DEED / Vocational Rehabilitation Services
VRS Community Rehabilitation Program Advisory Committee
Session Notes from Friday, June 9, 2017 – 9:00 am – 3:00 pm at the VRS Woodbury Office
SESSION NOTES:
Committee Objective
The purpose of the VRS Community Rehabilitation Program Advisory Committee is to provide strategic advice and consultation to DEED/VRS on topics and issues affecting the mutual provision of DEED/VRS and CRP/LUV services to Minnesotans with disabilities. Our efforts to understand issues and to work collaboratively will build and nurture the capacity of Minnesota’s rehabilitation community to advance the employment, independent living and community integration of Minnesotans with disabilities.
Specifically, the VRS Community Rehabilitation Program Advisory Committee will:
a. Represent the perspectives and interests of CRP/LUVs in advancing rehabilitation and employment issues while fostering dialogue and engagement on critical issues throughout the greater rehabilitation community
b. Promote innovative service practices to accelerate the adoption of best practices at a systems level and foster equitable access to quality services on a statewide basis
c. Provide strategic level advice and consultation to DEED/VRS on matters affecting CRP/LUVs
d. Identify key topics and issues affecting CRP/LUVs and DEED/VRS
e. Consider input from subject matter experts and strategic partners in issues affecting economic development, state demographics / population trends, and promising practices
f. Engage in active reflection, spirited discussion and strategic dialogue on critical topics affecting CRP/LUVs and DEED/VRS services to persons with disabilities in Minnesota
g. Provide a forum for the review and discussion of critical VRS and CRP/LUV service delivery topics including, but not limited to: current service delivery practices; new and emerging service needs; identifying best practices; and the consideration of statewide service needs and resources
2017 Community Partner Members (listed alphabetically):
Lena Balk, Heather Deutschlaender, Wendy DeVore, Kelly Dilger, Josh Howie, Jolene Juhl, Lisa Parteh, Andrea Pearson, Julie Peterschick, Bobbi VanGrinsven, Lynn Vincent, Dawn Wambeke
VRS Members:
Jay Hancock, Roland Root, Mimi Schafer, Dee Torgerson
Sponsor:
Kim Peck, VRS Director
Co-leaders:
Chris McVey and Jan Thompson
Facilitator:
Holly Johnson
2017 Schedule:
Jan 27, Mar 24, Apr 28, June 9, Sep 22, Oct 27, and Dec 1.
June 9, 2017 Session Objectives:
1. Share and discuss launch preparations for the updated PBA and new PT contracts that will go into effect beginning July 1st.
2. Provide a conduit for sharing important updates and information including outcomes from this year’s legislative session.
3. Engage in a conversation to share and develop effective strategies for continuing the employment services system transformation.
4. Develop key messages from the meeting to share with the VR community.
June 9, 2017 Attendees (listed alphabetically):
Heather Deutschlaender, Wendy DeVore Karla Eckhoff, Jay Hancock, Josh Howie, Jolene Juhl, Lisa Parteh, Chris McVey, Kim Peck, Andrea Pearson, Julie Peterschick, Roland Root, Mimi Schafer, Jan Thompson, Dee Torgerson, Lynn Vincent, and Dawn Wambeke
Guests:
Amanda Jensen-Stahl, Ryan Merz
Not in attendance:
Lena Balk, Mimi Schafer, Bobbi VanGrinsven
Facilitator:
Holly Johnson
Agenda Topics:
1. Welcome / Overview
2. Advisory Updates & Discussion: PBA and PT Contracts
3. Vocational Rehabilitation Community Updates
4. Advisory Dialogue: Strategies for Continued System Transformation
5. Wrap Up: Next Steps and Key Messages
Adjourn @ 3pm
Meeting Highlights:
§ The Advisory Committee discussed and provided feedback on the first two VRS webinar presented on May 2nd and June 7th. Both webinars focused on updates to the VRS Performance Based Agreement (PBA) and the Professional and Technical Contract (P/T).
§ Kim Peck and Ryan Merz provided a summary of the legislative session outcomes for VRS and DHS respectively. The legislature approved a critical increase for VRS which averted a predicted looming closure of service category one. The legislature also approved three new DHS employment services: exploration, development and support.
