Arkansas Administrative Code
Agency 165 - Arkansas Rehabilitation Services
Rule 165.00.02-002 - New Arkansas Rehabilitation Services Policy and Procedure Manual

I. INTRODUCTION

LEGISLATION

This manual is based on:

* State and Federal statutes

* Federal and State regulations

* State Plan for Vocational Rehabilitation Services

HISTORY AND CURRENT LEGISLATION

Arkansas Code Annotated § 25-30-201, Rehabilitation Act of Arkansas

Arkansas Code Annotated § 20-79-207, Arkansas Rehabilitation Services

Rehabilitation Act Amendments of 1998 - 29 U.S.C. § 701 et. seq.

State Vocational Rehabilitation Services Program - 34 C.F. R. Part 361

Workforce Investment Act of 1998 - 20 U.S.C. § 9201 et. seq.

Individuals with Disabilities Education Act - 20 U.S.C. § 1400 et. seq.

Americans with Disabilities Act - 42 U.S.C. § 12101 et. seq.

Civil Rights Act of 1964 - 42 U.S.C. § 2000d et. seq.

Arkansas Workforce Investment Act of 1998 - Arkansas Code Annotated § 15-4-2201

Other Federal and State laws

PURPOSE

Arkansas Rehabilitation Services (ARS) receives a federal grant from the Rehabilitation Services Administration (Office of Special Education and Rehabilitation Services, Department of Education) to operate a comprehensive, coordinated, effective, efficient and accountable program designed to assess, plan, develop, and provide vocational rehabilitation services for individuals with disabilities, consistent with their strengths, resources, priorities, concerns, abilities, capabilities, and informed choice, in order to prepare for and engage in gainful employment. 34 C.F.R. § 361.1

PUBLIC ACCESS TO ADMINISTRATIVE POLICY

State Plan - This multi-year plan contains a description of Arkansas Rehabilitation Services (ARS) vocational rehabilitation services program, the policies to carry out the program and other information as requested by Rehabilitation Services Administration. This multi-year plan seeks input from the public and others designated by the Rehabilitation Act. 34 C.F.R. § 361.10 (a.), 34 C.F.R. § 361.10 (d.), 34 C.F.R. § 361.20 (a.) and 34 C.F.R. § 361.21

Rehabilitation Council - The Council partners with ARS on a regular and on-going basis by providing advice on the development, implementation and amendments to the State plan, policies and procedures pertaining to vocational rehabilitation services. The Council is Governor appointed consisting of individuals with disabilities, family members, advocates, vocational rehabilitation counselor, and representatives from parent training center, Client Assistance Program, business industry and labor. The Commissioner serves as a non-voting member. 34 C.F.R. § 361.17

Policy Promulgation Process - Arkansas Administrative Procedures Act requires ARS to receive public input on policies and procedures.

Arkansas Independent Living Council (AILC) -ARS works jointly with the AILC in the development and implementation of a statewide Independent Living State Plan.

II. REFERRAL AND ASSESSMENT

REFERRAL

Arkansas Rehabilitation Services (ARS) will receive all referrals from any source. Eligibility requirements will be applied without regard to the person's sex, race, age, creed, color, or national origin. No group of individuals will be excluded or found ineligible solely on the basis of type of disability.

ARS will provide outreach to underrepresented and under-served individuals in seeking referrals from non-profit and for profit agencies serving minorities, owned or controlled by minorities, and medical professionals who serve the minority community. ARS does not impose a residence duration requirement. 29 U.S.C. § 19 (b.)

Status 00 is used when an individual has been referred to VR and the minimum information has been obtained. The individual has not actually requested services in this status. No money may be spent in this status.

PROCEDURES - REFERRAL

* Referral sources will be cultivated and considered partners in our communities.

* A referral will be keyed into ARIMIS, in Status 00, when adequate information is received. (Name, address, SS#, and any other demographic information) Note: The Federal Special Program code should be 000 at time of referral unless the individual is receiving SSI/SSDI.

* The counselor will create a Status 00 case file that includes all information received, ARIMIS printout, and case notes of action taken.

* Within five (5) working days, the individual will be contacted and provided directions and information to prepare the individual to consider making an application.

* To expedite the application process the individual will be provided a client handbook, and will be instructed to gather current information (medical, psychological, educational, vocational and SSI & SSDI verification).

* The individual will be given an appointment and a contact person, or information to contact the Agency for an appointment.

* If the individual does not wish to receive VR services but needs work related services, the counselor will provide information and referral services using an appropriate means of communication.

* Document in the case notes the specific action taken.

* ARIMIS will automatically drop the Status 00 from the system if no action is taken within 180 days.

* The individual's information will be destroyed after 180 days. The ARIMIS system will not allow a (08) closure from Status 00.

Note: If an individual with a primary disability of blindness or visual impairment is referred for services, the individual will be referred to Services for the Blind. ARS may serve individuals with blindness or visual impairment as a secondary disability.

Note: Cases reported/referred by the State Office/Governor's Office/ Legislators The counselor will immediately (or no more than 3 working days) report findings and opinions to the Chief of Field Services. This response will be in writing.

APPLICATION

An individual is considered an applicant and placed in Status 02 when sufficient information to initiate an assessment is received, through written application or other method, and the individual is available to complete the assessment process. If the individual definitely requests to make application or requests services, the individual is placed in Status 02 regardless of method of request, (including in-person, written, telephone, e-mail or internet.)

Note: Referrals on Application forms from One-Stop Arkansas Workforce Centers will be accepted as an application for Rehabilitation Services and placed in Status 02.

ARS will make application forms widely available throughout the state including the One-Stop Arkansas Workforce Centers.

An application will be accepted on any individual who claims to have a disability and requests to apply for services. If the individual is under age 18, parent/guardian consent is required. Status 02 is used for the purpose of preliminary assessment, that is, determination of the individual's eligibility for VR services. Only assessment services can be provided in this status.

The 60-day time period for determining eligibility begins once the individual:

Note: If unforeseen circumstances beyond the control of the counselor and individual preclude making an eligibility determination within 60 days, the counselor and individual must agree to a specific extension of time. 34 C.F.R. § 361.41

The applicant's completion of the application process for vocational rehabilitation services is sufficient evidence of the individual's intent to achieve an employment outcome , and no additional demonstration on the part of the applicant is required. 34 C.F.R. § 361.41

CONFLICT OF INTEREST

Rehabilitation counselors should make every effort to avoid dual relationships that could impair their professional judgment or appear as a conflict of interest. Examples of dual relationships include close friends and relatives as consumers or prospective vendors in the community. If an applicant by virtue of address or day of application or by alphabet, etc., is routinely assigned to a counselor with whom the individual already has a close relationship, the counselor should advise the District Manager of the relationship. The District Manager will review the circumstances and determine if another counselor within the office should serve the case or if referral to another office should be made. ARS policy requires disclosure of any possible conflict of interest or the appearance of a conflict of interest and documentation of the action taken by the District Manager should be placed in the case file.

PROCEDURES - APPLICATION

* Referrals on one- stop applications will be placed in Status 02.

* The counselor or rehabilitation assistant will complete the ARS application, (See Appendix E)

* Informed Consent if under age 18.

* Complete voter registration form or declination form, if applicable.

* The individual will be provided the ARS Client Handbook.

* The counselor will discuss the agency's Substance Free Policy with the applicant and give the applicant a copy of the Policy. (See Appendix F.)

* The applicant will acknowledge receipt of the Policy by signing the ARS Substance Free Policy form. The form will be placed in the individual's file. (See Appendix F.)

* Key ARIMIS data for Status 02 (Refer to ARIMIS Manual) Note: The Federal Special Program code should be 000 at time of application unless the individual is receiving SSI/SSDI or documentation to determine significant disability is available.

* Set up case file (See Section X)

* Secure medical release, if needed.

* Begin collecting existing data (medical, psychological, psychiatric, educational, or vocational reports and, if appropriate, SSI/SSDI verification.)

* The counselor must be aware of the Ticket to Work Program. If the individual is an SSI/SSDI recipient, the counselor must follow guidelines outlined in Ticket to Work in Appendix B.

* Complete case notes for initial case narrative. (See Appendix E.)

* If needed, documentation of the need for an extension of time to determine eligibility must be made in the case notes. The counselor must document the specific period of time for the extension.

INFORMED CHOICE - APPLICATION

ARS will assure that applicants and eligible individuals or, if appropriate, their representatives are provided information and support services to assist them in exercising informed choice throughout the rehabilitation process. The counselor will inform each applicant and eligible individual through appropriate modes of communication about the availability of and opportunities to exercise informed choice, including the availability of support services for individuals with cognitive or other disabilities who require assistance in exercising informed choice in decisions related to the application process. Applicants will be given information, or assistance in acquiring the information, to assist in making an informed choice concerning vendors who provide services needed to establish eligibility for VR services. Counselor judgement and experience must be used to provide the appropriate information or, assistance in acquiring the information, to enable the applicant to make a responsible decision regarding the application process and program of services. A responsible decision is one that is realistic considering the unique strengths, resources, priorities, concerns, abilities, capabilities, and interests of the applicant and that must lead to an employment outcome. 34 C.F.R. § 361

INFORMED CHOICE - PROCEDURES

* The counselor will maintain a local, regional and statewide list of vendors who provide services needed to establish eligibility for VR services.

* To the extent available, the counselor will provide, or assist the applicant in acquiring consumer satisfaction surveys and reports regarding the service providers.

* The counselor will provide, or assist the applicant in acquiring accreditation, certification, or other information relating to the qualifications of the providers.

* The counselor will describe the consequences of assessment outcomes and the effect on the potential eligibility for services for the applicant.

* The counselor will document in the case notes the specific action taken in the above procedures to assure that informed choice was provided.

ASSESSMENT-PRELIMINARY DIAGNOSTIC STUDY

ARS will conduct an assessment to determine eligibility and, if an Order of Selection is in effect the individual's priority for services. Assistive technology services will be provided if required to complete the assessment. This assessment will be conducted in the most integrated setting possible, consistent with the individual's needs and based on the individual's informed choice. 34 C.F.R. § 361.42

The Counselor will review existing data, before determining if an assessment is needed to determine eligibility and, if so, what type. Based upon counselor judgment, additional assessment may be necessary if the existing data is unavailable, insufficient or inappropriate in describing the current functioning of the individual. Trial work experiences, assistive technology devices and services, personal assistance services and other appropriate support services that are necessary to determine whether an individual is eligible for services will be provided.

SSDI/SSI PRESUMPTIVE ELIGIBILITY

Any applicant who has been determined eligible for Social Security benefits under Title II or Title XVI of the Social Security Act is presumed eligible in accordance with the provisions under ARS Policy and Procedure Manual, Section III, SSDI/SSI Eligibility. No further assessment is necessary for eligibility. 34 C.F.R. § 361.42 (c.)

