Introduction of Letter of Agreement Team Overall Changes from Current Letter of Agreement Changes Specific to Individual S ervices Conflict of Interest Review Application Process Application Timeline ID: 681190
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Slide1
LOA Changes for 2017Slide2
Agenda
Introduction of Letter of Agreement Team
Overall Changes from Current Letter of Agreement
Changes Specific to Individual
S
ervices
Conflict of Interest Review
Application Process
Application TimelineSlide3
Current
New Requirements
CRPs must provide a significant amount of documentation as part of the application.
The application checklist will require CRPs to maintain supporting documentation (proof of insurance, verification of staff qualifications, etc.) but it will not be submitted as part of the application package. This information must be maintained and available for audit purposes. Application “window” was 2 weeks. Application “window” doubled to 4 weeks.Uses old legal languageIncorporates latest contract language for “Hold Harmless”, “Conflicts of Interests”, “Confidentiality”, etc.
Overall Changes,
1
of 4Slide4
Current
New Requirements
New CRP
staff must complete New Hire training before they can begin to provide LOA servicesNew CRP staff who meet all other qualifications may provide LOA services immediately and must complete new hire training within 6 monthsCRP New Hire training is a day and a half long and is SE heavy- New hire content is being completely revised. “VR101” will be added, presented by LOA specialistsFormat will change and may include in –person, online and/or webinar modulesForms and reports exist for all LOA servicesAll LOA forms and reports are being reviewed and revised based on feedback
Overall Changes, 2
of 4Slide5
Current
New Requirements
Program
reports due monthlyProgram reports due quarterly (Oct, Jan, Apr, Jul)Exceptions: Pre-employment transition services & Individual Placement and Support (IPS) will continue to be monthlyAgreement is stated to be between the CRP and “Vocational Rehabilitation” Agreement is between the CRP and “The State of Tennessee Department of Human Service, Division of Rehabilitation Services, Vocational Rehabilitation” to be consistent with contract wording (as recommended by Legal) Overall Changes, 3 of 4Slide6
Current
New Requirements
Expenditure
codes included in LOA attachmentsExpenditure codes removed from LOA attachments. The LOAs specify the CRPs’ requirements and they do not use the expenditure codes. The codes will be included on the Fee Summary and other LOA reference sheets for VR counselors’ use.Competitive integrated employment was introducedFull definition of competitive integrated employment is included in each LOA attachment. Competitive integrated employment is required to obtain a “successful placement”No mention of specific performance indicators“Performance measures” are explained. Expectation set for longer term employment: 6 & 12 month tracking as well as wage comparison Overall Changes, 4 of 4Slide7
Current
New Requirements
Clarified
wording on staff qualifications and other minor editing changes were made. Changes to Vocational Assessments Slide8
Current
New Requirements
Requires
a monthly staffing but does not assign primary responsibilityClarified that the CRP is responsible for initiating monthly staffingFee payment is on a per hour basis. Some CRPs are charging for partial hours, calculated down to the minute.Clarified that payments will be based on hours rounded to the nearest whole hour. Changes to Vocational AdjustmentSlide9
Current
New Requirements
No significant
changes to content. Only minor editing changes were made. Changes to Trial Work ExperienceSlide10
Current
New Requirements
Uses old definition
of successful employmentPer WIOA, added “economic self-sufficiency” to the definition of successful employmentPlacement services are referred to as Job Placement and Job RetentionThe VR Procedures Manual uses “Retention” in a different context. Placement milestones were renamed Job Placement–Initial and Job Placement–FinalJob Placement and Job “Retention” services linked but the LOA does not specify this directlyExplicitly clarified the link between Job Placement-Initial and Job Placement-Final services/payment
Changes to Job Readiness/Job PlacementSlide11
Current
New Requirements
Fee
payment is on a per hour basis. Some CRPs are charging for partial hours, calculated down to the minute.Clarified that payments will be based on hours rounded to the nearest whole hour. Job coaching payment is based on qualification levels of the individual providing the service. Rates ranged from $12-$20/hour.Job coaching rate will be a flat $18/hour.Changes to Job CoachingSlide12