§ DEED VRS and DHS DS are collaborating to bring greater alignment to definitions, services and comparable rates for employment services and support. The advisory engaged in dialogue on the legislative outcomes and next steps.
Next Steps:
1. Preparation of Key Messages for Distribution to CRP/LUV partners: The facilitator will work with the Committee leaders to develop key messages from today’s meeting for distribution to the entire distribution list of CRP/LUV partners on the GovDelivery list within one week of the meeting. To verify/add your email to this list please contact Karla Eckhoff at
2. Document Session Notes: The facilitator will document the complete session notes, including the Key Messages, for VRS Co-leadership review and approval for distribution to key audiences including the CRP Advisory Committee, VRS, and CRP/LUV partners.
3. Next Meeting: September 22nd at the VRS Fairview Workforce Center location.
Welcome and Opening
The facilitator opened with a brief overview of the meeting objectives and agenda. Chris McVey and Jan Thompson expressed their appreciation for the committee’s work. They reinforced the importance of developing a greater understanding of how VR work is changing and how we can work together as a VR community in service to individuals during the system transformation.
Chris discussed Customized Employment and how to distinguish it from other services. Jan talked about the changes happening with professional and technical contracts, performance based agreements (PBA) and the anticipated launch of the state’s redesigned Workforce 1 software later in June. These major changes are impacting both staff and partners.
As we approach the end of the current program year, VRS has received 6,035 applications, many of whom are coming from the school districts due to WIOA. Jan talked about the team effort to help counselors process the wide variety of situations that they are encountering in their casework. Last year, the VR community helped 3,103 people get jobs. For federal program year 2017, VRS set the goal at 2,550 due to the volume and intensity of changes and the complexity of new cases. As of today, we’re on track for over 66% of goal with 1,707 individuals. There are 4,507 new plans since the beginning of the program year and the number of trial work plans is down to 17 which is being credited to Employment First.
Advisory Updates & Discussion: PBA and PT Contracts
The advisory committee discussed questions about the new WIOA Section 511 meetings occurring around the state. Case consultations are offered to support counselors with the changes in their practice understanding that every single case is unique. VRS is requiring individual consultations for all 511 Section cases in efforts to develop more consistent process and decision making.
The committee discussed the challenges of ‘what happens for individuals during the hours they are not working?’ and ‘what if a school student is not interested in subminimum wages?’ School districts do not uniformly understand the requirements or the process. CRP members noted they are seeing an increased demand for recreation and leisure program options. Some schools are referring everyone at the end of the year despite VRS efforts to have schools identify students who might benefit from services much earlier.
Dawn suggested there may be value in creating a short reference document for schools that clearly lists people who could appropriately be referred to VRS e.g. special commensurate wages. If someone is coming through the school and can make minimum wage or better than they do not need to go through VR. Kim noted that a joint letter from VRS/MDE/DHS with guidance to help school districts prepare was sent out last fall and perhaps it would be helpful to send it out again.
Amanda Jensen Stahl is part of a interagency team consisting of staff from MDE, DHS, and VRS. The team is focused on developing some coordinated trainings for this fall. Amanda said the team is really challenged with finding effective ways to reach out to families and providers. She said the interagency team believes that messaging is stronger when we communicate together.
The committee agreed there continues to be a great need to increase our messaging and communication work. Lisa Parteh said problems are resulting from lack of communication with parents and Jay Hancock noted that school districts vary widely in terms of providing families support. In many places, parents are not taking up providers on their offers to provide information at sessions. In some cases Special Education teachers are not getting the information from their school leaders and as a result are giving inaccurate information out to students and families. Committee members have also seen some social workers and county case managers pushing to keep subminimum wages. To help enact the legislative intent, Heather Deutschlaender said that Dakota County has made a concerted educational push with county staff.
Roland stated that he believes the majority of counties, schools, providers, staff are moving forward with the changes however there are still pockets in all of those components that are trying to maintain what they are comfortable with. In some situations, it is a huge change to help people make the community shift into competitive, integrated employment.