Assessments for Eligibility are completed to determine the following:

Prior to the determination that an individual with a significant disability is incapable of benefiting from VR services in terms of an employment outcome due to the severity of disability, the Agency will provide the opportunity for Trial Work Experience/Extended Evaluation to demonstrate whether or not there is clear and convincing evidence to support the determination.

Assessments for determining eligibility and priority for Order Of Selection are exempt from economic needs assessment.

PROCEDURES - ASSESSMENT

* The counselor will gather information (i.e. medical, psychological, psychiatric, educational or vocational reports) documenting diagnosis (i.e.) with limitations of functional capacities. Priority must be given to existing information.

* The counselor should secure a signature from the applicant or their representative on the agency Request For Release Of Information form in order for reports to be obtained from specific sources. Examples of medical information that should be requested include specialist reports, medical and psychological reports, high school transcripts, and ACT scores.

* If existing reports do not describe the current functioning of the individual, the counselor may purchase copies of additional medical records, request consultation with the RIDAC consultant, authorize diagnostic services, or refer an applicant for diagnostic services through the Agency support unit (RIDAC) exercising informed choice. (See Appendix B Special Programs)

* If the case is to be closed at any time during the assessment process, refer to Closed Not Rehabilitated Before/During Evaluation. (Section VIII)

INFORMED CHOICE - ASSESSMENT

ARS will assure that applicants and eligible individuals or, if appropriate, their representatives are provided information and support services to assist them in exercising informed choice throughout the rehabilitation process. The counselor will inform each applicant and eligible individual through appropriate modes of communication about the availability of and opportunities to exercise informed choice, including the availability of support services for individuals with cognitive or other disabilities who require assistance in exercising informed choice in decisions related to the assessment process. Applicants will be given information, or assistance in acquiring the information, to make an informed choice of vendors who provide assessment services needed to establish eligibility for VR services. Counselor judgement and experience must be used to provide the appropriate information, or assistance in acquiring the information, to enable the individual to make a responsible decision regarding the assessment process and program of services. A responsible decision is one that is realistic considering the unique strengths, resources, priorities, concerns, abilities, capabilities, and interests of the individual and that must lead to an employment outcome. 34 C.F.R. § 361.52

PROCEDURES - INFORMED CHOICE - ASSESSMENT

* The counselor will maintain a local, regional and statewide list of vendors who provide assessment services needed to establish eligibility for VR services.

* To the extent available, the counselor will provide, or assist the applicant in acquiring consumer satisfaction surveys and reports regarding the service providers.

* The counselor will provide, or assist the applicant in acquiring accreditation, certification, or other information relating to the qualification of the providers.

* The counselor will describe the consequences of assessment outcomes and the effect on the potential eligibility for services for the individual.

* The counselor will make referrals to other consumer, local consumer groups, or disability advisory councils who have relevant information regarding the appropriate assessment.

* The counselor will document in the case notes the specific action taken in the above procedures to assure that informed choice was provided.

TRIAL WORK EXPERIENCE/EXTENDED EVALUATION

If a determination cannot be made that an individual can benefit from VR services in terms of an employment outcome due to the severity of the disability, the individual will have an opportunity to be placed in Trial Work Experience. The Trial Work Experience must explore the individual's abilities, capabilities, and capacity to perform in real work situations with appropriate supports and training provided by the Agency, except in limited circumstances when the individual cannot take advantage of such experiences. Trial Work Experiences can include Supported Employment, On-the-Job Training or other real work situations. Trial Work Experiences must be of sufficient variety and over a sufficient period of time to make a determination that:

Termination of either Trial Work Experience or Extended Evaluation services must occur at any point if a determination is made that:

III. ELIGIBILITY OR INELIGIBILITY DETERMINATION

ARS has the sole responsibility for determining eligibility for VR Services. The ARS Commissioner has delegated the responsibility of determination of eligibility to the Counselor.

For all individuals applying for services, ARS will conduct an assessment to determine eligibility and priority for services if the state is operating under an Order of Selection. 34 C.F.R. § 361.42 (a.) (2.)

Eligibility requirements will be applied in compliance with Titles VI and VII of the Civil Rights Act, The Americans with Disabilities Act and without regard to age, religion, disability, sex, race, color or national origin. The eligibility requirements are applicable without regard to the particular service need or anticipated cost of services required by an applicant or the income level of an applicant or applicant's family. Eligibility determination will be made within 60 days of the application date. Exceptional and unforeseen circumstances beyond the control of ARS that prevent the Agency from making an eligibility determination within 60 days will require ARS and the individual to agree on a specific extension of time. 34 C.F.R. § 361.42 (b.) (1-4)

Basic eligibility requirements are:

Priority Category I - Most Significantly Disabled

An individual with a most significant disability is defined as one who has a significant physical or mental impairment which:

Priority Category II - Significantly Disabled

An individual with a significant disability is defined as one who has a significant physical or mental impairment which:

IV. INDIVIDUALIZED PLAN FOR EMPLOYMENT

ARS will conduct a thorough assessment for determining VR needs for each eligible individual. The purpose of this assessment is to determine the specific employment outcome, the criteria for evaluation of progress toward an employment outcome, and the nature and scope of VR services to be included in the IPE. The term employment outcome means with respect to the individual, (A) entering or retaining full-time, or if appropriate, part-time competitive employment in the integrated labor market, (B) satisfying the vocational outcome that is determined appropriate, including self-employment, telecommuting, or business ownership.

The IPE may be developed jointly between the VR counselor and the individual, or the individual may develop all or part of the plan independently, or with the technical assistance from another source. The completed plan must be approved and signed by the ARS counselor and the individual, or if appropriate, the individual's representative, within the framework of a counseling and guidance relationship. Assistance in completing the IPE form (RS600-A), if requested by the consumer will be provided by ARS.

The IPE must be designed to achieve the specific employment outcome, which is chosen by the individual consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, career interest, and informed choice. The documentation should show that there is adequate labor market demand to support the employment outcome. If relocation would be required, the individual must agree to relocate to an area with sufficient labor market demand for the chosen employment outcome prior to the signature and initiation of the IPE. The individual should acknowledge that they are familiar with the entry-level wages that are common in the chosen vocation.

For supported employment services, an employment outcome should include a description of the extended services needed and the source of extended services. If it is not possible to identify the source of extended services at the time the IPE is developed, a statement must be included explaining the reasonable expectation that extended services will become available prior to closure.

The IPE will be developed concurrently or within 90 days after a Certificate of Eligibility for VR Services or a Certificate of Eligibility for Trial Work Experience or EE Services has been completed. A copy of the IPE will be provided to the individual.

The IPE will be amended each time a substantial change is made in the individual's rehabilitation program. A copy of all Amendments will be provided to the individual.

Note: A new IPE must be completed when an individual is moved from Trial Work Experience or EE services to an accepted status for VR Services.

Counselor's Role:

- provide information, tools, and resources to encourage decision making skills,

- facilitate the decision making process,

- support decision implementation, and

- provide the consumer with information about the parameters, which may affect the range of available career goals or service options.

The components that the IPE must contain:

- A specific employment outcome consistent with informed choice,

- criteria for evaluation of progress toward employment outcome,

- specific rehabilitation services,

- projected timelines for initiation and duration of services,

- schedule for periodic reviews and evaluations

- entity to provide services and methods for procurement,

- responsibilities of the individual,

- need for post-employment services, and

- need for supported employment services. 34 C.F.R. § 361.45 and 34 C.F.R. § 361.46

THE SERVICES, SERVICE PROVIDERS, AND ALL ACTIVITIES SELECTED BY THE INDIVIDUAL MUST BE NECESSARY TO MEET THE EMPLOYMENT OUTCOME GOAL.

THE INDIVIDUAL OR REPRESENTATIVE MUST SIGN AND DATE THE IPE. THE INDIVIDUAL OR REPRESENTATIVE MUST BE GIVEN A COPY OF THE IPE.

THE ARS COUNSELOR IS THE APPROVING AUTHORITY; THEREFORE, THE COUNSELOR'S SIGNATURE INDICATES APPROVAL OF THE INDIVIDUAL'S IPE.

THE IPE IS TO BE REVIEWED ANNUALLY.

THE IPE CAN BE AMENDED AT ANY TIME UTILIZING INFORMED CHOICE.

AMENDMENTS DO NOT TAKE EFFECT UNTIL AGREED TO AND SIGNED BY THE ARS COUNSELOR AND INDIVIDUAL OR REPRESENTATIVE.

PROCEDURES - INDIVIDUALIZED PLAN FOR EMPLOYMENT (IPE)

* The ARS counselor will inform the individual of the options for developing the IPE on Form (RS600-A):

Options:

- The ARS counselor and the individual or, if appropriate, the individual's representative can develop the IPE in collaboration.

- The individual can get technical assistance for developing the IPE from a source outside ARS.

- The individual can write the IPE independently and ARS will provide the forms and, if requested, assistance in completing the forms.

- Or a combination of the above.

* The ARS counselor will inform the individual of the required components of the IPE if the individual chooses to develop the IPE:

The components that the IPE must contain:

- A specific employment outcome consistent with informed choice,

- criteria for evaluation of progress toward employment outcome,

- specific rehabilitation services,

- projected timelines for initiation and duration of services,

- schedule for periodic reviews and evaluations

- entity to provide services and methods for procurement,

- responsibilities of the individual,

- need for post-employment services, and

- need for supported employment services. 34 C.F.R. § 361.45 and 34 C.F.R. § 361.46

* The ARS counselor will inform the individual that the IPE must be completed on ARS form RS600-A, and that the forms and assistance in completing the forms are available upon request.

* Complete RS600-A (See Forms Appendix E)

* Key ARIMIS data for Status 12 (see ARIMIS Manual)

* The counselor will document in the case notes the counseling provided at IPE development. (See Forms Appendix E)

* ARIMIS will only allow 90 days in Status 12. (If the time is exceeded, the counselor must email justification and required ARIMIS data to the District Manager requesting movement to Status14, 16, 18, or 30. The District Manger will email the request to the Chief of Field Services.)

INFORMED CHOICE - IPE DEVELOPMENT

ARS will assure that eligible individual or their representatives are provided information and support services to assist them in exercising informed choice throughout the rehabilitation process. The counselor will inform each eligible individual through appropriate modes of communication about the availability of and opportunities to exercise informed choice, including the availability of support services for individuals with cognitive or other disabilities who require assistance in exercising informed choice in decisions related to the development of an Individualized Plan for Employment (IPE). Eligible individuals will be given information, or assistance in acquiring the information, to make an informed choice with respect to the selection of the employment outcome, specific vocational rehabilitation services needed to achieve the employment outcome, the vendors that can provide the services, employment setting and the settings in which the services will be provided, and the methods available for procuring the services. Counselor judgement and experience must be used to provide the appropriate information or assistance in acquiring the information to enable the individual to make a reasonable decision regarding the development of the IPE and program of services. A reasonable decision is one that is realistic considering the unique strengths, resources, priorities, concerns, abilities, capabilities, and interests of the individual and that must lead to an employment outcome.

