WEBVTT 00:00:00.240 --> 00:00:06.400 Hello everyone, my name is Evie Wold and I'm  a Program Specialist in placement services   00:00:06.400 --> 00:00:13.120 with Vocational Rehabilitation Services and I'm  Sarah Sundeen, also a Program Specialist but on   00:00:13.120 --> 00:00:18.160 our community partnerships team where I work  as a liaison between our contracted partners   00:00:18.160 --> 00:00:23.360 and our VRS staff. And so today  we'll be talking about placement   00:00:23.360 --> 00:00:29.840 and follow-up services covering the General  and E1 performance-based agreements or PBAs.   00:00:32.480 --> 00:00:38.800 Our training objectives today will be looking  at defining placement and follow-up services and   00:00:38.800 --> 00:00:44.240 the process, understand the difference  between the E1 and the General PBA,   00:00:45.120 --> 00:00:48.480 understand the key components of the  placement and follow-up services,   00:00:49.280 --> 00:00:54.160 know the importance and understand what the  components are to the pre-job search activities,   00:00:55.040 --> 00:01:01.280 understand the conditions for a successful closure  from placement and follow-up services, and yes the   00:01:01.280 --> 00:01:09.440 paperwork part - so fun. All right, as we go on  with this webinar it will be handy for you to have   00:01:10.720 --> 00:01:16.320 these forms either open on your computer or  print it off near you. We'll be going over   00:01:16.320 --> 00:01:22.400 in detail these forms and you could pause the  webinar now to gather those and you can see   00:01:22.400 --> 00:01:29.680 on this slide is a link to our partners section of  our deed website where you can find those forms. 00:01:34.240 --> 00:01:39.760 All right, so let's dive in how it all works  together. So the process by which our job   00:01:39.760 --> 00:01:46.480 seekers find employment is through placement and  follow-up services. Most times, VRS will contract   00:01:46.480 --> 00:01:52.000 with community partners and engage in a contract  to pay for the services and we call that a PBA.   00:01:53.040 --> 00:01:57.920 Sometimes VRS will utilize our internal  placement coordinators if there's an unmet   00:01:57.920 --> 00:02:03.200 need for placement and follow-up services in a  certain area. So in other words, the placement   00:02:03.200 --> 00:02:08.560 and follow-up services is the road we are on and  the PBA is the vehicle we use to get there.   00:02:12.000 --> 00:02:17.200 So VRS has two kinds of PBAs  - a General and an E1 PBA.   00:02:17.200 --> 00:02:23.040 The E1PBA is for job seekers who are on a  medicaid waiver and the General PBA is for   00:02:23.040 --> 00:02:29.120 all others. The processes are similar with some  distinct differences which we will go into. 00:02:33.200 --> 00:02:40.080 So, to pay for PBAs, we use a milestone structure  and here you can see are the amounts we pay for   00:02:40.080 --> 00:02:47.440 each milestone. You'll see the additional E1  milestone payment for E1 PBAs, so that makes   00:02:47.440 --> 00:02:56.800 the General PBA a total of $3800 and the E1 PBA,  adding in that E1 milestone, that would add up to   00:02:56.800 --> 00:03:03.840 $5000, and we'll be going more into detail about  these specific milestones as we go forward here. 00:03:07.360 --> 00:03:13.520 So, here's an overview- a nice visual of the  entire placement and retention placement and   00:03:13.520 --> 00:03:19.120 follow-up services process. So as you can see,  there are pre-job search activities on the left   00:03:19.120 --> 00:03:25.600 there of this visual that take place before you,  the placement professional, even joins the team.   00:03:26.480 --> 00:03:34.160 Then we move into the signed placement plan  meeting which is PBA milestone one. Then we move   00:03:34.160 --> 00:03:39.840 into the 60-day check-in, the first paid  day of employment, which is milestone two.   00:03:41.040 --> 00:03:47.280 We'll be checking in with that now employee  as they're starting their job and up until   00:03:48.160 --> 00:03:53.040 we look at that last PBA milestone  3 of successful placement closure.   00:03:57.280 --> 00:04:03.760 So, let's begin at the beginning of the process.  As Evie mentioned before the placement even   00:04:03.760 --> 00:04:09.440 starts, Counselors work with the Job Seeker to  make sure they are ready for placement services.   00:04:09.440 --> 00:04:16.960 This is what we call pre-job search activities.  During the pre-job search activities, the   00:04:17.840 --> 00:04:23.760 Counselor will review and discuss the following  with the Job Seeker: VRS uses a team approach   00:04:24.320 --> 00:04:29.680 and we will discuss the roles of each team member.  Remember the Counselor is the facilitator of the   00:04:29.680 --> 00:04:34.400 team and all team members have important  roles and expectations. In addition to   00:04:34.400 --> 00:04:39.680 our core team members, there may be other  members including family, Social Workers   00:04:39.680 --> 00:04:46.400 or IL staff. Informed choice- if possible, the  Job Seeker is encouraged to visit or interview   00:04:46.400 --> 00:04:51.520 a variety of placement professionals as it is  ultimately the Job Seeker's choice in who they use   00:04:51.520 --> 00:04:58.400 for their placement and retention services. The Job Seeker and the Counselor discuss   00:04:58.400 --> 00:05:04.480 interests, goals, skills, and abilities. They  talk about labor market information and any   00:05:04.480 --> 00:05:08.400 criminal or background record information  that might be pertinent to their job goal.   00:05:09.280 --> 00:05:13.680 For those individuals who want to explore how  their credit or bankruptcy histories may impact   00:05:13.680 --> 00:05:18.640 their job goals, VRS Counselors often use  the federal trade commission's website. 00:05:21.520 --> 00:05:27.680 In addition, it is important to review and  discuss things like transportation, housing,   00:05:28.240 --> 00:05:34.640 care arrangements, whether that's for a child, a  spouse or a parent, medical insurance, cultural or   00:05:34.640 --> 00:05:40.080 religious considerations, disability disclosure,  support systems that are available to them,   00:05:40.080 --> 00:05:45.920 and to verify employment eligibility  documents to be completed with an I9 form.   00:05:46.960 --> 00:05:51.920 One thing that we like to point out is that  to verify employment authorization documents,   00:05:51.920 --> 00:05:57.680 Counselors often use the USCIS as a  good resource to see what documents   00:05:57.680 --> 00:06:02.320 are acceptable for employment, such as  state ID cards or social security cards.   