Another significant challenge is helping parents understand that employment can look different from what they’ve seen in the past and that their children can be happy and successful in different ways. The committee agreed that proactively sharing stories of what’s working can be highly effective with parents and employers. Amanda Jensen Stahl is gathering real life stories and invited committee members to send her examples. There continues to be a wide variation of choice based on what individual counties are willing to offer. While many providers have focused on competitive, integrated employment services, there are still providers offering 245D services for young people.
Applications for new professional and technical contracts are pouring in and VRS staff are reviewing the applications and securing requisite signatures. At the time of the meeting, all CRP committee members had submitted their professional and technical contract applications.
The committee provided positive feedback that the online application was clear and for the most part easy to complete however there was some confusion on the reduction of CARF categories with the streamlined service offering. Chris said that contract definitions are being matched with Policy and Guidance to help reduce confusion and increase consistency in service authorizations. Julie Peterschick noted that she appreciated having the definitions to reference. VRS will be offering opportunities for amendments in the future. CRP members said their staff really appreciated the hearing about the new contracts first hand through the VRS training webinars. They also like the flexibility and convenience of viewing the training on demand.
Vocational Rehabilitation Community Topics
CRP Updates:
Julie Peterschick, Productive Alternatives Inc.
Happy to report we are almost fully staffed. We have undergone significant work integrating the DTH program unit into vocational services unit. It’s a big change for staff who are used to centered based services and entails a lot of education. We’re continuing to work on transportation challenges. We are talking with a software firm regarding work scheduling for job coaching services and checking with CILs who may use comparable software options for PCA scheduling.
Heather Deutschlaender, ProAct Inc.
ProAct has hired an LPN. We have changed from survey method to focus groups of various stakeholders to provide general input to ProAct. Judge Donovan Frank participated in an onsite tour and visit. He spoke with individuals to hear from those independently employed as well as those on the floor to hear about their experiences with working. Judge Frank said he appreciated hearing about the range of choices. The Way to Work Pilot is wrapping up end of the month.
Jolene Juhl, Minnesota Community Based Services
MN CBS will fully transition from subminimum wage jobs into competitive, integrated settings for minimum wage or greater as of September. We are also busy training supervisors and managers in community based services. A new cohort of students will start soon.
Lynn Vincent, Courage Kenny Rehabilitation Institute
CARF accreditation was renewed for another 3 years. We received an Innovation Grant from DHS and have applied for another grant focused on career exploration and planning for community integration. Currently holding off on posting for a departing placement professional until we can get a better handle on the need for job coaching.
Lisa Parteh, Functional Industries, Inc.
We are undergoing an organizational restructuring to address some inefficiencies. We are many individuals who need one to one job coaching. Like other CRPs, we have major staffing shortages. We had one crew closed out due to automation so we are working with new sites to create new opportunities. We’re sunsetting our work floor (11 of original 187 individuals remain after eight years).
Andrea Pearson, Opportunities Partners
With our DISCOVERY staff person leaving, we are looking at how to cover referrals. We have upcoming EE audit (August/Sept) and CARF visit (August/Sept). We are downsizing our CARF accreditation to focus more on the VR area.
Dawn Wambeke, Advance Opportunities
We are finding more competitive, integrated jobs than staff are able to handle. We’re experiencing challenges in determining how to estimate and cover individual needs. We are greatly concerned with the proposed ACHA and Medicaid $800B cuts. MOHR has stated that people are actually in danger of dying due to staffing shortages. ANCHOR is working on raising the alerts. As a VR community, we need to focus on making the right placements because the wins will lead to more and more wins. One great placement can lead to other employers coming to you. Conversely, a ‘bad placement’ can prevent employers from additional hiring opportunities and may cause provider reputation damage.
Josh Howie, Trillium Works! Inc.
We are working on a number of contracts. We’re currently on Year 2 of our cohort working with the University of Minnesota’s Institute on Community Integration (ICI) focused on Person Centered Planning, Positive Behavior support and Organizational Change. We have been focused on transitioning students out of Duluth Public Schools 18-21 program called “T12” . Currently, we see those students being sent to VR staff for the first time so we’re having our long term support management staff working with them for consistency throughout their services. Our focus is on helping individuals and their teams through long term relationships. This is always one of the busiest times of year with everyone trying to squeeze in meetings before the summer.