To ensure that the availability and scope of informed choice is consistent, the information must include, at a minimum, information relating to the following:

V. ECONOMIC NEEDS/COMPARABLE BENEFITS

An individual's economic need is not used to determine eligibility for VR services. An economic needs assessment is used only to determine if the individual can pay any costs of VR services and if so, how much. In all cases, no economic needs evaluation will be applied as a condition for furnishing the following VR services:

EXCEPTION: SSDI and SSI recipients are exempt from financial need; however, the financial resources form should be completed to assess comparable benefits and gather information for federal reporting .

Provision of services conditioned on financial need entails:

VI. SERVICES

Arkansas Rehabilitation Services highest priority is to provide individualized services to eligible individuals so they can work in full-time competitive employment.

Services will be provided in compliance with Title VI and VII of the Civil Rights Act, The Americans with Disabilities Act and without regard to age, religion, disability, sex, race color or national origin.

As appropriate to the vocational rehabilitation needs of each individual and consistent with each individual's informed choice, the following vocational rehabilitation services are available:

PROVISION AND AUTHORIZATION OF SERVICES

Written authorization must be made, simultaneously with, or prior to, the provision of the service or goods. A verbal authorization may be given in an emergency followed immediately by a written authorization. The written authorization must contain the date of the verbal authorization. An IPE must be written before any services or goods, other than diagnostic or to support diagnostic assessment, can be provided. It is the counselor's responsibility to document case progress throughout provision of services.

NOTE: A benefit will be considered only to the extent that it is available and timely to meet the cost of the particular VR services.

Note: The counselor will not approve payment requests until the service has been provided.

PROCEDURES - PROVISION AND AUTHORIZATION OF SERVICES

* Before an authorization is issued the counselor must consider the following issues:

- Is this service allowable under ARS Policy?

- What, if any, limitation exists to providing this service?

- Are there any comparable benefits available to provide the service?

- What other required references need to be accessed (i.e., fee schedule, vendor list)?

- Does the counselor have sufficient funds in the allotment to procure/provide the service and if not, whom does the counselor contact?

- What documentation is needed to procure/provide the service? (i.e., LMC, prior approval, case notes.)

- How is the paperwork routed?

- Determine if the vendor is on the ARIMIS Vendor List. Complete W-9 if needed.

- Create the authorization in the ARIMIS system. (See ARIMIS Manual)

- The original authorization goes to the vendor, a copy is placed in the case file, and the individual may be provided a copy.

VOCATIONAL REHABILITATION COUNSELING AND GUIDANCE

The counselor will write a program for a "vocational rehabilitation counseling, guidance, placement, and follow-up" case. The program will outline in the criteria for evaluation of progress toward the employment outcome the counseling process and anticipated results. Documentation of counseling progress will be placed in the record of services. Vocational rehabilitation counseling and guidance services must be provided and documented in all VR cases closed rehabilitated.

PROCEDURE - VOCATIONAL REHABILITATION COUNSELING AND GUIDANCE

* The counselor will document in the case notes the specific progress the individual is making toward the employment outcome.

* The individual's progress will be reviewed every 90 days.

* ARIMIS will only allow 6 months in Status 14. (If the time is exceeded, the counselor must email justification and required ARIMIS data to the District Manager requesting movement to Status 16, 18, 20, 24, or 28. The District Manger will email the request to the Chief of Field Services.)

* Counseling and guidance must be documented in each successful closure.

JOB FINDING/REFERRAL

A job-finding service is provided when enough information has been given to permit the individual to arrange for a job interview with an employer. A job-finding service is also rendered when ARS directly refers or arranges for the direct referral of the individual to a prospective employer.

PROCEDURES - JOB FINDING/REFERRAL

* The individual may be referred to ARIB in Status 12. The employment coordinator can assist the counselor at this stage in the vocational planning process but significant involvement of the coordinator may not occur until the individual is ready for employment.

* The counselor and employment coordinator will assist the individual, singly or in groups, in developing job- seeking skills which would include instructions on how to read the want ads, prepare job resumes, write cover letters and prepare for job interviews.

* The counselor may refer the individual for services from other resources providing job-seeking skills, if appropriate.

* The counselor will document in the case notes the specific progress the individual is making toward the employment outcome.

PLACEMENT SERVICES

Placement services are organized and identifiable attempts to establish or improve the linkage of an individual and a work situation. While employment placement is the VR program goal and usually occurs toward the end of the rehabilitation process, employment planning should be an ongoing process throughout the case services program. Placement is provided when the individual is referred to and is hired by an employer. The State VR Agency, Arkansas Rehabilitation Industry and Business, the State employment service, One-Stop Arkansas Workforce Centers, or any other job-finding source may provide this service. A key feature of this service is that the individual became competitively employed as a result of the job referral.

PROCEDURES - PLACEMENT SERVICES

* The counselor will assist the individual with employment planning throughout the rehabilitation program.

* The counselor and the employment coordinator will document in the case notes the specific progress the individual is making toward the employment outcome.

* Refer to ARIB in Status 12. The ARIB staff should assist the counselor in the vocational planning process.

FOLLOW-UP

The counselor will provide follow-up services to each individual placed in employment to determine if all planned for services have been provided and the VR objective achieved. Follow-up services will include contacts and reports from the individual, employer, and others that provide reports to help the counselor determine if the employment situation is suitable to the individual's needs. The individual must be provided follow up services within a minimum of 90 days and the counselor will have assurance other ARS criteria have been met prior to case closure.

PROCEDURES - FOLLOW-UP

* The counselor or the rehabilitation assistant will maintain contact with the individual and employer to determine if the employment is suitable for the individual.

* The counselor or the rehabilitation assistant will provide supportive services as necessary for maintaining employment.

* The counselor or the rehabilitation assistant will document in the case notes the specific progress the individual is making toward the employment outcome.

ASSESSMENT SERVICES

Case Service Code for Status 02 - 1110

Case Service Code for Status 04 - 1310

Case Service Code for Status 06 - 1210

Case Service Code for Status 10-22 - 1310

Case Service Code for Status 32 - 1410

Assessment services are those services required to determine an applicant's eligibility for rehabilitation services, priority for services, and to determine the services needed to achieve an employment outcome.

Medical diagnostic services may include:

Vocational diagnostic or assessment services may include:

RESTORATION (PHYSICAL/MENTAL) SERVICES

Restoration services mean those medical and medically related services that are necessary to correct or substantially modify within a reasonable period of time, a stable or slowly progressive physical or mental condition. These include surgery, therapy, treatment, and hospitalization.

Prosthetic appliances/devices provided to improve or maintain an individual's ability to work are coded as Rehabilitation Technology Devices.

If an individual has a physical or mental disability with resulting limitations constituting an impediment to employment which, in the opinion of competent medical personnel, can be removed by restoration services without injury to the individual, the individual is not eligible for any ARS services except counseling, guidance and placement if the individual refuses to accept the appropriate restoration services.

PHYSICAL RESTORATION SERVICES PURCHASED IN-STATE

ARS will pay for all physical restoration services that are properly authorized. Payment will be made according to the vendors' stated fee, up to but not to exceed, the maximum amount determined by the established ARS Fee Schedules. The fee paid by ARS must be accepted as payment in full by the vendor. The fee paid to physicians for surgical treatment includes 15 days routine post-operative care.

PROCEDURES- PHYSICAL/MENTAL RESTORATION SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Medical reports and recommendations will be obtained from the attending physician and the reports placed in the case file

* Medical Consultant review is required. (Form RS3-g) (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Select appropriate ARS Procedure code.

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When billing statement is received, along with a medical report, key payment in ARIMIS system. (See ARIMIS Manual.)

NOTE: The vendor must agree to accept ARS fees for services.

PHYSICAL RESORTATION SERVICES PURCHASED OUT-OF-STATE

If ARS purchases physical restoration services out-of-state (in this instance Texarkana, TX is considered in the State), the rate paid will not exceed fees paid by the local rehabilitation Agency. ARS will use physicians and facilities that are used by the local state Agency. If fee information is not available, the counselor will contact the nearest out-of-state VR office to determine fees paid for needed services.

PROCEDURES - PHYSICAL/MENTAL SERVICES - OUT-OF-STATE

* Documentation of the action to be taken will be made in the case notes.

* Medical reports and recommendation will be obtained from the attending physician and the reports placed in the case file.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Key ARIMIS data for Status 16 if needed. ((See ARIMIS Manual.)

* Select appropriate ARS Procedure code.

* Key authorization in ARIMIS. (See ARIMIS Manual.)

* When billing statement is received, along with a medical report, key payment in ARIMIS system.

* The medical report will be placed in the case file.

MEDICAL CONSULTANT

In all cases involving medical and surgical treatment, hospitalization, drugs (except for acute medical care), and all medically directed therapies, a written consultation must be obtained from the Medical Consultant.

PROCEDURES - MEDICAL CONSULTANT

* The medical consultant will review medical/psychiatric reports and make recommendations.

* The medical consultant will complete the Medical Consultant form RS3-g.

* The form will be placed in the case file.

MEDICAL, SURGICAL, PSYCHIATRIC, AND MEDICALLY DIRECTED TREATMENT

Case Service Code for Status 06 - 1221

Case Service Code for Status 16 -22 - 1321

Case Service Code for Status 32 - 1421

Medical Treatment: After the initial diagnostic medical evaluation, payments may be made to a physician (general practitioner or specialist), clinic, dispensary, or hospital for services provided to the individual. Examples include drugs, biological, or other medical supplies incidental to treatment.

Psychiatric Treatment : After the initial psychiatric diagnostic evaluation, payments may be made to a specialist in neuropsychiatry, a psychiatric clinic or hospital for psychiatric treatment.

Surgical Treatment: Payments may be made for surgical operations and fees for pre-operative care. Payments will be made according to the established ARS Fee Schedule.

Anesthesia: Payments may be made to anesthetists and anesthesiologists not included in hospitalization.

University of Arkansas Medical Sciences: Payments for professional services including surgical treatment, anesthesia, pathology, and others provided at the UAMS are to be authorized to the "Medical College Physicians Group."

Physical and Occupational Therapy: ARS will pay for PT/OT services when prescribed and provided by competent medical personnel and when necessary to a VR program. If the expected duration of treatment is more than 30 days, then equivalent services at HSRC should be considered.

Podiatrist or Chiropractor: ARS will pay for the services of a Podiatrist or Chiropractor only with Medical Consultant approval.

Dental: ARS may purchase dental services including oral surgery when necessary for an individual to participate in or complete a VR program. Available services do not include routine preventive dental care. Services will be purchased consistent with the ARS fee schedule.

