LOA Changes for 2017

Agenda

• Introduction of Letter of Agreement Team• Overall Changes from Current Letter of

Agreement• Changes Specific to Individual Services• Conflict of Interest Review• Application Process• Application Timeline

Current New RequirementsCRPs 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 language Incorporates latest contract language for “Hold Harmless”, “Conflicts of Interests”, “Confidentiality”, etc.

Overall Changes, 1 of 4

Current New RequirementsNew CRP staff must complete New Hire training before they can begin to provide LOA services

New CRP staff who meet all other qualifications may provide LOA services immediately and must complete new hire training within 6 months

CRP 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 specialists

- Format will change and may include in –person, online and/or webinar modules

Forms and reports exist for all LOA services

All LOA forms and reports are being reviewed and revised based on feedback

Overall Changes, 2 of 4

Current New Requirements

Program reports due monthly Program reports due quarterly (Oct, Jan, Apr, Jul)Exceptions: Pre-employment transition services & Individual Placement and Support (IPS) will continue to be monthly

Agreement 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 4

Current New RequirementsExpenditure codes included in LOA attachments

Expenditure 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 introduced

Full 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 4

Current New RequirementsClarified wording on staff qualifications and other minor editing changes were made.

Changes to Vocational Assessments

Current New RequirementsRequires a monthly staffing but does not assign primary responsibility

Clarified that the CRP is responsible for initiating monthly staffing

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.

Changes to Vocational Adjustment

Current New RequirementsNo significant changes to content. Only minor editing changes were made.

Changes to Trial Work Experience

Current New RequirementsUses old definition of successful employment

Per WIOA, added “economic self-sufficiency” to the definition of successful employment

Placement services are referred to as Job Placement and Job Retention

The VR Procedures Manual uses “Retention” in a different context. Placement milestones were renamed Job Placement–Initial and Job Placement–Final

Job Placement and Job “Retention” services linked but the LOA does not specify this directly

Explicitly clarified the link between Job Placement-Initial and Job Placement-Final services/payment

Changes to Job Readiness/Job Placement

Current New RequirementsFee 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 Coaching

Pre-employment Transition Services

Current New RequirementsServices currently provided under an LOA

• No changes to the LOA attachment

• CRPs currently approved to provide pre-employment transition services will receive an email with further instructions

• No new LOA providers for these services will be accepted

Current New RequirementsNo changes at this time. Revisions are in draft and will be published later this year.

Changes to Supported Employment

Project SEARCH

Current New RequirementsProject 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 days

The upper limit for Workplace Readiness Training was expanded to 200 days.

Workplace Readiness Training payment was $180 per week, per intern

Payment 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.

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.

Conflict of InterestThe 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.

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; and

– individuals who participate in the Tennessee Consolidated Retirement System (TCRS).

Review Application Documents

• LOA Application & Application Checklist– http://tn.gov/humanservices/article/dhs-vr-loa– Click on the 2017 Vocational Rehabilitation Letter of Agreement (LOA)

link. Do not use the 2015 or 2016 information.

• Staff Roster & Summary of Staff Qualifications

• Individual Staff Information Sheet

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 need

– If a staff member is not short hours for 2016 the hours obtained Jan – Jun 2017 can be applied to the 2017 CE requirement

– Hours 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

2017 Implementation Timeline

Apr 4-13 Vendor Forums – 2017 LOA change overviewApr 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 effect

Points of ContactDirector of Contracts Matt J. Brimm

matt.j.brimm@tn.gov(615) 837-5050

LOA Coordinator Janie Hadleyjanie.hadley@tn.gov(615) 313-4930

East Tennessee Elonzo Reyes, elonzo.reyes@tn.gov (423) 634-6703

Middle Tennessee Cindy Murdockcindy.murdock@tn.gov(931) 805-5219

West Tennessee Annyce Luckettannyce.luckett@tn.gov (901) 528-5292

Supported Employment Ruth BrockProgram Supervisor ruth.brock@tn.gov

(865) 594-4077