Skip main navigation

Outdated or Unsupported Browser Detected
DWD's website uses the latest technology. This makes our site faster and easier to use across all devices. Unfortunatley, your browser is out of date and is not supported. An update is not required, but it is strongly recommended to improve your browsing experience. To update Internet Explorer to Microsoft Edge visit their website.

  2. Vocational Rehabilitation
  3. Policy, Procedure, and Best Practice
  4. Policy, Procedure, and Best Practice Definitions

DVR Policy, Procedure, and Best Practice Definitions

Determining Whether a Document is a Policy, Procedure, or Best Practice

The following definitions, criteria, and examples are intended to aid in the “clean-up” of DVR policies, to ensure that policies are ready to be published and used.

Policy Procedure Best Practice
Definitions
A general written document that establishes a standard by which the division manages its affairs. This written statement mandates, specifies or prohibits conduct that enhances the division’s mission, ensures coordinated compliance with applicable laws and regulations, promotes operational efficiency, and/or reduces the division risk. A description of the processes necessary to implement policy. Procedures include information on the roles and responsibilities for policy implementation, instructions to division staff regarding how to implement the policy, steps for case management compliance, or where to turn for information. General non-mandatory recommendations that provide readers with helpful information about how to achieve a particular aim; these might include recommendations, administrative instructions, best practices guidance or frameworks in which to operate.
Criteria
States the division's position. Outlines standard practices for applying policy in specific situations. Gives a general recommendation.
Mandates, specifies, or prohibits behavior. Provides instruction. Provides helpful information about how to operate (e.g., based on a best practice).
Has widespread application. May have narrower focus/scope than policy. Provides advice about how to achieve a policy’s objectives in various situations.
Is non-negotiable. May be customizable and adaptable by districts. Not mandatory.
Changes infrequently. May be changed as needed to improve efficiency.
Tells what should be done, and sometimes why. Tells how something should be done, who should do it, when it should be done, and/or what steps should be taken.

Example: Pre-ETS HCM Staff Time Recording

Policy Procedure Best Practice
DVR employees are required to record work time in the HCM Module of STAR for the direct provision of Pre-ETS services to consumers which will count towards DVR's 15% expenditure requirement.
  • Direct provision of Pre-ETS by DVR staff is considered an in-house service and should be documented as such throughout the case noting process in IRIS. For more information on this topic, see the In-House Service and Comparable Benefits Policy Guide.
  • Direct services are tracked through the coding of staff time in the payroll system, HCM.
    • Each DVR WDA has a specific Task Profile ID code to use for Pre-ETS provision.
  • Travel time to attend meetings where Pre-ETS are provided by DVR staff can also be tracked as Pre-ETS time in the payroll system, HCM.
  • Administrative tasks are not considered staff directly providing or coordinating Pre-ETS. This means that time spent generating a purchase order for a pre-employment transition service, for example, may not be tracked as Pre-ETS time in the payroll system.

Typically, DVR staff directly provide Pre-ETS in the categories of:

  • Job exploration counseling.
  • Counseling on opportunities for enrollment in comprehensive transition or post-secondary education programs.

Common examples include, but are not limited to:

  • Counseling and/or discussions related to career pathways, labor market information, or training and education programs during IEP meetings for any student, regardless of DVR application status.
  • Talking to small groups of students or attending school conference meetings.
  • Counseling centered around soft skills for employment and self-advocacy.
  • Review of a vocational assessment with a student.
  • Directly setting up a job shadow, company tour, informational interview (no DVR service provider involvement).
  • Assistance with job search activities and resume development.
  • Time associated with the discussion and coordination of Pre-ETS for individual students, e.g., coordinating with the high school on how a student will participate in a job shadow, vocational assessment, or several students attending a "Skills to Pay the Bills" class.

Example: DVR Eligibility for Services (This is not the entire Eligibility Policy/Procedure/Best Practice)

Policy Procedure Best Practice

An assessment to determine eligibility for vocational rehabilitation services must be completed.

  • To be eligible for VR services, the individual must:
    • Have a physical or mental impairment that results in a substantial impediment to employment.
    • Require DVR services to prepare for, secure, retain, or regain employment consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice, determined by a VR Counselor employed by DVR. See Determining if an Applicant Requires VR Services for more information.
    • Will benefit from VR services. Note: DVR presumes that the individual can achieve an employment outcome.
    • Intend to achieve an employment outcome. Note: Completion of the application process is sufficient evidence for this.
  • Disability can be verified by a review and assessment of existing documentation including VR counselor observations, education records (see IEP as Documentation (Internal Link, Staff Only)), medical/behavioral health documentation, and determinations by other agencies (Social Security Administration, Medicare/Medicaid, etc.).
    • VR Counselors' observations are staff's professional judgment that a limitation they can see and directly associate with a diagnosis is a disability barrier (Examples: an individual missing a limb, using mobility aids, etc.).
    • Even when multiple diagnoses are present, only one barrier requires documentation. OOS must be updated as needed.
  • If existing data is unavailable or insufficient, DVR shall provide VR services to obtain additional assessment data.
  • Eligibility determination is assessed with accommodations in place (opposite of OOS determination, which is assessed without accommodations).
  • When consumer has a previous case or is at risk of job loss, consider processing eligibility/OOS locally, whichever is quicker.
  • Use self-report when appropriate instead of waiting for medical documentation.