00:06:03.200 --> 00:06:08.000 We at VRS are not allowed to make a copy of  the documents, but the Counselors should be   00:06:08.000 --> 00:06:12.640 viewing them to ensure that the Job Seeker has  the appropriate documents for employment. 00:06:15.920 --> 00:06:21.120 There are also items that are continuously  reviewed and discussed throughout the placement   00:06:21.120 --> 00:06:29.200 process. You will see these services in the  ribbon here. These include disability disclosure,   00:06:29.200 --> 00:06:35.040 supported employment, independent living  services, benefit services, job coaching,   00:06:35.040 --> 00:06:41.360 and reasonable accommodations. These should  be considered before placement services begin   00:06:41.360 --> 00:06:47.840 and also discussed throughout the entire  placement and retention service process. 00:06:49.120 --> 00:06:57.280 The next step is to invite placement to the team.  When the Counselor sends you an invitation to the   00:06:57.280 --> 00:07:02.640 placement team they will also send you a copy of  relevant sections of the assessment of VR needs   00:07:02.640 --> 00:07:08.240 and the completed sample application.  The invitation to placement team form   00:07:08.240 --> 00:07:11.200 is used to invite the placement  professional to join the team.   00:07:11.840 --> 00:07:17.840 Let's take a minute to review the information that  is on the invitation to placement team form. 00:07:20.720 --> 00:07:24.560 As you can see, the Invitation to Placement team   00:07:24.560 --> 00:07:30.320 will let you know if they are inviting you  to a General PBA or an E1 PBA placement. 00:07:32.400 --> 00:07:38.880 It will give you information on the Job Seeker  and contact information for the VRS Counselor.   00:07:40.880 --> 00:07:44.400 You will also receive the  information that is required   00:07:46.320 --> 00:07:50.320 and sometimes you will receive   00:07:50.320 --> 00:07:57.840 information if it is available on assessments,  or resumes, or independent living needs. 00:07:59.520 --> 00:08:04.000 You will see that the Invitation to  Placement also talks about job goals,   00:08:05.200 --> 00:08:12.320 and information on training and education,  the Job Seeker's desired work hours, shift   00:08:12.320 --> 00:08:18.560 preferences, wage ranges, information  on their benefits, their transportation,   00:08:18.560 --> 00:08:25.840 and other important information to consider  as the Job Seeker is looking for employment. 00:08:28.560 --> 00:08:34.880 The VRS Counselor will also send a completed  sample application along with the invitation. 00:08:38.080 --> 00:08:42.320 As you can see, this is a generic job  application that is prepared for you   00:08:42.320 --> 00:08:48.640 to assist with placement services and  the development of a resume. The sample   00:08:48.640 --> 00:08:53.840 application is generic in use but it will  give you a lot of really important information   00:08:54.560 --> 00:09:07.840 as you start to work with the Job Seeker and get  to know their background and their work history. 00:09:21.440 --> 00:09:25.760 Out of respect and courtesy to you in  preparation for the meeting, it is preferred   00:09:26.720 --> 00:09:33.440 and recommended that all of the forms be sent to  the Placement Professional at the same time. If   00:09:33.440 --> 00:09:39.440 a Job Seeker is involved with an agency approved  project such as Individual Placement and Supports,   00:09:39.440 --> 00:09:45.760 or IPS, many of the pre-job search activities  are completed jointly with the VRS Counselor,   00:09:45.760 --> 00:09:51.120 placement provider and likely a mental health  provider. No Invitation to Placement team form   00:09:51.120 --> 00:09:57.680 is completed with IPS. The IPS placement services  uses their time to get to know the Job Seeker   00:09:57.680 --> 00:10:03.600 and the process involves rapid engagement.  In addition to IPS. if the Job Seeker is in   00:10:03.600 --> 00:10:08.560 Customized Employment and completing a discovery  assessment, the Placement Professional and the   00:10:08.560 --> 00:10:13.280 Counselor should consult to ensure the  pre-job search activities are addressed   00:10:13.280 --> 00:10:20.720 and documented in the Customized Employment Plan.  An invite to the Waiver Case Manager is offered,   00:10:20.720 --> 00:10:26.320 but they are not required to attend the invitation  to placement in the placement planning meeting. 00:10:29.120 --> 00:10:34.560 Now, let's look at the job search key components  that begin with the signed placement plan.   00:10:35.360 --> 00:10:38.640 This is milestone one and is the first payment.   00:10:45.280 --> 00:10:48.320 So, what happens during the  sign placement plan meeting? 00:10:52.480 --> 00:10:58.720 At this time, you can see our template for  identifying the responsibilities of each core team   00:10:58.720 --> 00:11:06.240 member is collected in the VRS Placement Plan -the  Job Seeker, the Placement Professional and the VRS   00:11:06.240 --> 00:11:12.240 Counselor. If applicable, we also include the  Waiver Case Manager. All of the responsibilities   00:11:12.240 --> 00:11:17.840 should be identified and agreed upon by the team  during the placement plan meeting. Not all items   00:11:17.840 --> 00:11:23.200 will be applicable to each Job Seeker and we need  to make sure we only select the items that apply.   00:11:24.480 --> 00:11:31.120 So when you look at the VRS Placement Plan,  we will talk about the Job Seeker and all   00:11:31.120 --> 00:11:36.800 the team players who are involved in that  case, the job goal that was agreed upon,   00:11:38.400 --> 00:11:45.600 the Job Seeker skills, the wage range, hours per  week, and shift preferences, their transportation,   00:11:45.600 --> 00:11:52.160 the geographical area for their job search, and  other important information. And then we will   00:11:52.160 --> 00:11:58.560 look at the Job Seekers’ responsibilities and  the Placement Professional’s responsibilities 00:12:00.960 --> 00:12:04.640 and possibly a Pre-ETS  Representative responsibilities   00:12:05.600 --> 00:12:10.160 and a Waiver Case Manager's  responsibilities if they are in an E1 PBA. 00:12:14.720 --> 00:12:22.640 It is possible for Placement Professionals to use  their own form rather than the VRS Placement Plan   00:12:22.640 --> 00:12:25.920 but it is very important  that the Placement Plan form   00:12:26.640 --> 00:12:32.720 clearly identifies the roles and responsibilities  for all team members. We understand that partners   00:12:33.360 --> 00:12:38.080 sometimes want to use their own forms and  add other items that are needed for their   00:12:38.080 --> 00:12:45.760 uses. Please note that only one placement plan  form is needed whether you use the VRS plan or   00:12:46.320 --> 00:12:52.720 your own agency plan. It's also very important  regardless of which form you choose to use   00:12:52.720 --> 00:13:00.320 that everyone agrees upon and signs that plan  and then everyone gets a copy of the signed plan.   00:13:01.440 --> 00:13:07.120 So, during the placement plan meeting in addition  to roles and responsibilities, the 60-day meeting   00:13:07.120 --> 00:13:11.840 is scheduled. We'll discuss 60-day meetings  in a little while but the VRS Counselor should   00:13:11.840 --> 00:13:17.360 invite the Waiver Case Manager to 60-day meetings  although again they are not required to attend.   