Pre-employment Transition Services
Current
New Requirements
Services currently provided under an LOANo changes to the LOA attachmentCRPs currently approved to provide pre-employment transition services will receive an email with further instructions No new LOA providers for these services will be acceptedSlide13
Current
New Requirements
No changes
at this time. Revisions are in draft and will be published later this year.Changes to Supported EmploymentSlide14
Project SEARCH
Current
New Requirements
Project SEARCH training staff are referred to as “job coaches”Since job coaching is no longer considered a training service, the training staff are now referred to as Workplace Readiness Specialist (this is consistent with terminology used in the Transition School to Work grant for similar positions/duties) Workplace Readiness Training was limited to 100 daysThe upper limit for Workplace Readiness Training was expanded to 200 days. Workplace Readiness Training payment was $180 per week, per internPayment rate changed to $36 per day, per intern. No change to the bottom line, this just eliminates the need to determine how to handle absences, holidays, etc. Changes apply to the LOA attachments for both the adult and transition models of Project SEARCH.Slide15
Special Services
Currently approved special services will be considered for renewal
New special services may be considered and will be evaluated based on geographic need, innovation and budget considerations. The focus will be on services that increase competitive integrated employment. CRPs planning to request special services please contact your Program Specialist for assistance in completing the Special Services attachment.Slide16
Conflict of Interest
The CRP represents and warrants that no part of the amount paid to it for services 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 CRP in connection with any work contemplated or performed relative to this Agreement.
The
Community Rehabilitation Provider acknowledges, understands, and agrees that these Terms and Conditions shall be null and void if the Community Rehabilitation Provider is, or within the past six (6) months has been, an employee of the State of Tennessee or if the Community Rehabilitation Provider is an entity in which a controlling interest is held by an individual who is, or within the past six (6) months has been, an employee of the State of Tennessee.Slide17
Conflict of Interest (
cont
)
For purposes of this conflict of interest provision, the following individuals may be considered employees of the State of Tennessee or political subdivisions thereof:employees of local schools and local governments; individuals who receive wages, compensation or gifts from local schools and local governments in exchange for acting as an officer, agent, employee, subcontractor, or consultant; andindividuals who participate in the Tennessee Consolidated Retirement System (TCRS). Slide18
Review Application Documents
LOA Application & Application Checklist
http://
tn.gov/humanservices/article/dhs-vr-loaClick on the 2017 Vocational Rehabilitation Letter of Agreement (LOA) link. Do not use the 2015 or 2016 information. Staff Roster & Summary of Staff QualificationsIndividual Staff Information SheetSlide19
Continuing Education Hours
The cycle for Continuing Education (CE) hours will be shifted from the calendar year to match the LOA cycle (July – Jun).
CE hours completed during January through June 2017 can be applied to
EITHER the 2016 or the 2017 CE requirements.If a staff member is short hours for 2016 they can use the Jan – Jun 2017 timeframe to obtain the additional hours they needIf a staff member is not short hours for 2016 the hours obtained Jan – Jun 2017 can be applied to the 2017 CE requirementHours will be documented on the appropriate CE sheet. If the CE hours earned in 2017 are to be applied to the 2016 requirement, those hours will be documented on the 2016 CE sheet.Individuals who complete New Hire prior to July 1st, 2017 will need to complete the required 12 CE hours Slide20
2017 Implementation Timeline
Apr 4-13 Vendor Forums – 2017 LOA change overview
Apr 17
Open season begins for LOA applicationsMay 12 Last day to submit applicationsJun 16 Application reviews completeJun 30 All current LOAs expireJul 1 Revised LOAs take effectSlide21
Points of Contact
Director of Contracts
Matt J. Brimm
matt.j.brimm@tn.gov (615) 837-5050LOA Coordinator Janie Hadley janie.hadley@tn.gov (615) 313-4930East Tennessee Elonzo Reyes, elonzo.reyes@tn.gov (423) 634-6703Middle Tennessee Cindy Murdockcindy.murdock@tn.gov(931) 805-5219West Tennessee Annyce Luckettannyce.luckett@tn.gov (901) 528-5292Supported Employment Ruth BrockProgram Supervisor ruth.brock@tn.gov (865) 594-4077