EXCEPTION: Insurance benefits must be used first in paying for surgical and medical services. The amount allowed by the ARS Fee Schedule will be authorized followed by the statement "Rehabilitation Services will pay only that part of the authorized amount not covered by the insurance policy up to the maximum amount allowed by the ARS Fee Schedule". Authorization will be based on the ARS Fee Schedule.

COCHLEAR IMPLANTS

Requirements:

* Complete psychological exam to determine emotional and mental stability of the individual.

* Document evidence from the individual or employer that the procedure would remove any significant vocational impediment.

* Document counseling with medical personnel and a peer in regard to after effects and adjustment to the procedure.

* Document post-operative aural rehabilitation plan.

* Refer required documentation to District Manager, Chief of Field Services and Chief of Staff for approval.

DIRECTED THERAPY FOR WEIGHT LOSS

ARS may provide services for structured weight loss programs such as Weight Watchers, TOPS, etc or other medical directed programs. The counselor should make every effort to seek out programs in the community that provide supportive/mental health counseling and address significant lifestyle changes including diet, exercise and behavior modification. The counselor will consult with the District Manager for approval of the treatment program and negotiated costs.

PROCEDURES - DIRECTED THERAPY FOR WEIGHT LOSS

* Medical reports and recommendations will be obtained from the attending physician and the reports placed in the case file.

* Medical Consultant review is required. (See Appendix E).

* Counselor will negotiate reasonable fees with the vendor.

* The counselor will secure the approval of the District Manager.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16, if appropriate. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

* UAMS requires special payment. (See VI. Services Index for UAMS)

GASTRIC RESTRICTIVE OR BYPASS SURGERY AS TREATMENT FOR MORBID OBESITY

Individuals requesting assistance from ARS for gastric restrictive or bypass surgery as a method of treatment for morbid obesity are to be informed the procedure is a major operation with the potential of both short-and long-term complications.

Any decision to use surgery as a treatment for morbid obesity requires assessing the risk-benefit by an experienced physician(s). Candidates for the procedure should be judged as having a low probability of success using non-surgical measures as demonstrated by failure in an established weight control program(s). Such programs might include in various combinations behavior modification, exercise, low- or very low-calorie diets, and drug therapy.

A diagnosis of morbid obesity alone does not indicate an individual is an appropriate candidate for this procedure. High-risk conditions such as significant diabetes mellitus, obstructive sleep apnea, obesity-related cardiomyopathy and joint disease would increase the likelihood an individual would be an appropriate candidate for gastric restrictive or bypass surgery.

Individuals with a diagnosis of morbid obesity may be eligible for restoration services if all the following criteria are meet:

PROCEDURES - GASTRIC BYPASS SURGERY

* Obtain a general medical assessment or current medical information that documents the individual's diagnosis of morbid obesity and any other high-risk co-morbid conditions.

* Obtain a Mental Health Assessment that indicates the individual does not have a mental health condition that might preclude this restoration service.

* Obtain documentation from a treating physician of the individual's failure in a structured weight loss program for at least 1 year and the presence of morbid obesity for at least 5 years.

* Documentation of co-morbid conditions by an appropriate physician with a statement of recommendation for weight loss surgery.

* Obtain medical reports that document the need for referral to a surgeon for an assessment to determine the appropriateness of gastric restrictive or bypass surgery.

* Obtain an examination from a surgeon proficient in gastric restrictive and bypass procedures that documents the individual is an appropriate candidate for this procedure.

* Assess the individual regarding motivation for the procedure and understanding of the associated risks.

* The Counselor will submit received reports and documentation for review and approval by the Medical Consultant.

* The Counselor will submit a memorandum to the District Manger with the reports and all required documentation requesting approval for the procedure. As a part of the memorandum the counselor will provide the District Manager the counseling issues to be addressed during the restoration and recovery process.

* If the District Manager agrees that all the required documentation is present and the individual meets ARS eligibility and Order of Selection requirements, the individual is an appropriate candidate for the procedure, and agrees with the identified counseling issues, the District Manger will provide the Counselor a memorandum of approval.

* If the District Manager does not agree the individual meets eligibility and Order of Selection criteria, is not an appropriate candidate for the requested gastric restrictive or bypass procedure, or is of the opinion that the identified counseling issues are inadequate or inappropriate, a memorandum of denial will be sent to the counselor notifying the counselor of the decision.

* If the District Manager is uncertain after reviewing all required documentation as to the appropriateness of the request, information provided by the counselor

* and a memorandum requesting review should be forwarded to the Chief of Field Services.

* The Chief of Field Services may request a formal review by the Medical Review Team.

* The Chief of Field Services will either approve or deny the request and document the decision by email to the District Manager within ten working days.

* Upon approval, the Counselor will proceed as with any other physical restoration case.

* During the recovery process the Counselor will be required to document a minimum of 3 counseling sessions prior to case closure.

* It is recommended that the case be placed in post-employment status so that necessary counseling and follow-up can take place to ensure optimum benefits from the procedure.

NOTE: If the referred case has serious medical problems that pose serious consequences due to delay of case processing, an administrative exception may be requested.

PROCEDURES - MEDICAL, SURGICAL, PSYCHIATRIC, AND MEDICALLY DIRECTED TREATMENTS

* Documentation of the action to be taken will be made in the case notes.

* Medical reports and recommendations will be obtained from the attending physician and the reports placed in the case file.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

* UAMS requires special payment. (See VI. Services Index for UAMS)

SURGICAL AND HOSPITAL INSURANCE

Insurance benefits must be used first in paying for surgical and medical services. The amount allowed by the ARS Fee Schedule will be authorized followed by the statement

"Rehabilitation Services will pay only that part of the authorized amount not covered by the insurance policy up to the maximum amount allowed by the ARS Fee Schedule". Authorization will be based on the ARS Fee Schedule.

NOTE: SEE FEE SCHEDULE ON THE K DRIVE

CONSULTATION

For diagnostic purposes, the attending physician may consult with another specialist. The counselor must have a recommendation for consultation and prior authorization is required.

POST-OPERATIVE REPORTS

It is the counselor's responsibility to obtain a post-operative report or narrative letter prior to processing the final payment.

MINOR SURGERY BY GENERAL PRACTITIONERS

ARS may pay general practicing physicians for minor surgery, such as the opening of a superficial abscess or removal of a superficial tumor or cyst.

MEDICATION

Case Service Code for Status 02 - 1110

Case Service Code for Status 06 - 1221

Case Service Code for Status 16-22 - 1321

Case Service Code for Status 32 - 1421

Medication during assessment will be limited to not more than 60 days.

Medication can be provided throughout the active VR program and 30 days following placement.

The counselor must document the ongoing medication need either through the MC or the individual's personal care physician. The counselor must actively negotiate for the most economical medication prices.

PROCEDURES - MEDICATION

* Documentation of the action to be taken will be made in the case notes.

* Medical reports and recommendations including prescription will be obtained from the attending physician and the reports placed in the case file.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

SPEECH AND HEARING THERAPEUTIC SERVICES

Case Service Code for Status 06 - 1221

Case Service Code for Status 16-22 - 1321

Case Service Code for Status 32 - 1421

Individuals with organic or inorganic speech and hearing disorders may be scheduled for evaluation and therapy by an approved therapist. The counselor will furnish the therapist with information needed to provide services.

PROCEDURES - SPEECH AND HEARING THERAPEUTIC SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Medical reports and recommendations will be obtained from the attending physician and the reports placed in the case file.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

HOSPITALIZATION, CONVALESCENT CARE AND NURSING SERVICES

Case Service Code for Status 06 - 1222

Case Service Code for Status 16-22 - 1322

Case Service Code for Status 32 - 1422

ARS will pay for inpatient or outpatient hospitalization, including blood, in Arkansas hospitals according to current Medicaid fees.

ARS will pay for the day an individual enters the hospital, but not the day on which the individual is discharged.

PROCEDURE - HOSPITALIZATION, CONVALESCENT CARE AND NURSING SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Medical reports and recommendations will be obtained from the attending physician and the reports placed in the case file.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

CONVALESCENT OR NURSING HOME CARE

Case Service Code for Status 06 - 1222 Case Service Code for Status 16-22 - 1322 Case Service Code for Status 32 - 1422

If care in a convalescent or nursing home is medically recommended after a period of hospitalization, the arrangements will be noted in the IPE. There will be a re-evaluation of rehabilitation potential within 30 days.

PROCEDURES - CONVALESCENT OR NURSING HOME CARE

* A recommendation from the attending physician must be secured before authorizing for convalescent or nursing home care.

* Documentation of the action to be taken will be made in the case notes.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

HOSPITALIZATION THROUGH COOPERATING AGENCIES

ARS will use hospitalization available through cooperating agencies when feasible. It is the counselor's responsibility to determine if these services are available through the cooperating agencies before obligating ARS for these services.

RADIOLOGY/ PATHOLOGY

Case Service Code for Status 06 - 1221

Case Service Code for Status 16-22 - 1321

Case Service Code for Status 32 - 1421

ARS may pay for radiology/pathology services according to the ARS Fee Schedule.

PROCEDURE - RADIOLOGY/PATHOLOGY

* Documentation of the action to be taken will be made in the case notes.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

NOTE: If radiology and pathology are provided in conjunction with surgery, the medical consultant review is not necessary for these services since the consultant has already reviewed the recommendation for surgery.

SPECIAL NURSES

Case Service Code for Status 06 - 1223

Case Service Code for Status 16-22 - 1323

Case Service Code for Status 32 - 1423

ARS may provide nursing service by a registered nurse only if ordered by the attending physician. Practical nurses will be used only when a registered nurse cannot be obtained or if, in the opinion of the attending physician, the services of a registered nurse are not required. ARS may pay the standard rate for this service in the community.

PROCEDURES - SPECIAL NURSES

* Documentation of the action to be taken will be made in the case notes.

* Medical Consultant review is required. (See Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees. (See Fee Schedule)

* Select appropriate ARS Procedure code.

* Key ARIMIS data for Status 16 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary. (See VI. Services Index)

CHILDREN'S MEDICAL SERVICES

Any individual who may be eligible for Children's Medical Services and who might need physical restoration will be referred to CMS to determine eligibility. If the individual is eligible for services through CMS, ARS will not provide the services.

TRAINING

Training services are those services needed to prepare an eligible individual for work. These services are individualized and are jointly developed by the individual and counselor through the process of informed choice.

Vocational training includes the following broad categories:

It is the policy of ARS to provide "individual-appropriate" training services needed to achieve employment. Individual-appropriate services reflect the unique strengths, priorities, concerns, abilities, capabilities, and career interests of each eligible individual. These individual-appropriate services may be based upon a review, to the extent needed, of the following:

It is the policy of ARS to consider a graduation of services based upon the above information. The counselor should consider:

ARS recognizes that the transition from high school to post-secondary training is a crucial time and is a period of change and stress. Training options beyond the vocational-technical level must have documentation based on the assessment of rehabilitation needs that the individual can be successful in the selected training area.