00:13:17.920 --> 00:13:23.680 It is important to consider the meeting's intent  and purpose. This is the first meeting with all   00:13:23.680 --> 00:13:30.080 the core team members -the Job Seeker, Placement  Professional and VRS Counselor. The meeting is to   00:13:30.080 --> 00:13:36.080 establish rapport with the job seeker and have  meaningful discussion and share ideas regarding   00:13:36.080 --> 00:13:41.280 their job search. The meeting is about the  Job Seeker and what all of us need to do   00:13:41.280 --> 00:13:48.000 as a team to help them achieve success, so try to  remember that the focus is on creating a positive   00:13:48.000 --> 00:13:54.960 experience for them. It is the expectation of the  placement team approach that you will review the   00:13:54.960 --> 00:14:00.800 documents sent by the VRS Counselor and complete  any of the necessary paperwork ahead of time so   00:14:00.800 --> 00:14:06.320 that the meeting truly focuses on that Job Seeker  and their needs and not on filling out forms.   00:14:10.640 --> 00:14:15.520 After the signed placement plan meeting,  the community partner will submit a copy of   00:14:15.520 --> 00:14:21.520 the signed Placement Plan and an invoice  for milestone one. Due to data privacy,   00:14:21.520 --> 00:14:27.920 the invoices should go to the email listed on the  authorization. If you have invoicing questions   00:14:27.920 --> 00:14:33.280 there is a section on the deed community partner  website that details invoicing requirements. 00:14:36.480 --> 00:14:39.920 All right, let's review some of the  communication expectations during   00:14:40.560 --> 00:14:46.640 a PBA. All Placement Professionals will  attempt at least weekly communication with   00:14:46.640 --> 00:14:52.720 the Job Seeker and explain weekly assignments  to the Job Seeker and the Placement Professional   00:14:53.360 --> 00:14:57.680 that each will complete. This is a  minimum standard to be adjusted based   00:14:57.680 --> 00:15:05.200 on the individual needs. We realize situations may  occur where a Job Seeker or Placement Professional   00:15:05.200 --> 00:15:10.960 may not be able to communicate each week as  scheduled but attempts should be made. When   00:15:10.960 --> 00:15:17.680 you develop a resume for the Job Seeker,  please be sure to share a copy with VRS.   00:15:19.280 --> 00:15:24.800 Monthly Progress Reports are required and  continue throughout the entire placement and   00:15:24.800 --> 00:15:29.600 retention service process. These reports  are not meant to replace communication   00:15:29.600 --> 00:15:35.520 that should certainly occur between the Placement  Professional and the VRS Counselor. Let's take a   00:15:35.520 --> 00:15:43.440 quick look at the Monthly Progress Reports. As you can see in the Monthly Progress Report,   00:15:45.040 --> 00:15:51.440 the information we are looking for is information  in the header about who the Job Seeker is and   00:15:51.440 --> 00:15:59.840 who is on the team, and looking at job search  updates. So a summary of what the Job Seeker’s   00:15:59.840 --> 00:16:04.480 activities have been in the last month and  what the Placement Professional has done.   00:16:06.320 --> 00:16:11.880 Understanding if all the meetings were attended  by the Job Seeker and Placement Professional -   00:16:12.720 --> 00:16:19.600 if the answer is no, we are interested in knowing  why a meeting did not occur. Was it cancelled due   00:16:19.600 --> 00:16:28.160 to scheduling conflicts? Was it a no-show? what  is going on? The number of employer contacts   00:16:28.160 --> 00:16:33.200 by the Job Seeker and or Placement Professional,  the name of employers, where the Job Seeker   00:16:33.200 --> 00:16:39.520 applied and interviewed for. It would also be  possible to put a job log in here. The number of   00:16:39.520 --> 00:16:45.840 job interviews and the results of a job interview  that month. Any details on declined job offers   00:16:47.040 --> 00:16:51.840 and a general question of what is going -what  is going well with the job search process.   00:16:52.800 --> 00:16:56.560 We also want to know plans or  changes for the next 30 days   00:16:58.160 --> 00:17:02.160 and why. The next section   00:17:02.160 --> 00:17:09.120 of the Monthly Progress Report is filled out when  an individual has completed their first shift   00:17:09.120 --> 00:17:15.520 and this would be all the important information  that we need about a Job Seeker's new job.   00:17:17.600 --> 00:17:22.880 And then the third section is filled out when  job placement follow-up services close. This   00:17:22.880 --> 00:17:28.960 is what we consider our final report, and again  it is a summary of the employment information-   00:17:28.960 --> 00:17:35.840 the benefits that that individual has and  who did you get that information from,   00:17:36.640 --> 00:17:42.880 and then a little closure summary. So that is what we look for every month.   00:17:43.760 --> 00:17:49.040 VRS requires the use of this Monthly Progress  Report. This is a standard template that   00:17:49.040 --> 00:17:55.920 everyone must use. This report should be  sent by the 10th of the following month.   00:17:55.920 --> 00:18:02.160 For example, January's Monthly Progress Report  should be submitted by February 10th. Monthly   00:18:02.160 --> 00:18:07.920 Progress Reports should be emailed to the general  team email address listed on the authorizations.   00:18:11.280 --> 00:18:18.080 Alright, so this is a question we get quite a bit.  