Bree Callahan ADASection 504 Coordinator University of Washington Spring 2019 Goals for Today Purpose and history of the Interagency Agreement Why we got back together this time Changes implemented in 2019 ID: 804671
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Slide1
Interagency Agreement
Tami Jacobs, Dean of Student Success, District ADA/Section 504 Coordinator, Pierce College Fort Steilacoom
Bree Callahan, ADA/Section 504 Coordinator, University of Washington
Spring 2019
Slide2Goals for Today
Purpose and history of the Interagency Agreement
Why we got back together this time
Changes implemented in 2019
Step by
s
tep submission process
Resources
Questions
Slide3Acronyms for training
COP: Council of Presidents
CSW: Cost Share Worksheet
DSB: Department of Services for the Blind
DVR: Division of Vocational Rehabilitation
PIHE
:
Public
Institutions of Higher
Education
SBCTC:
State
Board of Community and Technical
Colleges
Slide4Purpose of Interagency Agreement
Promote a collaborative approach to serving qualified Student Participants while recognizing the different missions of DVR, DSB and the PIHEs.
Establish and commit to a cost-sharing agreement between the parties.
Outline the responsibilities associated with shared Student Participants.
Slide5History of Interagency Agreement
Originated in the late 90’s and the focus was shared cost of braille and ASL interpreting
Council of Presidents (COP) and State Board of Community and Technical Colleges (SBCTC) reps along with Dept. of Vocational Rehabilitation (DVR) and Dept. of Services for the Blind
(DSB)
Agreement established to facilitate collaboration and student support
Cost sharing point kicked in at $7,500
Reviewed and signed every 2 years by each institution and agency
Slide62019 Process Check in
Clarification of processes
Improve consistency
Ensure following all agency requirements
Slide7Changes
M
oving
F
orward in 2019,
slide title 1 of 2
Exact specificity on agreement timelines for PIHE
When a covered services is
anticipated
to exceed
$
7,500, submit an estimated CSW to DVR/DSB
within 30 calendar days
of starting a covered services
S
ubmit an amended CSW when covered services are anticipated to increase by 25% or more of original CSW estimate
30 calendar days prior
to incurring the additional costs
Submit A19-1A Invoice Voucher within
30 calendar days
of the end of the academic term
Slide8Changes
M
oving
F
orward in 2019,
slide title 2 of 2,
Exact specificity on agreement timelines for DVR/DSB
Reviews, approves and returns the estimated CSW to PIHE within
15 calendar days
of receiving
Reviews
, approves and
returns the amended CSW to
PIHE within
15 calendar days
of
receiving
Payment to PIHE
within 30 days
after receipt of all appropriate documentation
Slide9Step by Step Submission for Cost Share,
slide title 1 of 4,
Meet with student, determine student is a qualified “Student Participant” as defined in the agreement and is approved for “covered services” outlined in the Interagency Agreement
Determine estimated costs for the “academic year”
Prep time and travel expenses need to be noted separately on the template spreadsheet and in the script email
Track estimates for academic year with suggested template
Begin tracking actual costs with suggested template
Template spreadsheets are for PIHE record keeping and do not need to be submitted with the CSW
Slide10Step by Step Submission for Cost Share,
slide title
2 of 4
,
Submit
an estimated CSW and
engage DVR/DSB to formally reach
agreement within 30 calendar days of starting covered service
Suggested template script email
DVR/DSB reviews, approves and returns CSW within 15 calendar days of receipt
DVR/DSB may request additional information
Slide11Step by Step Submission for Cost Share, slide title
3 of 4
,
If, during the course of the academic year, the total estimated amount owed by DVR/DSB is anticipated to increase by 25% or more, then the PIHE must submit an amended CSW 30 calendar days prior to incurring the additional costs
For example, Sally Student starts fall term part-time and then decides to increase to full-time for winter and spring terms.
For example, Harry Husky starts out in an AA transfer track fall term, then decides to change to Culinary Arts winter term.
DVR/DSB reviews, approves and returns
CSW within
15 calendar days of receipt
Slide12Step by Step Submission for Cost Share, slide title
4 of 4
,
Billing and Payment process
Partner with your billing department
Submit final CSW with
actual costs associated with covered services
along
with the
A19-1A
Invoice
Voucher within 30 calendar days of the end of the term
A19-1A
shall include description of the work performed, shared participants initials, and total costs
Provide suggested template
A19-1A
language to your billing department
Slide13Resources
Links to
A19-1A Invoice Voucher
(Department of Enterprise Services webpage, scroll down to Invoice Voucher)
Cost Share Worksheet
Interagency Agreement 2017 – 2019
(will update once we have the newest agreement)
DSSC SBCTC webpage for resources/templates
(Be cautious as to the year of the resources you are using. New resources will be added/updated once the newest agreement has all appropriate signatures
.)
Visual
Lucid chart of
workflow
Interpreter/Speech to Text/Alternative Format Worksheet options
Email templates options
A-19 template options
Slide14Questions
What questions do you have?