An individual is eligible for training:

FINANCIAL AID

The counselor will provide general information regarding various alternative-financing sources, however, the individual is responsible for securing financial aid.

Documentation must be presented to the counselor prior to the first day of training . This documentation can include: college award letter, Pell grant response letter, on-line Pell printouts or copies of Pell grant application forms.

The individual will indicate choice of school and course of study in accordance with informed choice by signing the IPE.

NOTE: ARS will not be bound to any agreement or contract the individual entered into prior to signing the IPE.

ARS may authorize up to a baseline of $4,500.00 per twelve month period beginning with initiation date of the IPE for tuition, required textbooks, academic fees, maintenance, and transportation. (Exception: Medical, dental, veterinary schools and those individuals with special needs may be funded at a higher level.)

COLLEGES AND UNIVERSITIES

Case Service Code - Tuition - for Status 06 - 1231

Case Service Code - Tuition - for Status 18-22 - Code 1331

Case Service Code - Tuition - for Status 32 - 1431

ARS will assist individuals in pursuing two and four year college and university training programs in only those colleges and universities accredited by the appropriate accrediting Agency and whose courses will be given full recognition by other accredited colleges and universities. It is the counselor's duty to determine if the selected institution is approved by the State Department of Education or by another qualified accrediting Agency of the state in which it is located.

Preference will be given to institutions in Arkansas. If training is not available within the State, or if there are other circumstances, which the counselor feels justifies out-of-state training, such training will be permitted.

If training is available within the State and the client attends an out-of-state institution, the maximum amount payable will be the same as that paid if the individual would be attending an institution within the State as a full-time student. The cost of tuition, fees, textbooks, maintenance and transportation will not exceed the institution's established education costs.

The cost of private school training will not exceed the cost of State-supported institutions. For training at a private Arkansas institution, ARS may supplement the individual's resources and pay up to, but not more than, training fees at State-supported institutions for a full-time student. If training is not available within the State, ARS may pay the fees charged by the particular out-of-state university or college for a full-time student.

Any training expense beyond $4500 must be justified with clear and convincing evidence of need and submitted to the District Manager for approval.

ADVANCED DEGREE

It is ARS policy to assist individuals in obtaining an advanced degree only when this degree is a minimum requirement for the vocational objective. This does not mean that a client whose vocational objective is teaching may change the objective to superintendent or principal in order to receive further ARS financial assistance.

ARS may assist clients beyond the Bachelor level in occupations that require advanced training for entry level, such as medicine, dentistry, law, etc.

FULL-TIME STUDENT

A full-time student receiving financial support from ARS is one who completes 12 semester hours or 6 semester hours for a summer term at the college level.

Exceptions to the full-time training requirement must be carefully analyzed to determine if the goal of full-time work can be achieved within a reasonable time. The counselor should provide counseling toward a more feasible training option if full-time student status could not be achieved. The purpose of college training is to prepare clients to work full-time in competitive employment.

REMEDIAL COURSES

ARS will only pay for a total of 6 semester hours of remedial work. These remedial hours must be completed during the first academic year. The following statement will be placed on authorizations for college tuition "ARS will only pay for 6 hours of remedial work."

SATISFACTORY PERFORMANCE - COLLEGE AND UNIVERSITIES

If an individual fails to earn a GPA of 2.0 in the current semester sponsored by ARS, no additional VR funds can be authorized for that training. If the individual attends without ARS support and achieves a GPA of 2.0, then ARS may provide support for additional college training. Any exception to this policy requires the District Manager's approval.

Satisfactory performance in a non-academic program will be documented by a progress report indicating satisfactory progress in the training program.

GRADES - COLLEGES AND UNIVERSITIES

The counselor is responsible for obtaining grades. This responsibility should be delegated to the individual. Grades (GPA) will be used as the measure of satisfactory progress and must be provided to the counselor in a timely manner in order to approve the next semester. Responsibilities of College Students Form must be signed by the individual and counselor and placed in the individual's record of services prior to the initial semester and each following fall semester.

Accredited universities/colleges are beginning to offer classes via Internet and other distance education options. These classes can provide college training to individuals with most significant disabilities whose accessibility or environmental needs made traditional campus-based training difficult.

This type of training, however, may be impractical for students who require the reinforcement and motivation of time-scheduled classes and social participation. Because of the many non-accredited correspondence courses offered by businesses or companies, the counselor should evaluate this option carefully.

COLLEGE COUNSELOR

At each university and college within the State, ARS has designated a counselor who is called a "college counselor". The college counselor primarily serves as a liaison between the college and ARS. Prior to July 1st of each school year, the college counselor is responsible for securing the current tuition, fees, basic costs of education at the institution and starting dates. The counselor is responsible for entering this information on the K Drive in College and Universities Folder. The original Authorization/Billing form will be sent directly to the college.

PROCEDURE - COLLEGE AND UNIVERSITY TRAINING

* Documentation of the action to be taken will be made in the case notes.

* The individual will provide the counselor with documentation of any financial aid awards and scholarships. This documentation can include: college award letter, Pell grant response letter, on-line Pell printouts or copies of Pell grant application forms.

* Complete Annual Review, if appropriate, and document any amendments to the IPE by completing the Amendment (RS600-C)

* Update the Financial Resources Form (RS16) at Annual Review, if appropriate.

* The counselor and the individual will complete the College Student's Responsibilities Form prior to the first semester and then each fall semester.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to the K Drive for the College and University folder for fees.

* Key ARIMIS data for Status 18. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary.

COLLEGE TEXTBOOKS

Case Service Code for Status 06 - 1230

Case Service Code for Status 18-22 -1330

Case Service Code for Status 32 - 1430

ARS may purchase required textbooks for full-time students who are making satisfactory progress. Authorizations for textbooks must be submitted to the bookstore in a timely manner, usually prior to the beginning of classes. The request for payment from the bookstore must be accompanied by a list of books purchased, individual book price, and the individual's signature.

PROCEDURES - COLLEGE TEXTBOOKS

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor. Complete Annual Review, if appropriate, and document any amendments to the IPE by completing the Amendment (RS600-C)

* Update the Financial Need Form (RS16) at Annual Review, if appropriate.

* Key ARIMIS data for Status 18 if needed. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary

BUSINESS/COMPUTER SCHOOLS OR COLLEGES

Case Service Code for Status 06 - 1233 Case Service Code for Status 18-22 -1333 Case Service Code for Status 32 - 1433

ARS may purchase training for qualified clients in any business school or college capable of providing the training necessary for the client to attain the vocational objective. Any business school or college offering a degree, i.e., BA or BS in business or related fields, should be included under "College or University."

Satisfactory performance will be documented by a progress report indicating satisfactory progress in the training program.

PROCEDURES - BUSINESS SCHOOLS OR COLLEGES

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Complete Annual Review, if appropriate, and document any amendments to the IPE by completing the Amendment (RS600-C)

* Update the Financial Resource Form at Annual Review, if appropriate.

* Key ARIMIS data for Status 18. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary.

VOCATIONAL SCHOOL

Case Service Code for Status 06 - 1234

Case Service Code for Status 18-22 -1334

Case Service Code for Status 32 - 1434

ARS may purchase training for qualified individuals in any vocational, trade, or technical school capable of providing the training necessary for the individual to attain the vocational objective. If training is available within the State and the individual attends an out-of-state school, the maximum amount payable will be the same as that paid if the individual would be attending an institution within the State as a full-time student.

Satisfactory performance in a non-academic program will be documented by a progress report indicating satisfactory progress in the training program.

PROCEDURES - VOCATIONAL SCHOOL

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Complete Annual Review, if appropriate, and document any amendments to the IPE by completing the Amendment (RS600-C)

* Update the Financial Resources Form at Annual Review, if appropriate.

* Key ARIMIS data for Status 18. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary.

ON-THE-JOB TRAINING

Case Service Code for Status 06 - 1235

Case Service Code for Status 18-22 -1335

Case Service Code for Status 32 - 1435

Vendors used for on-the-job training must be reputable, established firms that can supply the individual training in the selected job. The counselor must choose only those training sites that have:

The counselor will consider:

Arkansas Rehabilitation Services will pay an OJT training fee to the vendor for providing instruction to the individual to help them reach a skilled proficiency level in the work area selected. ARS does not pay the individual's salary or wages . ARS pays a training fee to the vendor or employer for on-the-job training services.

The vendor must put the individual on the payroll and pay the same starting wage that is paid to other new employees. The individual must be offered the same benefits as other employees. The trainee has the same responsibilities as all other employees.

Satisfactory performance in a non-academic program will be documented by a progress report indicating satisfactory progress in the training program.

PROCEDURES - OJT

* The counselor will negotiate with the vendor the training fee and the length of the OJT program. The fee and time period should be kept to a minimum.

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for Status 18. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* The training vendor will provide a progress report to the counselor with appropriate billing forms. The counselor will not process payment for the OJT without proper progress reports.

ADJUSTMENT TRAINING

Case Service Code for Status 06 - 1236

Case Service Code for Status 18-22 -1336

Case Service Code for Status 32 - 1436

This is training which will help the individual adjust to a particular situation hindering his/her ability to work. Included would be work conditioning, developing work tolerance, mobility training, remedial training, literacy training, lip reading, Braille, etc.

PROCEDURES - ADJUSTMENT TRAINING

* Documentation of the action to be taken will be made in the case notes.

* Complete applicable vendor referral form.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for Status 18. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* The training vendor will provide a progress report to the counselor with appropriate billing forms. The counselor will not process payment for the adjustment training without proper progress reports.

NOTE: Training in the use of Rehabilitation Technology Devices would be coded Rehabilitation Technology Services.

MISCELLANEOUS TRAINING

Case Service Code for Status 06 - 1237

Case Service Code for Status 18-22 -1337

Case Service Code for Status 32 - 1437

This category includes academic training on secondary education level or lower, as well as, specialized academic schools for persons who are blind or deaf. It also includes training not listed in the above categories, such as correspondence study. Only a few individuals are able to satisfactorily pursue a correspondence study course; therefore, ARS personnel regard this method as impractical in most cases. There may be exceptions if justified by specific conditions.

The correspondence method may be used if:

The following criteria will be used for those individuals considered for correspondence training:

For college correspondence training, fees will be determined by the number of "credit hours" and the institution's rate. The published fees of the selected college will be the maximum paid by ARS. Fees will be paid when the college submits a bill.

In paying for correspondence courses other than college, the total cost of the training will be divided by the number of lessons. ARS payment will be made as lessons are completed. Counselors are responsible for negotiating with correspondence study vendors to ensure agreement with this payment plan.

If correspondence training is selected, the counselor must obtain the District Manger's approval.

PROCEDURES - MISCELLANEOUS TRAINING

* Documentation of the action to be taken will be made in the case notes.

* Complete Annual Review, if appropriate, and document any amendments to the IPE by completing the Amendment (RS600-C)

* Update the Financial Resources Form at Annual Review, if appropriate.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to K Drive for College and University Folder.