What is placement what does that mean? Just don't   00:18:18.080 --> 00:18:23.920 let the name fool you. Placement doesn't mean just  plunking someone into any old job. It's really   00:18:23.920 --> 00:18:31.040 the process of job searching. We're into the job  search phase of the PBA now. The job search really   00:18:31.040 --> 00:18:35.920 should be customized for each Job Seeker depending  on their skills, interests, and conditions.   00:18:36.880 --> 00:18:42.400 During that job search phase, you'll begin working  with the Job Seeker on many activities. So, let's   00:18:42.400 --> 00:18:47.680 go over a few of those activities. The biggest  one probably: identifying and developing those   00:18:47.680 --> 00:18:53.200 job opportunities. So it may involve researching  the labor market, contacting employers,   00:18:53.760 --> 00:19:00.000 showing the Job Seeker resources like CareerForce  classes, researching jobs on Minnesotaworks,   00:19:00.000 --> 00:19:05.920 Indeed and other job boards. You may be helping  them with creating and updating their resumes.   00:19:06.880 --> 00:19:09.840 We know this is an ongoing  process that's really customized   00:19:10.880 --> 00:19:17.200 to fit the job they're currently applying for.  We'll be completing employment applications-   00:19:17.200 --> 00:19:22.560 paper and online. We know that these  applications can be challenging at times.   00:19:23.280 --> 00:19:29.280 And also there's pre-employment tests and  assessments like personality and aptitude tests   00:19:30.800 --> 00:19:33.840 we often help the Job Seekers  prepare for. Job interviews-   00:19:34.640 --> 00:19:40.800 we may be reviewing and practicing sample  interview questions, arranging mock interviews,   00:19:41.760 --> 00:19:47.200 and possibly informational interviews when  needed. We complete cover letters and thank   00:19:47.200 --> 00:19:51.840 you letters and discuss the importance  of those letters with the Job Seeker.   00:19:53.200 --> 00:19:57.680 It's also helpful to possibly  create a template for them to use.   00:19:59.040 --> 00:20:04.080 We also make sure that the job is a good match.  We want to assess the position and the environment   00:20:05.040 --> 00:20:11.680 and determine if there's any needed supports to  help them be successful. And, we may work with   00:20:11.680 --> 00:20:17.440 employers to identify and eliminate barriers.  We may suggest modifications to employers,   00:20:18.480 --> 00:20:24.960 look at structural or attitudinal barriers  if the person is comfortable disclosing. So   00:20:24.960 --> 00:20:32.080 that's a list of placement services, but what we  do we know- it isn't always limited to that list.   00:20:32.080 --> 00:20:34.880 It's really about meeting that  Job Seeker where they're at.   00:20:37.840 --> 00:20:44.240 So the next process as Sara alluded to is the  60-day check-in and that happens obviously   00:20:44.880 --> 00:20:47.840 60 days following the placement plan meeting.   00:20:49.680 --> 00:20:56.160 So at that meeting, um we really ideally want  it to be an in-person meeting. We know that   00:20:56.160 --> 00:21:02.240 in this virtual world sometimes that's not always  possible, so we could meet virtually, but ideally   00:21:02.880 --> 00:21:09.360 it would be done in person as i said 60 days  after the signed placement plan meeting and   00:21:09.360 --> 00:21:16.560 this meeting will reoccur every 60 days until  the person finds employment. During the meeting,   00:21:16.560 --> 00:21:23.360 these meetings are great for looking at progress,  um looking at any barriers that are coming up,   00:21:23.360 --> 00:21:29.840 assessing the job goal and brainstorming together  really to support and implement new strategies.   00:21:31.120 --> 00:21:36.960 Since this meeting recurs every 60 days  until the Job Seeker becomes employed,   00:21:37.920 --> 00:21:42.160 before concluding the meeting, we should  be setting up the next 60-day meeting.   00:21:43.120 --> 00:21:48.400 Again, the Waiver Case Manager would be invited  to these meetings but not required to be there.   00:21:48.400 --> 00:21:54.720 We don't want to hold up the process um waiting  for an opening, but the Counselor will convey   00:21:54.720 --> 00:21:59.600 any changes or pertinent information  to them after the meeting is done.   00:22:02.880 --> 00:22:06.560 All right let's move over  into the E1 PBA milestone.   00:22:07.680 --> 00:22:16.240 This milestone is specific to E1 PBAs. It doesn't  happen with our General PBAs. It's paid at   00:22:16.240 --> 00:22:24.640 120 days of service and that would be likely  120 days from the date of the placement plan   00:22:24.640 --> 00:22:31.520 meeting. It can take place before or after  milestone two, which is the first day of work.   00:22:32.480 --> 00:22:38.880 Depending on how it falls -when you're going  to be submitting an invoice for that, make sure   00:22:39.840 --> 00:22:44.880 that you've submitted all your Monthly Progress  Reports and the 60-day meetings have occurred. 00:22:48.080 --> 00:22:54.160 All right, so let's go over a couple of examples  of how the E1 milestone can occur. So, I said it   00:22:54.160 --> 00:23:00.720 can occur before or after the person starts  work. So, let's look at Jenny and Greg. Jenny   00:23:00.720 --> 00:23:05.920 starts working with you on March 1st and that's  her placement plan meeting. She doesn't have a   00:23:05.920 --> 00:23:13.280 job yet on July 1st, so she hits the 120 days of  service and you submit the E1 milestone invoice.   00:23:13.840 --> 00:23:19.760 She then gets a job on July 10th and you submit  the second milestone which is the first paid day   00:23:19.760 --> 00:23:27.280 of employment. In this case, in Jenny's case the  E1 milestone happens before milestone two happens.   00:23:28.480 --> 00:23:34.880 On the other hand, Greg starts working with you  on March 1st and gets a job pretty quickly on   00:23:34.880 --> 00:23:42.640 May 1st. So you submit milestone 2 which is the  first paid day of employment. After that, while   00:23:42.640 --> 00:23:49.840 Greg is working, he hits that 120 days of service  and you can at that time then submit the milestone   00:23:50.560 --> 00:23:58.480 for E1 milestone and invoice. So again, please  remember that the E1 milestones only occur   00:23:58.480 --> 00:24:08.720 when someone is on a waiver and in that E1 PBA. All right, let's talk about job offers   00:24:10.400 --> 00:24:14.240 the Job Seeker you are working with  got the offer they were hoping for! 00:24:16.560 --> 00:24:20.160 Once a Job Seeker has been offered  employment, there is a lot to consider.   