Ohio



TransportationAre providers required to provide transportation?Providers are not required to provide transportation. It should be noted on the Site Collection Tool whether or not a provider is willing to provide transportation for each site.Who is providing transportation?? VR Staff should discuss transportation options with Participants and caregivers. Options could include: families, providers, other resources such as the local Board of DD, or public transportation.Orientation DayHow long does the orientation have to be? Can it be more than one day? Orientation Day must be the first day of service and it should be scheduled the same hours as the rest of the service. For example, if the work schedule is Monday through Friday from 9 A.M. to 1 P.M., then Orientation Day should also be scheduled from 9 A.M. to 1 P.M. It can only be one day.Where is Orientation held? At the employer site or Provider facility?Orientation can be held at the employer site if space is provided or it can be held at a Provider facility or another public space like the library. What if Participant misses Orientation Day?In the unfortunate circumstance Participant misses the first day of the Summer Youth Work Experience service, which is also Orientation Day, the Participant must receive VR Staff approval to attend work. Provider staff should ensure Participant has access to the important material discussed during Orientation such as when and how they will receive a paycheck or how to call off work, etc. What about a work site that requires an 8 hour orientation?If the employer requirement for an orientation (some require a volunteer orientation before starting) goes beyond the normal work schedule for the day (8 hours vs. 5 hours), please include a justification on the Site Collection Tool.Site Collection ToolWill a column for background checks be part of the site info collection document as well?The Site Collection Tool will have a column for Site Requirements and this is where the provider would note if a background check is required. If there are any site requirements (background checks, protective equipment, uniforms, etc.), VR Staff should discuss these with the Participant and caregiver prior to authorizing services. Determine if the family is able to provide any support or if an OOD authorization is needed. Where should we send the Site Collection Tool?Please email the Site Collection Tool to crpvendor@ood..Why is there a column titled: DD Eligible Individuals Only?Providers that do not have a CARF accreditation but are permitted to provide services based upon having a Department of Developmental Disabilities certificate in the areas of Individual Employment Supports and Career Planning, are allowed to provide services only to individuals whom are eligible to receive DD services. Having this designated on the Site Collection Tool is helpful for VR Staff to make appropriate referrals.If a vendor has work sites listed on its flyer that are not on the approved OOD Site Collection Tool, can those work sites be used? What about for the Career Exploration?The PCMU will make every effort to compare the provider’s submitted flyers to what was submitted on the Site Collection Tool to ensure consistency. However, VR Staff should not refer Participants to worksites that were not approved by PCMU via the Site Collection Tool. The same goes for Career Exploration.May 14th Direct Provider Staff TrainingHow will the Required May 14th Direct Provider Staff Training be held?The training will be held online via a GoTo Meeting. A registration link will be included in the PowerPoint from today’s training and it will also be sent out closer to the training date via a Granicus email. The training will be recorded and providers will have access to the documents used so that direct staff who may not have started yet, can receive the same training prior to working with Participants.Minor Labor Laws (Breaks and Work Permits)Do Participants still receive a 15 minute paid break?Yes. Providers shall provide at least one fifteen (15) minute break for every four (4) hours of scheduled service.Please provide examples of when a lunch break would be required.Summer Youth Participants scheduled over the entirety of 11:00 A.M. – 1:30 P.M. or 4:30 P.M. – 6:30 P.M. shall be provided a thirty (30) minute unpaid meal period. If the work schedule is from 9 A.M. to 1 P.M., a meal period would not be required because it does not go over the entirety of 11 – 1:30. If the work schedule is from 10 A.M. to 2 P.M. (4 hours total), a meal period would be required. We would ask that the schedule be changed to either 9:30 A.M. – 2:00 P.M. or 10:00 A.M. to 2:30 P.M in order to accommodate the meal period.A work permit is not required for Summer Youth Career Exploration, correct?That is correct. This is not a work experience.Significant Incident Report Form (SIRF)What if we don't have a VR Supervisor Liaison?Please contact your local OOD office and request a supervisor liaison to be assigned to you.What happens if the incident is after OOD’s business hours?If the incident happens after hours, please email the VR Counselor and copy the VR Supervisor Liaison. Follow-up with a phone call first thing the next business day and be sure to talk with someone regarding the incident (do not leave a message).Can we use another agency’s Incident Report Form in lieu of OOD’s SIRF?For OOD purchased services, you must use OOD’s Significant Incident Report Form.BenefitsIf the student earns an income, say for Summer Youth, does this affect the parents SSI benefits or family food stamps?If the Participant earns an income, the income must be reported to the Social Security Administration. It could impact the Participant’s SSI benefits but it would not impact the parent’s SSI or SSDI benefits. The stipend does fall under the Student Earned Income Exclusion. The additional income could impact things like food stamps and housing. Participants and their families should check with their Jobs and Family Services caseworker to determine how to report the income and the impact it could have on the family benefits.Family LetterCan Providers receive a copy of the Family Letter?Yes, when a final version is available.Can attendance expectations, wage benefits information for reporting to SSA, and transportation