* Key ARIMIS data for Status 18. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* Refer to Out of State Policy limitations, if necessary.

* The training vendor will provide a progress report to the counselor with appropriate billing forms. The counselor will not process payment for the training without proper progress reports.

* When the billing statement is received, key the payment into ARIMIS.

BOOKS AND TRAINING MATERIALS

Books and training materials will be limited to required textbooks. ARS will not furnish office supplies such as paper, pencils, pens, glue and file folders.

TRANSPORTATION

Case Service Code for Status 02 - 1191

Case Service Code for Status 06 - 1291

Case Service Code for Status 16-22 -1391

Case Service Code for Status 32 - 1491

Transportation costs for VR services may be paid at the usual rates not to exceed the State allowed rate. Transportation costs can only be paid as an auxiliary service to core VR services . Transportation is not a stand-alone service.

If public transportation is not available or the individual, because of disability, cannot travel by public transportation, the counselor should make every effort to negotiate an estimated cost of gas only if it is the least expensive travel cost.

This does not apply to taxicab fares within a city, which will be paid at the prevailing rates when necessary and authorized.

TRANSPORTATION FOR PHYSICAL RESTORATION SERVICES

Case Service Code for Status 06 - 1291

Case Service Code for Status 16-22 -1391

Case Service Code for Status 32 - 1491

Transportation for physical restoration services may be paid. Transportation may be paid for checkup visits to a doctor or hospital only when the counselor has prior notice of the necessity of the visit and has authorized each trip.

PROCEDURES - TRANSORTATION FOR PHYSICAL RESTORATION

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

TRANSPORTATION FOR TRAINING SERVICES INCLUDING COLLEGE

Case Service Code for Status 06 - 1291

Case Service Code for Status 18-22 -1391

Case Service Code for Status 32 - 1491

If the training location is where the individual cannot live at home, transportation costs may be paid for a direct, one-way trip at the beginning of the training session. At the session's conclusion, transportation from the training location to the job site may be paid. ARS may pay bus fare, or if justified by the individual's physical condition, may pay taxi fare to and from the boarding house and training site. Transportation may be paid if the individual lives at home and daily transportation is required.

PROCEDURES - TRANSORTATION FOR TRAINING SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

TRANSPORTATION FOR PLACEMENT

Case Service Code for Status 20-22 -1391

Case Service Code for Status 32 - 1491

Transportation may be paid for placement or self-employment when necessary for up to 30 days.

PROCEDURES - TRANSPORTATION FOR PLACEMENT

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

AMBULANCE

Case Service Code for Status 06 - 1291

Case Service Code for Status 16-22 -1391

Case Service Code for Status 32 - 1491

ARS will pay for ambulance service only when the attending physician or other health authorities certify the individual cannot safely travel by other public or private transportation or if ambulance service can be secured as cheaply as other transportation.

PROCEDURES - AMBULANCE TRANSPORTATION

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

TRANSPORTATION FOR DIAGNOSIS INCLUDING SUBSISTENCE WHILE IN TRANSIT

Case Service Code for Status 02 - 1110

Case Service Code for Status 06 - 1210

Case Service Code for Status 10-22 -1310

Case Service Code for Status 32 - 1410

Transportation and meals may be paid for transit when required for out of town diagnosis.

PROCEDURES - TRANSPORTATION FOR DIAGNOSIS

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

MAINTENANCE

Case Service Code for Status 06 - 1240

Case Service Code for Status 16-22 -1340

Case Service Code for Status 32 - 1440

Maintenance includes payment to cover the individual's basic living expenses such as food, shelter, clothing, health maintenance, and other subsistence expenses essential to determine the individual's rehabilitation needs or to achieve the VR objective.

Maintenance may be provided at any time while in a Trial Work Experience or EE program or an IPE is in effect.

After job placement, maintenance will only be paid until the individual receives their first paycheck. If the individual is self-employed, maintenance is limited to 30 days.

Maintenance payments for training will be reimbursed at the end of a stated period (two weeks, four weeks, one month, or other). Authorization will be made in accordance with the IPE and may be paid to the client's boarding house, landlord, school, etc.

Note: Maintenance and transportation for diagnostic services will be coded as diagnostic .

MAINTENANCE FOR PHYSICAL RESTORATION SERVICES

Case Service Code for Status 06 - 1240

Case Service Code for Status 16-22 -1340

Case Service Code for Status 32 - 1440

An individual receiving physical restoration services may be eligible for maintenance while away from home.

PROCEDURES - MAINTENANCE FOR PHYSICAL RESTORATION SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

MAINTENANCE FOR COLLEGE TRAINING

Case Service Code for Status 06 - 1240

Case Service Code for Status 18-22 -1340

Case Service Code for Status 32 - 1440

Note: An outside substantial source of support must be documented prior to beginning a college program.

Under certain circumstances ARS may pay college maintenance costs to those individuals classified as most significantly disabled, provided:

Referral of the most significantly disabled individuals for residence at HSRC and training at Garland County Community College is encouraged. These in-place support services are considered crucial to the individual's personal, academic, and vocational adjustment.

PROCEDURES - MAINTENANCE FOR COLLEGE TRAINING

* Documentation of the action to be taken will be made in the case notes.

* Complete Annual Review, if appropriate, and document any amendments to the IPE by completing the Amendment (RS600-C)

* Update the Financial Resource Form at Annual Review, if appropriate.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

MAINTENANCE FOR FULL-TIME VOCATIONAL TRAINING

Case Service Code for Status 06 - 1240

Case Service Code for Status 18-22 -1340

Case Service Code for Status 32 - 1440

Maintenance may be paid for an individual in business, trade, technical, or other schools, on - the - job training, and apprenticeship training.

PROCEDURES - MAINTENANCE FOR VOCATIONAL TRAINING

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

MAINTENANCE FOR REHABILITATION CENTERS AND FACILITIES

Case Service Code for Status 06 - 1240

Case Service Code for Status 18-22 -1340

Case Service Code for Status 32 - 1440

Maintenance will be paid based on the State VR Agency's prevailing rate.

PROCEDURES - MAINTENANCE FOR REHABILITATION CENTERS/FACILITIES

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual) When the billing statement is received, key the payment into ARIMIS.

MAINTENANCE FOLLOWING PLACEMENT

Case Service Code for Status 20-22 -1340

Case Service Code for Status 32 - 1440

After job placement, maintenance may be paid until the individual receives the first paycheck. Maintenance will not continue for more than 30 days after placement unless approved by the District Manager.

PROCEDURES - MAINTENANCE FOLLOWING PLACEMENT

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in Status 22 before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

OTHER SERVICES

Case Service Code for Status 06 - 1290

Case Service Code for Status 16-22 -1390

Case Service Code for Status 32 - 1490

Other goods and services include tools, equipment, and initial stock and supplies for vending stands, business and occupation licenses.

PROCEDURES - OTHER SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Case must be in a service status before the authorization can be written. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

SUPPORTED EMPLOYMENT SERVICES

For a detailed discussion of all aspects of Supported Employment and transitional employment for persons who have long-term mental illness (LTMI), counselors are directed to the Arkansas Guide to Supported Employment Services .

ARS will provide supported employment services to any individual who is certified as having a most significant disability and for whom competitive employment has not traditionally occurred or has been interrupted or intermittent as a result of that disability; has been determined eligible under Title I; and has been determined by an assessment of rehabilitation needs to have:

Supported Employment involves full or part-time employment averaging at least 15 hours per week for each pay period. It may be less than 15 hours with District Manager's approval.

The individual is placed in an integrated work setting with no more than eight persons with disabilities. Ongoing support services are provided at least twice monthly at the work site (except for LTMI) after ARS case closure throughout the term of employment.

The 18-month limitation on the provision of supported employment services has been amended to permit extension of this service on a case-by-case basis as determined and documented on the IPE.

Primary job coach components of supported services are:

Choosing the Supported Employment Service Model: Supported employment services can be provided through individual (individual placement, job coach) models or group (enclave, mobile crew) models. For an extensive discussion of these models, counselors are directed to the Arkansas Guide to Supported Employment Services.

Supported Employment consumers may not be considered for post-employment services.

When a job is lost, the counselor should take a new referral. The counselor can re-initiate supported employment services for a former consumer in instances of job destabilization or potential upgrade.

All ARS requirements related to the provision of services will apply in the provision of supported employment services.

ARS funding will cease when an individual meets the supported employment service objectives on the IPE and is stable in employment.

Job stability measures in the Individual Competitive Employment Model are:

Job stability measures for the Group Models are:

PROCEDURES - SUPPORTED EMPLOYMENT SERVICES

* Complete the Certificate of Eligibility. (See Appendix E)

* Complete the IPE utilizing informed choice. The counselor will indicate the extended service provider on the IPE at plan development.

* ARS will purchase services on a fee-for-service basis as follows:

- $600.00 to be paid at time of referral by counselor to the provider Agency.

- $1,600.00 upon job placement as agreed by the counselor, individual and provider.

- $600.00 at point of stabilization Status 22 (stabilization is to be determined by 20 percent intervention by the job coach in comparison to total number of hours worked or the individual reaches a plateau of intervention greater than 20 percent and maintaining that level for 60 days.

In addition, the individual and the employer must be satisfied with the job placement performance.

- $1,600.00 after remaining in Status 22 for 90 days and eligible for a successful Status 26 closure.

TRANSITIONAL EMPLOYMENT SERVICES (TES)

Transitional Employment Services are for persons with LTMI and provide paid work in a job slot in competitive industry. This service may result in independent competitive employment. ARS sponsored transitional employment must involve an average of 15 hours of work per pay period with the District Manager's approval. Authorizations for Transitional Employment Services will not exceed 125 days over a 12- month period.

PROCEDURES - TRANSITIONAL EMPLOYMENT SERVICES

* Complete the Certificate of Eligibility. (See Appendix E.)

* Complete the IPE utilizing informed choice.

* ARS will purchase services on a fee-for-service basis as follows:

- $600.00 to be paid at time of referral by counselor to the provider Agency.

- $1,600.00 upon job placement as agreed by the counselor, individual and provider.

- $600.00 at point of stabilization Status 22 (stabilization is to be determined by 20 percent intervention by the job coach in comparison to total number of hours worked or the individual reaches a plateau of intervention greater than 20 percent and maintaining that level for 60 days. In addition, the individual and the employer must be satisfied with the job placement performance.

- $1,600.00 after remaining in Status 22 for 90 days and eligible for a successful Status 26 closure.