00:24:21.440 --> 00:24:27.600 It is important to contact VRS when the job  offer has been received and of course discuss   00:24:27.600 --> 00:24:33.760 with VRS and the Job Seeker any support needs  that are needed: uniforms, clothing, shoes,   00:24:34.880 --> 00:24:38.000 reasonable accommodations or  assistive technology needs,   00:24:38.640 --> 00:24:44.320 discussing transportation arrangements to and  from work, and discussing scheduling conflicts   00:24:44.320 --> 00:24:51.120 such as medical appointments or child care needs.  It will also be important to consider and address   00:24:51.120 --> 00:24:56.160 any new discoveries regarding the Job Seeker’s  background and barriers to successful employment.   00:24:57.840 --> 00:25:02.080 It is important to have a discussion and  consider meeting with the Job Seeker to   00:25:02.080 --> 00:25:05.760 assist them to prepare for their  first day of work and orientation.   00:25:05.760 --> 00:25:10.080 This can be helpful for the individual, especially  if they're a little anxious about starting work.   00:25:10.720 --> 00:25:15.280 You can discuss any questions they may have or  assist in completing any paperwork they have for   00:25:15.280 --> 00:25:21.440 their new job and if they are receiving any  government benefits to help ensure that the   00:25:21.440 --> 00:25:27.920 individual understands their responsibility to  report their earnings and of course communicate   00:25:27.920 --> 00:25:34.000 with the employer as appropriate and convey  findings to the VRS Counselor as necessary. 00:25:37.200 --> 00:25:41.840 So, let's talk about the first  day of paid employment. 00:25:44.400 --> 00:25:50.240 The Placement Professional provides the VRS  Counselor with job offer information as soon as   00:25:50.240 --> 00:25:55.840 possible and the Monthly Progress report no later  than seven days after employment has started. 00:25:58.000 --> 00:26:04.960 You should collect and record the employer  name and address, wage, job title, hours,   00:26:04.960 --> 00:26:10.560 start date, level of benefits, and the name  of the person who gave you that information.   00:26:12.160 --> 00:26:19.920 We also want to know the date that information  was received. This day one of employment   00:26:20.480 --> 00:26:29.200 begins the employed for 90 days clock. This is  also the milestone 2 payment of the PBA. The   00:26:29.200 --> 00:26:34.720 community partner Placement Professional submits  the Monthly Progress Report with the job hire   00:26:34.720 --> 00:26:42.240 details on page 2 along with an invoice for the  second PBA milestone. Remember, to be paid that   00:26:42.240 --> 00:26:51.840 milestone, all Monthly Progress Reports prior to  the milestone 2 must have been received by VRS. 00:26:53.760 --> 00:26:59.440 Let's talk about job placement and follow-up  services. It is important to remember that   00:26:59.440 --> 00:27:05.840 we have two different 90-day clocks. When  we're talking about the placement process,   00:27:06.560 --> 00:27:13.440 the first clock is “Employed for 90 days”. This  is the clock you, as placement providers, should   00:27:13.440 --> 00:27:20.480 be tracking. Day one of the “Employed for 90  days” clock is that first day of paid employment.   00:27:21.600 --> 00:27:25.760 This clock tracks the 90  days to reach PBA milestone 3   00:27:27.200 --> 00:27:33.840 and tracks the placement and  follow-up services closure. 00:27:36.080 --> 00:27:41.840 The second clock is “Achieved 90 days of  employment stability”. This clock is not   00:27:41.840 --> 00:27:47.440 tracked by providers, but we want you to be  aware of that in some cases VRS may have a   00:27:47.440 --> 00:27:53.280 person open longer than our placement providers.  “Achieved 90 days of employment stability”   00:27:54.240 --> 00:27:59.200 tracks VRS closure. Once employment  stability is reached, this starts the   00:27:59.200 --> 00:28:05.920 “Achieved 90 days of employment stability”.  This is tracked from VRS staff. This could be   00:28:06.560 --> 00:28:16.000 that day one is the same or later than day one  of “Employed for 90 days”. Again, this clock   00:28:16.000 --> 00:28:20.560 may match “Employed for 90 days” or it could be  different. So, let's walk through an example. 00:28:25.920 --> 00:28:32.560 All right, here is what “Employed for 90 days”  looks like for Sam. Sam starts a new job on   00:28:32.560 --> 00:28:38.240 February 1st. There is a Job Coach on site  providing intensive training supports for the   00:28:38.240 --> 00:28:46.000 first two weeks. This is day one of “Employed for  90 days”. On February 15th, Sam, the Job Coach,   00:28:46.000 --> 00:28:52.880 and the VRS Counselor agree he no longer needs  job coaching. Follow-up services continue. This   00:28:52.880 --> 00:29:01.280 is day 15 of “Employed for 90 days”. On May 1st,  Sam is still working and doing well on their job.   00:29:02.000 --> 00:29:08.880 This is day 90 of “Employed for 90 days”.  VRS will pay milestone 3 when the final   00:29:08.880 --> 00:29:15.040 Monthly Progress Report and invoice are submitted.  Placement and follow-up services will be closed. 00:29:17.920 --> 00:29:21.520 Here is what “Achieved for 90 days  of employment stability” looks like   00:29:21.520 --> 00:29:29.200 for VRS. Sam starts their new job on February 1st.  There is a Job Coach on site providing intensive   00:29:29.200 --> 00:29:35.920 job training supports for the first two weeks.  Though this is day one of “Employed for 90 days”,   00:29:37.120 --> 00:29:45.360 VRS put Sam into job coaching status. Then,  on February 15th, Sam, the Job Coach and   00:29:45.360 --> 00:29:52.800 VRS Counselor agreed that he no longer needs job  coaching. This is day 15 of “Employed for 90 days”   00:29:52.800 --> 00:29:59.600 and now this is day one of “Achieved 90 days of  employment stability”. The Counselor will move Sam   00:29:59.600 --> 00:30:04.480 from job coaching to in-employment in Workforce  One and the Placement Professional continues   00:30:04.480 --> 00:30:09.360 to provide follow-up services, checking  in with Sam often during his employment.   00:30:11.040 --> 00:30:17.360 Again, Sam maintains his job and continues to  work on May 1st and has reached “Employed for 90   00:30:17.360 --> 00:30:23.360 days”. The Placement Professional can now bill for  milestone two and the job placement of follow-up   00:30:23.360 --> 00:30:31.600 services can be closed. Then, two weeks later, Sam  has continued working. He is happy with his job   00:30:31.600 --> 00:30:40.160 and on May 15, and now, he has reached “Achieved  90 days of employment stability. VRS talks with   00:30:40.160 --> 00:30:46.720 Sam and if no other services or supports are  needed, VR can move towards file the file towards   00:30:46.720 --> 00:30:53.680 outcome closure. Just remember that VR may keep  a person open longer than “Employed for 90 days”   00:30:55.040 --> 00:30:59.200 but job coaching does not impact  the “Employed for 90 days” clock.   