options be included in the Family Letter?The Family Letter will be very general with points for the families to consider prior to Summer Youth. We will consider these elements in the pilot.Participant AttendanceIf a Participant does not finish out a work week and does not sign the VTS, can it be billed?Yes, it can still be billed. Please document the circumstances that the VTS was not signed and the efforts made to get it signed.If a Participant’s personal schedule interferes with the SY sessions and they can’t work the whole five weeks, can they still participate?Every effort should be made to make sure the Participant can attend all five weeks of the scheduled service. However, if the Participant has a family vacation scheduled or summer school, etc. and it cannot be worked around, this should be considered on a case-by-case basis. Providers should direct the Participant/caregiver to speak with VR Staff ahead of the scheduled service. If a Participant has behaviors or limited?skills and it has been determined that they should no longer continue at the worksite, do we need to find a new location or?will services end?This should be discussed on a case-by-case basis with the VR Staff. Please notify VR Staff if there are any concerns as soon as possible.If a participant misses two days during the week, when does the provider contact VR Staff? When it is two consecutive days or overall for the week?VR Staff should be notified of absences and approval for a Participant to continue with services is required after two missed work days in a week. VR Staff should talk with the Participant to determine if they are engaged, if this is the right service for them, can the issue be worked through. If a Participant shows up late to work, can he or she make up the time at the end?Providers and Participants should follow the approved work schedule and time for late-arrivals should not be made up. We would like these work experiences to mirror real-life situations as much as possible in order to set the Participants up for future success.Staff RatiosDo individual Summer Youth Work Experiences have to follow the same schedule/session dates as the groups?They do not need to follow the same schedule/session dates but it does need to be discussed with the VR Staff prior to authorizing the service.If there is a disability need, can the hours be adjusted so long as the service hours do not exceed 20 hours in a week?This would be an unusual circumstance and it should be discussed with your VR Counselor or Coordinator. Providers should not make any changes to sites, schedules, or requirements without permission from VR Staff. Must there be four in a group or can there be less?? Groups can have two, three, or four Participants with one staff.Can providers do group intakes?Providers should not conduct group intakes as the information shared by Participants would be private and confidential.If a Provider feels a Participant would benefit from a one-on-one service, can they contact the VRC to amend the service from group to individual?If the provider has concerns about a Participant completing the Summer Youth service in a group setting and believes the Participant or the rest of the group would benefit from the Participant being removed from the group for 1:1 services, please contact the VR Counselor or Coordinator to discuss options.GeneralWill there be a requirement to have the SY reports to VRC's before the deadline for staffings on 9/15?Providers must still adhere to the requirements listed in the VR Provider Manual which states that VR reports and invoices shall be submitted electronically within twenty-one (21) calendar days of the date of last service or the last date as defined on the VR Original Authorization & Billing, whichever comes first. Final invoices, including corrections, shall be submitted to OOD no later than ninety (90) days of the date of last service for payment.Can we hold a Summer Youth Staffing during the final week of Summer Youth services?You may schedule a staffing the final week of Summer Youth services but it should not take place during the scheduled work hours and the Participant will not receive a VTS.Do we have to visit more than one business per day during the Summer Youth Career Exploration? The requirement is that SYCX visits three businesses per week, we do not stipulate how many visits per day.What about last minute site cancellations? Businesses at times will cancel the day of service and it's not possible to schedule something the day of.Providers should have a “what-if” plan in place for these unusual and infrequent circumstances. If this situation does occur, immediately contact VR Staff by phone and obtain approval of any changes.Can providers schedule more than one site for a SYWE group session?The preference is to have the entire service scheduled at one work site, however, Participants may be scheduled up to a maximum of two (2) work sites during the five (5) week period. Site changes shall only occur at the end of the scheduled week.Can providers rotate jobs at a site for a SYWE group session? Example: week one is customer service, week two is dishwashing, week three is landscaping, week four is janitorial, and week five is laundry.Although rotating jobs gives the Participant experience in many different areas, it does not help them to master an area or to have any consistency. Further, it is more difficult to ascertain the metrics listed on the SY report.Should the VTS, Transportation, and Service invoices be sent at the same time?Yes. You can have all three in the same email. Do we need to prorate the week of July 4th?The July 4th holiday is on a Saturday. Some businesses may observe this holiday on Friday, July 3. Providers can either schedule the normal 20 hours for the week or they may prorate the time to exclude the Friday holiday.Will the provider receive the necessary documents for the completion of the Form I-9 from the counselor, or will the provider be responsible for collecting those documents?The provider will be responsible to collect the required documents for payroll. VR Staff will start the conversation about these requirements with the Participant, caregiver, and school staff. It will also be noted in the Family Letter. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download