 30% intervention, they will have job coach support 30% of the hours worked. This means, individuals in ES will not have a job coach available for all of the hours they work, rather only for a portion of hours they work.

When an individual is in need of re-employment they can stay in Extended Services so long as the employment focus is based on current skills and work history. If an individual is not currently employed, once placement is found an increased rate of intervention for up to 13 weeks will be requested on the contract to cover the cost of job development. When and individual is underemployed (currently working but seeking more hours with an alternative employer) 1.3% of intervention hours will be spent on job development. 1.3% is used as a guide as that is the amount which is pro-rated into the total units for DHI Extended Services. When employment is sought in an area of deficient skill set, or experience, a referral to SEP is then appropriate.

When an individual experience a need to change the current level of support, DHI will first attempt to renegotiate the ES contract to support an increase in staff intervention up to 50%, and with a plan for decreased intervention. However, as people age or need additional supports, they may need more then 50% intervention, which will entail no longer meeting the criteria of employment. If this should occur, a change in services from Extended Services to Day Supports may be required.

When an individual does not have MA, private pay is available for job development and placement services. The compensation rate is equal to the ES current hourly rate. Priority for private pay services will be given to individuals meeting the screening criteria for DD services.

Attendance ……..……………………………………………pg 13

Compensable Time…………………………………………..pg 14

Person Served Time Off …….. ……………………………..pg 16

Prevailing Wage Rate Information…………………………..pg 17

Service Termination …………………………………………pg 19

Subminimum Wage…………………………………………..pg 20

Unpaid Leave of Absence…………………………………….pg 21

Workplace Violence Prevention………………………………pg 22

The nature of the DHI Vocational program is to combine employment opportunities along with rehabilitative supports. Therefore, though people we serve may be receiving services from the DHI Vocational program, not all of the time spent with this program is considered compensable time. Such time includes; meetings, trainings, downtime, work samples/work simulations, travel time, and work offered- refused. Also if one is considered a trainee, then that person is not considered an employee.

1. Attendance is outside of your regular working hours

2. Your attendance is, in fact, voluntary

3. The course, or meeting is not directly related to your job

4. You do not perform any productive work during such attendance.

DHI upholds the right to pay contract workers sub-minimum wages according to the standards set by the Department of Labor’s Special Minimum Wage Certificate.

Workers being paid hourly rates are reviewed a minimum of every six months and wages are adjusted accordingly.

The hourly rate is determined by comparing the individual’s productivity to the productivity of a non-disabled worker completing the same job. In this case, the worker must demonstrate the skills needed to complete the job in a simulated and controlled environment. The determined wage is then based on the prevailing wage for that job.

In the event that a program participant is unable to complete their schedule, and or participate in the program due to medical illness, they may be eligible for an unpaid leave of absence. If the individual meets the criteria for the Family Medical Leave Act, they are entitled to all of the protections offered by this ruling. If the individual does not meet the criteria for FMLA, an unpaid leave may be approved and may not to exceed 6 weeks.

Before a leave is approved the following must first occur:

1. Information signed by the participant’s doctor must be provided stating the reason for the leave, and the expected return date.
2. Consultation with team members via phone or team meeting to discuss the needs/reasons for the leave.
3. Set a tentative return date.

Should a participant need more then the originally expected amount of time off, additional information must be provided by their physician.

DHI will attempt to hold a participants work slot and schedule, but can not guarantee that the current schedule will be available at the time of their return. Upon the participants return to work, they will be offered any current and appropriate openings in the program.

If a program participant is unable to return to work with in 6 weeks, a team consultation will be requested. DHI will exhaust all feasible options, including a possible part time schedule or participation with restrictions as advised by their doctor. However, DHI may demit the participant from the program, placing them first on the waiting list. When the participant is fully recovered they may re-enter the program.

It is the intent of the DHI Day Supports ACES program to provide a workplace for all employees that is free from violence. Though there are no specific Federal OSHA (Occupational Safety and Health Administration) standards that address violent employee behavior, the Federal Occupational Safety and Health Act (OSHA Act), in Section 5 (a)(1), provides that "each employer shall furnish to each of their employees employment and a place of employment which are free from recognized hazards that are causing or are likely to cause death, serious physical injury, or harm to their employees." It is then the employer’s responsibility to take feasible steps to minimize risk of injury to their employees and to provide a safe and healthy work environment.

This policy applies to all DHI Day Support ACES program participants including all full-time, part-time, and participants with exceptions.

Coverage of this policy also applies to peer to peer violence occurring between people served.

It is a violation of this policy to engage in workplace violence as described above and to use, posses or threaten to use a weapon. It is also a violation of this policy to retaliate against any employee who, in good faith, reports a violation of this policy.

Should a person served employee fail to follow this policy, the following actions may occur; an emergency team meeting, adjustments to schedules and or work locations, program suspension, and or program demission. The course of such actions will be determined by the Vocational Department Director, or the Vocational Manager (in the absence of the Director).

All person served employees are encouraged to be alert and report to their vocational staff any acts of violence directed towards them or which they witness.

The staff receiving the report will complete an incident report, and will immediately notify their supervisor.

DHI Day Supports ACES Program shall make efforts to protect victims of workplace violence by offering available security measures. This may includes special accommodations or adjustments to their schedule, location or working conditions. DHI shall accommodate these requests and needs whenever possible and appropriate.

Each program participant will review and discuss on a quarterly basis the terms of this policy with in the structure of the ACES employment preparation program.

Should acts violence occur by program participants, DHI job coaches will make attempts to de-escalate every situation. Should an act of violence occur towards a program participant while they are with the job coach in the community, the job coach will immediately ensure their safety. Every job coach has a work cell phone

available to them, should they need additional support they can quickly call for help from the shift leaders, manager, or department director.

DHI Vocational recognizes that some of the people served exhibit maladaptive behaviors and are learning ways to reduce such behaviors. In some cases the people served by this program have an individual Behavior Intervention Plan (also know as a BIP) to address the maladaptive behaviors. DHI Vocational staff will support and follow the treatment plans respective to the services provided by this program. Should an act of violence occur by or towards a person served with a BIP, the coverage of this policy will remain in effect.