00:30:59.200 --> 00:31:03.520 It will be very important for you, the  community partner, to track “Employed   00:31:03.520 --> 00:31:18.320 for 90 days” and know that VR will track  “Achieved 90 days of employment stability”. 00:31:18.320 --> 00:31:23.600 All right, so we want to talk about  once the job starts. What now? And now,   00:31:23.600 --> 00:31:30.000 we're in a phase of follow-up services and  follow-up services are part of all PBAs.   00:31:31.040 --> 00:31:36.960 It involves contact with the individual and  possibly the employer on or off the job site   00:31:37.680 --> 00:31:43.280 using the agreed upon mode of communication.  Maybe email, text, phone, face-to-face   00:31:43.840 --> 00:31:49.120 to determine those to determine the ongoing  satisfaction with the terms of their employment.   00:31:50.000 --> 00:31:55.360 We require a minimum of two contacts per month  with the individual while in follow-up services   00:31:56.000 --> 00:32:01.440 and we'll be looking for those Monthly Progress  Reports documenting those follow-up contacts.   00:32:02.960 --> 00:32:06.240 Additional communication with the VRS Counselor   00:32:06.240 --> 00:32:13.840 may be required if additional services are needed  like job coaching or assistive technology.   00:32:15.360 --> 00:32:20.960 All right, so let's talk more about the follow-up  check-ins. This is really an important step in   00:32:20.960 --> 00:32:26.400 the process. We want to help them maintain their  employment and we want to maintain that connection   00:32:27.040 --> 00:32:32.640 with that individual. It really is the time  where we look to make sure that all those   00:32:32.640 --> 00:32:38.480 supports are in place so that person can be  successful. We really want to watch for any   00:32:38.480 --> 00:32:45.920 changes with supervisors, any changes in that  work culture, that job satisfaction, housing,   00:32:45.920 --> 00:32:51.600 child care, and that wage reporting. If anything  is changing with those pieces, we really want to   00:32:51.600 --> 00:32:58.320 pay attention to that, communicate that to the to  the VRS Counselor. So remember that those Monthly   00:32:58.320 --> 00:33:05.360 Progress Reports continue until closure. That the  Placement Professional should follow up twice a   00:33:05.360 --> 00:33:11.840 month while someone is working. The supports  must match that person's unique needs and if   00:33:11.840 --> 00:33:16.960 there is a Job Coach, the partner should provide  an update weekly and we'll talk about that next.   00:33:19.680 --> 00:33:25.520 All right, so, job coaching is a layered  service within PBA. So, you may have a   00:33:25.520 --> 00:33:31.680 performance based agreement and need to  add in job coaching services excuse me   00:33:35.360 --> 00:33:40.560 All right, when you layer services like a PBA  and job coaching, our community partners need   00:33:40.560 --> 00:33:46.800 to complete paperwork requirements for both  services. So, in this situation, while in a PBA   00:33:47.600 --> 00:33:53.200 follow-up, we need to get those Monthly Progress  Reports and if you're doing job coaching then it   00:33:53.200 --> 00:34:00.240 also requires weekly updates and the Job Coaching  Report as well. The weekly updates can be done by   00:34:00.240 --> 00:34:06.240 email, phone, or in writing and since job coaching  is a separate service there's reporting guidelines   00:34:06.240 --> 00:34:14.640 for that service as well. Just to know our VRS  staff- VRS Counselors can authorize up to 60 hours   00:34:14.640 --> 00:34:19.520 of job coaching and we could go beyond that, but  the Counselor would need to get their approval   00:34:19.520 --> 00:34:25.760 from their supervisor. When you submit the  invoices, please do so through the secure mailbox.   00:34:26.880 --> 00:34:32.240 And, our community partners can use their own  Job Coaching Report as long as it contains the   00:34:32.240 --> 00:34:39.120 elements that VRS’s form contains. And, we can  take a quick look at the Job Coaching report now.   00:34:40.400 --> 00:34:43.520 So, as you can see, it's a general report.   00:34:44.560 --> 00:34:50.640 You know header information and then important  to include all the service dates and times,   00:34:50.640 --> 00:34:56.560 numbers of hours, and a short description. So,  those are the basic elements that would be on the   00:34:57.200 --> 00:35:01.840 form. So if you use your own it's okay  as long as those elements are there.   00:35:05.600 --> 00:35:06.160 All right. 00:35:11.040 --> 00:35:15.840 So, we know that there might be  differing opinions when deciding   00:35:16.400 --> 00:35:22.480 what is follow-up and what is job coaching. It's  important to have the conversation. That is key.   00:35:23.040 --> 00:35:28.880 And, discuss with the placement team to ensure  the Job Seeker gets the supports and services   00:35:28.880 --> 00:35:35.520 they need prior to the service starting.  So, their separate services and job coaching   00:35:35.520 --> 00:35:44.960 is layered on top of the follow up. So let's look  at a side by side. So, follow-up is provided to   00:35:44.960 --> 00:35:52.080 all new employees. It would be assistance with the  new employee orientation, initial paperwork, um   00:35:52.640 --> 00:35:58.320 help the person adjust to their employment,  getting feedback from the employer possibly   00:35:58.320 --> 00:36:02.400 on work performance if they've disclosed to  their employer that they're working with you,   00:36:03.040 --> 00:36:10.160 and identifying services needed um to maintain  or advance in employment, and that orientation   00:36:10.160 --> 00:36:18.960 and paperwork assistance as well. Then we look  at job coaching job coaching is really considered   00:36:18.960 --> 00:36:25.200 intensive training and supports specific  to that person's learning needs. It could   00:36:25.200 --> 00:36:31.600 be facilitating communication with an employer,  educating the employer about individual needs,   00:36:32.240 --> 00:36:38.640 it may include assistance with the creation  or use of visuals checklists, timers,   00:36:39.280 --> 00:36:47.040 utilizing apps, lots of different assistance  that job coaches can provide with tools.   00:36:47.920 --> 00:36:52.880 It's important for our partners to  stay in communication with VRS. So,   00:36:52.880 --> 00:36:58.320 if job coaching is needed, once a job is secured,  that's the time to request an authorization.   