Primary Agency Fund Codes and their appropriate use for authorizing SE and TES are as follows:

PROVISION, IMPACT AND SCOPE OF SERVICES TO FAMILY MEMBERS

Services may be provided to an individual's family when necessary for the individual to attain the vocational objective. These services must substantially contribute to the individual's rehabilitation. The necessity of service provision to an individual's family should be based on a study of the individual's needs. This includes problems faced by the family in support of the individual's rehabilitation. Substantial impact services are those that allow or increase the opportunity for an individual's use of VR services. Without these services, the individual would be unable to begin or continue the IPE, which may result in delayed employment or unachievable employment. The individual and their family member(s) must be jointly involved in deciding if services to a family member can contribute to the individual's rehabilitation program. In developing the IPE, it is important that both the individual and family members understand the basis for provision of family services, i.e., such services must be necessary to the individual's adjustment or vocational rehabilitation.

While the counselor often sees family members during the preliminary or thorough diagnostic study, these interviews and any incidental advice provided during such sessions are not considered a service to a family member. Rather, such interviews and counseling are part of the process of determining the individual's eligibility for VR or the scope of services to be provided.

Services may include childcare, training, transportation, relocation of the family to an area where work is available for the individual, and any other necessary support services for the individual. These services may include any VR services and may be provided without age restriction of the family members. Services to family members must be included on the IPE.

Educating the family on the importance of using personal resources, family support, and other available community resources is essential to the successful completion of the rehabilitation program. Appropriate and available resources should be fully utilized in the provision of services to a individual's family when necessary to the individual's adjustment or rehabilitation. Any contribution by family members to the cost of these services is regarded as participation by the individual.

Although these services are intended for the individual's benefit, the family member(s) will also benefit. A family member with a disability that might qualify the individual for VR services should be considered a prospective ARS consumer.

PROCEDURES - SERVICES TO FAMILY MEMBERS

* The counselor must document in the case notes why services are needed, which family member needs services, what services are needed, how the services will contribute to the individual's adjustment or rehabilitation, and how services will be secured in accordance with informed choice.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

TERMINATING SERVICES TO FAMILY MEMBERS

Services to family members can be an integral part of the individual's VR, Trial Work Experience or EE program, service termination should be considered when the service no longer substantially contributes to the individual's program or when the individual is rehabilitated.

When the individual has been placed in employment and the case is ready for closure, but services to the family members have not been completed and are still expected to substantially contribute to the individual's rehabilitation program, the case should not be closed until services to family members are completed or terminated.

POST-EMPLOYMENT SERVICES TO FAMILY MEMBERS

Post-employment services to family members may be provided after the individual is rehabilitated if services are necessary to help the individual maintain employment. Post-employment services to family members must be included on an IPE.

POST-EMPLOYMENT SERVICES

Post-employment services may be provided after the individual has been closed as Rehabilitated (Status 32) and needs services to maintain employment. Post-employment services may only be provided to individuals in Status 32. Cases that are closed in Status 26 cannot at a later date be placed in Status 32 and provided post-employment services. These services include minor VR services to maintain employment. These are services that can be provided quickly, expeditiously, at a minimum cost and little counselor effort. These may include minor repair to prosthesis or brief retraining in the use of the prosthesis, counseling and guidance, or a spinal cord injured individual who suffers from an acute kidney infection and needs immediate medical treatment.

All planned and anticipated services should be documented and must be included in the amendment at closure. Individuals should be placed in post-employment status at closure when the counselor feels the individual will need additional services and/or periodic support.

NOTE: Procedures to develop a Status 32 closure are covered in the Closure Section VIII.

NOTE: Post-employment services will not exceed 18 months without approval from the District Manager and Chief of Field Services.

PROCEDURES - POST-EMPLOYMENT

* Case must be in Status 32 to provide post-employment services.

* The counselor must maintain contact with the individual, employer, and vendors who may be involved in the provision of services.

* Document in the case notes the justification for post-employment services and the individual's progress in maintaining employment.

* Refer to ARS Vendor List or secure W-9 from new vendor, if needed.

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

TOOLS, EQUIPMENT, INITIAL STOCK, AND CONSTRUCTION

Case Service Code for Status 06 - 1290

Case Service Code for Status 16-22 - 1390

Case Service Code for Status 32 - 1490

Tools, equipment, initial stock and occupational licenses may be provided for an individual if:

These articles must be for the individual's own use in work performance and must remain in the individual's possession and control as long as the individual remains in the job or occupation. However, the individual may dispose of initial stock in the ordinary course of business.

Any expenses beyond $5,000 must be justified with clear and convincing evidence of need and approved by Chief of Field Services.

PURCHASING

When the purchase exceeds $1,000.00 but is less than $5,000.00, the counselor will submit a written memo and the RS Request for Purchase (RS357) to the District Manager. Upon approval by the District Manager, the counselor will submit the RS Request for Purchase (RS357) form to the Chief of Field Services. After receiving Chief of Field Services approval, the counselor will make the purchase by writing the necessary authorization(s) in compliance with the purchase order.

Exception: If the Central Office provides the counselor with a copy of the State Purchasing Agency's purchase order (contract), a copy of the authorization will not be sent to the vendor.

Exemption : Surgery, treatment, hospitalization; prosthetic devices; professional, technical, and other personal services; room and board; transportation charges; books, manuals; periodicals; and copyrighted educational aids.

PROCEDURES - PURCHASING

* If the cost of one item or the total cost of like items amount to:

- $1,000.00 or less (tax excluded) the purchase may be made on the open market by the counselor.

- $1,000.01 or more but less than $5,000 (tax excluded) will require the approval of the District Manager. The counselor will obtain three or more verbal or written quotes, complete the RS-357 with a Memo, and submit this information to the District Manager. If less than three quotes are obtained, a statement of explanation will accompany the purchase request. Quote specification details will be consistent to all vendors. The RS-357 will be submitted to the Chief of Field Services for approval. An approved copy of the RS-357 will be returned to the counselor. Upon receipt, the counselor may issue an authorization.

- $5,000.01 or more but less than $25,000 (tax excluded) will require the approval of the Chief of Field Services through the District Manager. If possible, the counselor will obtain three or more verbal or written quotations and submit this information to the District Manager. If less than three quotes are obtained, a statement of explanation will accompany the purchase request. Quote specification details will be consistent to all vendors.

- $25,000.00 or more, the request will be forwarded to the Chief of Field Services. The Central Office will arrange for the purchase. The counselor will determine whether the total cost exceeds $25,000.00 and, if so, will obtain complete specifications and submit these to the Central Office Quote specification details will be consistent to all vendors. Brand names may be used as a means of identification and as the basis of specifications only.

Note: The Vendor selected must provide proof of liability insurance, license, and worker's compensation coverage or exemption to comply with State Building Services regulations.

TITLE RETENTION/RELEASE/REPOSSESSION

The individual who is provided occupational tools and/or equipment by ARS will sign a Title Agreement listing the tools and/or equipment provided and specifying that ARS will retain the title. The individual may not sell, mortgage, give away, or dispose of tools and/or equipment provided during the time that ARS retains title. The individual upon receipt of the authorized goods will sign a Title Agreement form in duplicate with a list of all articles. It is the counselor's responsibility to secure the Title Agreement.

PROCEDURES - TITLE RETENTION

* Complete the Receipt For Occupational Tools and/or Equipment and Title Agreement form. (See Forms Appendix E).

* A copy of the Title Agreement with signature will be placed in the case file and a copy given to the individual.

TITLE RELEASE

The counselor may release the title of occupational tools and/or equipment when the case is closed rehabilitated. However, in the counselor's judgement, if it is in the best interest of the individual or ARS, the title may be retained indefinitely. When the title is relinquished, the counselor will submit the original Release of Title Form to the individual. A copy of this form will also be placed in the record of services.

PROCEDURES - TITLE RELEASE

* Complete the Release of Title for Tools and/or Equipment

* The original will be placed in the file and copy will be given to the individual.

REPOSSESSION

The Counselor must repossess all occupational tools and/or equipment purchased for an individual if the case does not result in a rehabilitated closure.

PROCEDURES - REPOSSESION

* The counselor will arrange to reclaim the tools or equipment listed on the Title Retention form.

* The case notes should reflect the action taken.

* The counselor will be responsible for storage of the equipment.

* The counselor will be responsible for listing the equipment on the K Drive in the Tools and Equipment folder.

RETURNED OR DONATED ITEMS

Returned or donated equipment will be made available for counselors across the state to use for other cases.

PROCEDURES - RETURNED OR DONATED ITEMS

* The counselor will list the returned or donated item on the K Drive in the Tools and Equipment folder.

* A counselor who has a need for any of the items will contact the counselor listed on the folder.

* The counselor listed on the K Drive will remove the item from the list once arrangements for the exchange have been made.

* The counselor will document in the case record the disposition of the item even if the individual's file has been closed.

REHABILITATION TECHNOLOGY SERVICES

All rehabilitation consumers must be evaluated for technology services.

Rehabilitation Technology Services is the systematic application of technologies, engineering methodologies or scientific principles to meet the needs of and address the barriers confronted by individuals with disabilities in areas which include education, rehabilitation, employment, transportation, independent living and recreation. The term includes Rehabilitation Engineering, Assistive Technology Devices, and Assistive Technology Services.

REHABILITATION ENGINEERING

Case Service Code for Status 02 - 1197

Case Service Code for Status 06 - 1297

Case Service Code for Status 16 - 22 - 1397

Case Service Code for Status 32 - 1497

Rehabilitation engineering is the systematic application of engineering sciences to design, develop, adapt, test, evaluate, apply, and distribute technological solutions to problems confronted by individuals with disabilities in the functional areas, such as mobility, communications, hearing, vision, and cognition, and in activities associated with employment, independent living, education, and integration into the community.

PROCEDURES - REHABILITATION ENGINEERING

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary. (See Services VI Index)

ASSISTIVE TECHNOLOGY SERVICES

Case Service Code for Status 02 - 1199

Case Service Code for Status 06 - 1299

Case Service Code for Status 16- 22 - 1399

Case Service Code for Status 32 - 1499

Assistive Technology Services are services that directly assist an individual in the selection, acquisition, or use of an assistive technology device. Services included are:

PROCEDURES - ASSISTIVE TECHNOLOGY SERVICES

* Check for appropriate status in ARIMIS.

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Forms Appendix E and Special Programs Appendix B.)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary

ASSISTIVE TECHNOLOGY DEVICES

CASE SERVICE CODE FOR STATUS 02 - 1198

CASE SERVICE CODE FOR STATUS 06 - 1298

CASE SERVICE CODE FOR STATUS 16-22 - 1398

CASE SERVICE CODE FOR STATUS 32 - 1498

These are devices that enable the individual to participate in a rehabilitation program, to complete necessary assessments, or make it possible for the person to work or become more productive. These devices include any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.

PROCEDURES - TECHNOLOGY DEVICES

* Check for appropriate status in ARIMIS.