00:36:59.040 --> 00:37:04.960 And we know that timing is everything here,  so we try to prepare as best as possible,   00:37:04.960 --> 00:37:09.760 but we know sometimes we need last minute  job supports, just like we do with uniforms   00:37:10.400 --> 00:37:14.880 or shoes that are needed for work. We want  to approach urgent matters in the same way   00:37:16.720 --> 00:37:23.040 and we know that there's some gray between  follow-up and job coaching. Not every person   00:37:23.040 --> 00:37:29.280 will need job coaching and will want to assess  the service need based on that person, what the   00:37:29.280 --> 00:37:35.120 placement team learns about that person throughout  that job search process and the position that the   00:37:35.120 --> 00:37:40.960 person accepts. But, so as i said, partnership  and communication will be the key here.   00:37:41.520 --> 00:37:48.000 And we say “when in doubt, consult”. And Sara  has a great example of follow-up versus job   00:37:48.000 --> 00:37:54.560 coaching that she's going to share. As a former  Placement Specialist. I would sometimes say   00:37:54.560 --> 00:38:00.320 that you just know when um the support you provide  is follow-up or job coaching, but here's how I   00:38:00.320 --> 00:38:07.360 see the difference with follow-up and job coaching  and here's a real life example. My son, who is 16,   00:38:07.360 --> 00:38:14.480 had his first job this past summer. So, when he  um was applying for work and starting everything,   00:38:14.480 --> 00:38:20.480 I helped him with the W2 paperwork, his direct  deposit forms, and I made sure that he read and   00:38:20.480 --> 00:38:24.640 signed all of those consents and acknowledgements  that end up in your orientation packet.   00:38:25.280 --> 00:38:32.400 This would be follow-up service. Something we  make sure that every new worker has in place.   00:38:33.920 --> 00:38:37.920 He and I also talked about his  uniform- what he needed to wear.   00:38:37.920 --> 00:38:42.320 This is also follow-up services.  We talked about his work schedule-   00:38:42.320 --> 00:38:47.680 did he know how to access it? Who was he supposed  to talk to if he was sick or needed to call in?   00:38:47.680 --> 00:38:53.120 Is he able to trade shifts? All these questions  and discussions were also follow-up services. 00:38:55.440 --> 00:38:58.880 He marks his availability for  work on a monthly calendar,   00:38:58.880 --> 00:39:03.280 so I checked in with him each month to make  sure he had completed it and turned it in.   00:39:04.000 --> 00:39:10.160 Again, this would be follow-up services. When  he came home from work, I would ask him how his   00:39:10.160 --> 00:39:15.120 day was. Sometimes, we talked about something  that was really frustrating or really exciting   00:39:15.120 --> 00:39:20.560 that happened. I listened to him and I assisted  with processing some of his situations. Again,   00:39:20.560 --> 00:39:27.920 this would be follow-up. However, if he had  needed extensive help to understand that new   00:39:27.920 --> 00:39:33.520 employee orientation information or had issues  with comprehension, this could be job coaching.   00:39:34.480 --> 00:39:40.240 If he was working and even with the employer  supports had challenges with remembering the   00:39:40.240 --> 00:39:46.480 order of how to do his tasks, or if he needed  help in creating a checklist of his duties,   00:39:47.600 --> 00:39:54.400 creating or using visuals, setting timers and  cues, or other apps, that could be job coaching.   00:39:55.040 --> 00:40:00.800 And if he had needed assistance in talking with  his employer for extra training or supports   00:40:00.800 --> 00:40:06.080 or getting an accommodation in place,  again that could be job coaching. So   00:40:06.080 --> 00:40:10.160 that was kind of how I saw his summer  experience and the difference between   00:40:10.160 --> 00:40:16.480 a follow-up that is support that every job  seeker, every new employee needs as we go into   00:40:16.480 --> 00:40:23.840 job security versus the extra pieces that might  be needed if he had needed job coaching. 00:40:24.800 --> 00:40:33.200 So, yay! We say the job seeker has now been  working for 90 days so this is the final step   00:40:33.200 --> 00:40:41.120 in the placement process. The successful placement  closure this is also known as PBA milestone 3. 00:40:43.360 --> 00:40:47.760 So, let's look at closure  considerations when we look at a PBA. 00:40:50.880 --> 00:40:53.920 Placement and follow-up  service closure considerations.   00:40:55.040 --> 00:40:59.200 For closure, it will be important  to ensure the following conditions:   00:41:01.200 --> 00:41:07.440 the position matches the job goal, they're  paid at least a minimum wage and customary   00:41:07.440 --> 00:41:12.480 wage and benefit level, the number of  hours per week is adequate with their goal,   00:41:13.120 --> 00:41:18.480 they're working in a competitive integrated  setting, they have the ongoing supports that   00:41:18.480 --> 00:41:24.160 match their needs, that they've reached 90 days  of employment with the same employer and position   00:41:24.160 --> 00:41:31.840 unless they've made an informed decision for a  successful temporary assignment, and that VRS has   00:41:31.840 --> 00:41:37.440 a record of service need not to be closed before  the community partner has received that milestone.   00:41:38.880 --> 00:41:44.320 So this form you can browse through  and looks at details of what is needed   00:41:44.320 --> 00:41:48.400 for follow-up service closure conditions  when you are working with an individual. 00:41:59.040 --> 00:42:02.880 So also important is payment for milestone three.   00:42:03.440 --> 00:42:07.520 So it will be important that you  submit that Monthly Progress Report.   00:42:08.560 --> 00:42:12.640 And, this Monthly Progress Report would  be your final Monthly Progress Report   00:42:12.640 --> 00:42:18.880 with the details on the accepted job offer and the  employment verification at closure all complete.   00:42:20.000 --> 00:42:26.240 An invoice would accompany that Monthly Progress  Report and VRS would ensure that all Monthly   00:42:26.240 --> 00:42:32.320 Progress Reports have been received since the  milestone 2 or the E1 payment had been made. 00:42:34.880 --> 00:42:38.720 So now that we've made it through the PBA process,   00:42:38.720 --> 00:42:45.040 we want to pivot to talk about some clarity in  some PBA special circumstances that may come up. 00:42:47.920 --> 00:42:53.520 All right, so, we'll move in now, as Sara said,  to some special circumstances that you might   00:42:53.520 --> 00:43:03.840 encounter. The first is considerations for the  continuation of placement and follow-up services   00:43:03.840 --> 00:43:09.120 after someone hits that 12-month mark of a PBA.  So, you've been working with that person now   00:43:10.240 --> 00:43:12.880 since the placement plan it's now been 12 months.   00:43:14.160 --> 00:43:20.720 If job search continues beyond that, we really  have three options that we look at. The first   00:43:22.080 --> 00:43:27.920 that the progress in the job search is continuing  and the team agrees that the person is making   00:43:27.920 --> 00:43:35.600 progress. At that point, we want to cancel the  existing PBA and encumber a new PBA. The new PBA   00:43:35.600 --> 00:43:41.120 will include all the milestones starting with  milestone one the first uh the placement plan   00:43:41.840 --> 00:43:46.720 so and a new placement plan should be done and  and we'll work through those milestones again.   00:43:47.280 --> 00:43:54.480 As always, the individual services are determined  by the Counselor and that Job Seeker. The second   00:43:55.040 --> 00:43:59.200 scenario would be if placement  services have stalled out or stopped.   00:43:59.760 --> 00:44:04.320 The person and the team agree that  the job search should be discontinued   00:44:04.320 --> 00:44:09.920 and maybe another service outside of job  search like job shadows or business tours,   00:44:10.480 --> 00:44:16.000 exploring careers, that may be necessary  in identifying, but potentially a new job   00:44:16.000 --> 00:44:22.240 goal. At that point the existing PA should be  cancelled. The Counselor, the person and the team   00:44:23.040 --> 00:44:27.280 can look at what other services are required  and who could provide those services.  00:44:28.400 --> 00:44:36.400 The third situation would be the person has  received uh VRS and job search services through   00:44:36.400 --> 00:44:43.360 a provider um and VRS determines the person can no  longer benefit from continued placement services   00:44:43.360 --> 00:44:48.720 after that year mark. So the team agrees that  placement services have been exhausted and the   00:44:48.720 --> 00:44:54.000 remaining PBA is cancelled. The person  may be referred to another agency   00:44:54.000 --> 00:45:00.560 such as the county for required services and the  VRS case may be closed. So make sure to remember   00:45:00.560 --> 00:45:06.720 that in all cases the VRS Counselor makes the  final decision on those PBA authorizations. 00:45:09.360 --> 00:45:15.520 The next scenario that we sometimes run into  is holds during a PBA, and we know that holds   00:45:15.520 --> 00:45:22.320 you know they take up a spot on your caseload,  they encumber money and we know that we provide   00:45:22.320 --> 00:45:28.160 supports during holds. There will be situations  when someone needs to put a pause on their job   00:45:28.160 --> 00:45:35.920 search though. It could be the provider or the Job  Seeker, like um like maternity or paternity leave,   00:45:35.920 --> 00:45:42.240 um somebody may be on an extended vacation. So,  when a PBA is paused for more than two weeks,   00:45:42.800 --> 00:45:48.320 a hold will be discussed with the placement  team. When placement services are on hold of   00:45:48.320 --> 00:45:54.800 course communication again we keep coming back  that is important and minimally at 30 days VRS   00:45:54.800 --> 00:46:00.480 will be checking in with that job seeker.  At 60 days, a meeting should be held with   00:46:00.480 --> 00:46:07.520 the placement team and a decision should be made  about next steps. PBA clocks are also put on hold.   00:46:07.520 --> 00:46:14.080 This pauses that 120 days of service and also  the 12-month mark and would extend that time out   00:46:15.840 --> 00:46:22.320 at that time. At the date, at the time of the  60-day meeting the next steps could be scheduling   00:46:22.320 --> 00:46:29.440 a date to resume uh job placement services and  that would be committing to setting a calendar   00:46:29.440 --> 00:46:37.040 date and resuming services. The other option would  be closing job placement services. So if the job   00:46:37.040 --> 00:46:42.800 seeker is not ready to commit to return, then a  discussion about closing that PBA should occur.   00:46:43.840 --> 00:46:49.520 The placement team should always stay in  communication. The job placement services closure   00:46:49.520 --> 00:46:55.920 -it's at the discretion of the Counselor and  the Job Seeker and often times if this happens,   00:46:55.920 --> 00:47:02.480 the Counselor will be consulting with their  supervisor. It's really an individual decision   00:47:03.120 --> 00:47:08.880 and if the person at that 60-day meeting says  “I want to continue but i can't start for a   00:47:08.880 --> 00:47:14.560 little bit”, as long as they're committing to  resuming, we're going to continue on as we can. 00:47:17.520 --> 00:47:24.160 So that concludes the special considerations and  there's Sara and I jumping for joy because we have   00:47:24.160 --> 00:47:31.840 reached the end of that part of the presentation.  The next slide we've got some great resources for   00:47:31.840 --> 00:47:40.480 you - all the trainings, the forms can be found  on our partner's website which is linked there.   00:47:42.320 --> 00:47:50.560 VRS Placement Specialist like Sara- they're all  of those individuals are listed on that second   00:47:51.120 --> 00:47:57.200 bullet. The link there um the next um if  you are interested in getting emails from   00:47:57.200 --> 00:48:03.840 Voc Rehab Services on updates and trainings um  please email Karla Eckhoff to get on that list.   00:48:04.880 --> 00:48:11.120 This training today was really a broad overview  of placement -of our placement services.   00:48:11.920 --> 00:48:18.800 The Minnesota Rehabilitation Association (MRA) has  some really good Placement 101 and Job Coaching   00:48:18.800 --> 00:48:24.880 training that goes more in depth. And there  is also a section that last bullet highlights   00:48:25.520 --> 00:48:30.400 if you want a little bit more information on  invoicing requirements that will be listed there.   00:48:31.920 --> 00:48:35.920 So we want to thank you for  listening today. We hope you learned.   00:48:35.920 --> 00:48:42.320 Please feel free to reach out to Sara or I or  any of the individuals on the previous slide   00:48:43.040 --> 00:48:55.200 for any follow-up information and we look  forward to hearing from you. Thank you.