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Medical Consultant review if required. (See Form Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* Refer to Out of State Policy limitations, if necessary

PROSTHETIC AND ORTHOTIC DEVICES

Case Service Code for Status 02 - 1198

Case Service Code for Status 06 - 1298

Case Service Code for Status 16-22 - 1398

Case Service Code for Status 32 - 1498

Prosthesis means an artificial substitute for a missing body part such as an arm or leg, eye or teeth, contact lenses, and heart valves used for functional or corrective reasons, or both. Orthotics means an orthopedic appliance or apparatus used to support, align, prevent, or correct deformities or to improve the function of movable parts of the body. These items include braces, hearing aids, glasses, belts, trusses, corsets and supports, orthopedic shoes, crutches and wheelchairs.

For an original or first device, the purchase must be based on the recommendation of a specialist in the appropriate field. In cases of replacement and repair of devices, for individuals with a history of satisfactory device use, and in which the basic examination report indicated no pathological change, this report may be sufficient medical basis for rendering the service.

All new or initial wearers and individuals who have had difficulty wearing a limb may be referred to the HSRC Amputee Clinic for evaluation. (See Appendix C)

ARS will purchase prosthetic and orthotic devices from vendors certified by the American Board of Certification on Orthotics and Prosthetics in accordance with informed choice. Artificial arms, legs, and components must be purchased through certified prosthetists. A list of approved prosthetists will be maintained in the Physical Restoration Manual. Payments will be made according to the established ARS Fee Schedule.

In selecting the vendor, the counselor will consider:

PROCEDURES - PROSTHETIC AND ORTHOTIC DEVICES

* Check for appropriate status in ARIMIS.

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Medical Consultant review is required. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Refer to ARS Fee Schedule for fees and select appropriate code. (See L-Code Fee Schedule)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary

HEARING AIDS

Case Service Code for Status 02 - 1198 Case Service Code for Status 06 - 1298 Case Service Code for Status 16-22 - 1398 Case Service Code for Status 32 - 1498

ARS will purchase hearing aids for individuals from licensed dealers or physicians skilled in diseases of the ear after a hearing evaluation by a physician and a hearing aid evaluation by an audiologist. The audiologist's hearing aid evaluation report must specify the type of hearing aid (i.e., behind-the-ear, or eyeglass), the specific brand name, and model. When applicable, the internal and/or external adjustment for a hearing aid purchased by ARS must also be specified. The individual must indicate vendor choice in accordance with informed choice by signing the application, or IPE.

PROCEDURES - HEARING AIDS

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Medical Consultant review is required. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Select appropriate ARS Procedure code. (See Codes Appendix A)

* Key ARIMIS data for Status 16, if appropriate. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

* UAMS requires special payment. (See VI. Services Index for policy for UAMS)

* Refer to Out of State Policy limitations, if necessary

WHEELCHAIRS

Case Service Code for Status 02 - 1198

Case Service Code for Status 06 - 1298

Case Service Code for Status 16-22 - 1398

Case Service Code for Status 32 - 1498

ARS may purchase electric and manual wheelchairs and necessary repairs for the individual to proceed through the rehabilitation process. Wheelchairs will be purchased by prescription. The counselor is required to obtain three bids and will purchase wheelchairs from the lowest bidder. Purchases for lightweight/sports model chairs may be made from the vendor recommended by the therapist, physician, or other professional completing the prescription if it is the lowest of three bids.

PROCEDURES - WHEELCHAIRS

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Medical Consultant review is required. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

REPAIR OF WHEELCHAIRS

Case Service Code for Status 02 - 1198

Case Service Code for Status 06 - 1298

Case Service Code for Status 16-22 - 1398

Case Service Code for Status 32 - 1498

Repairs of wheelchairs present numerous problems and it will not be possible to provide detailed procedures to cover every possibility. Decision on where repairs may be made will depend upon resources for repairs in various local communities. Usually, it would be more convenient to the individual for minor repairs to be made locally. If this is not possible, arrangements should be made to repair the chair at HSRC. The counselor and individual will make the decision based on resources and immediacy of the situation in accordance with informed choice.

PROCEDURES - REPAIR OF WHEELCHAIRS

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program.

* (See Special Programs Appendix B)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for Status 16, if appropriate. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* UAMS requires special payment. (See VI. Services Index for UAMS)

* Refer to Out of State Policy limitations, if necessary.

BRACES

Case Service Code for Status 02 - 1198

Case Service Code for Status 06 - 1298

Case Service Code for Status 16-22 - 1398

Case Service Code for Status 32 - 1498

Braces will be purchased in accordance with informed choice, upon the recommendation of the specific specialist in charge, i.e., an orthopedist in orthopedic cases; a neurologist in neurological cases. Shoes are standard accessories for all leg braces, if the braces attach to the shoes.

These shoes must be included in the brace purchase. Repairs may be authorized for any eligible applicant upon a basic examination only, unless the basic examination indicates other consultations are necessary.

HSRC Hospital Cases - Braces for individuals who plan to enter the Center will not be provided until the individual is enrolled in the Center and as recommended by the HSRC Medical Staff. HSRC Medical Staff will recommend repairs and new braces for Center consumers.

PROCEDURES - BRACES

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Medical Consultant review is required. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

GLASSES AND ARTIFICIAL EYES

Case Service Code for Status 02 - 1198

Case Service Code for Status 06 - 1298

Case Service Code for Status 16-22 - 1398

Case Service Code for Status 32 - 1498

Glasses, artificial eyes and other visual services may be purchased if recommended by a current eye examination performed by an Ophthalmologist or Optometrist, in accordance with informed choice.

Glasses may be purchased only when necessary for the individual to complete evaluation, enter or complete a rehabilitation service planned training program, or to enter employment. Glasses, ornamental and/or expensive frames will not be purchased for cosmetic reasons.

Prosthetic eyes may be purchased for either cosmetic effect or functional use. Plastic eyes should be purchased unless there are justifiable reasons for another type.

PROCEDURES - GLASSES/ARTIFICAL EYES

* Documentation of the action to be taken will be made in the case notes.

* Medical Consultant review is required. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

PERSONAL ASSISTANCE SERVICES

Personal Assistance Services is a range of services provided by one or more persons, designed to assist an individual with disabilities to perform daily living activities on or off the job that the individual would typically perform if the individual did not have a disability.

These services may be provided to an individual at any time during the rehabilitation process and may include:

ATTENDANT

Case Code for Status 02 - 1170

Case Code for Status 06 - 1270

Case Code for Status 10-24 - 1370

Case Code for Status 32 - 1470

ARS will purchase attendant services in accordance with informed choice provided by one or more persons, designed to assist an individual with disabilities to perform daily living activities on or off the job that the individual would typically perform if the individual did not have a disability. These services may be provided to an individual at any time during the rehabilitation process when prescribed by an attending physician.

PROCEDURES - ATTENDANT

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Medical Consultant review is required. (See Forms Appendix E)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

INTERPRETER SERVICES

Case Code for Status 02 - 1171

Case Code for Status 06 - 1271

Case Code for Status 10-24 - 1371

Case Code for Status 32 - 1471

ARS will purchase interpreter services for deaf or hearing-impaired individuals involved in a rehabilitation program in accordance with informed choice.

PROCEDURES - INTERPRETER SERVICES

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

READER

Case Code for Status 02 - 1172

Case Code for Status 06 - 1272

Case Code for Status 10-24 - 1372

Case Code for Status 32 - 1472

ARS will purchase reader services for deaf or hearing - impaired individuals and visually impaired individuals involved in a rehabilitation program in accordance with informed choice.

PROCEDURES - READER

* Documentation of the action to be taken will be made in the case notes.

* Complete referral procedures for ICAN'S Assistive Technology Program. (See Special Programs Appendix B)

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

MOTOR VEHICLES

It is ARS policy not to purchase motor vehicles for an individual or groups of individuals.

SPECIAL EQUIPMENT AND MODIFICATION FOR MOTOR VEHICLES

Case Service Code for Status 06 - 1298

Case Service Code for Status 16-22 - 1398

Case Service Code for Status 32 - 1498

Purchase and installation of special equipment and/or vehicle modification may be provided to enable the individual to drive their vehicle or an immediate family member or a designated attendant to provide the individual transportation if:

The counselor will follow the State Purchasing guidelines.

ARS will purchase one van lift and/or van modification per individual regardless of the times a case is reopened. ARS retains title to special equipment until the case is closed. It is the individual and/or family's responsibility to repair the lift and other adaptive equipment after warranty expiration. Driver's training is available at the HSRC or ARS may purchase driver training from an approved instructor or Agency.

PROCEDURES-SPECIAL EQUIPMENT AND MODIFICATION FOR MOTOR VEHICLES

* Documentation of the action to be taken will be made in the case notes.

* Secure an Assistive Technology recommendation (See Forms Appendix E)

* The counselor will follow the State Purchasing guidelines. (See VI. Services Index)

* If the cost of this service is beyond $5000.00, clear and convincing evidence of need must be submitted through the District Manager to the Chief of Field Services.

* Refer to ARS Vendor List or secure W-9 from new vendor.

* Key ARIMIS data for appropriate Status. (Refer to ARIMIS Manual)

* Key authorization in ARIMIS. (Refer to ARIMIS Manual)

* When the billing statement is received, key the payment into ARIMIS.

NOTE: THIS SERVICE CANNOT BE PLANNED ON THE IPE OR AMENDMENT UNTIL THE ASSISTIVE TECHNOLOGY EVALUATION HAS BEEN PERFORMED.

VII. INDEPENDENT LIVING REHABILITATION SERVICES

DEFINITION AND INFORMATION

Independent Living Rehabilitation Services (ILRS) are any appropriate vocational rehabilitation services (as defined under Title I of the rehabilitation Act) that will enhance the ability of an individual with a significant disability to live more independently and function within his/her family or community and, if appropriate, secure and maintain appropriate employment.

Services may be provided under this title to any individual whose ability to engage or continue in employment, or whose ability to function independently in the family or community is so limited by the severity of the disability that vocational or comprehensive rehabilitation services are required to significantly improve either the ability to engage in employment or to function independently in the family or community. Priority of services under this part shall be given to individuals not served by other provisions of the Rehabilitation Act.

The term "comprehensive services for independent living" means any appropriate vocational rehabilitation service (as defined under Title I of the Rehabilitation Act) and any other available service that will enhance the ability of an individual with disabilities to live independently and function within the family and community and, if appropriate, secure and maintain appropriate employment. Such service may include any of the following: counseling services, including psychological, psychotherapeutic, and related services; housing incidental to the purpose of this section (including appropriate accommodations to and modification of any space to serve individuals with disabilities; appropriate job placement services; transportation; attendant care; physical rehabilitation; therapeutic treatment; needed prostheses and other appliances and devices; health maintenance; recreational services; services for children of preschool age including physical therapy, development of language and communication skills and child development services; and appropriate preventive services to decrease the needs of individuals assisted under the program for similar services in the future.

If/when an individual is in an institution at the time of referral or enters an institution after they have applied for services, their presence in an institution may affect their eligibility for services. A person's eligibility for ILRS services is based in part on the expectation that the individual will be present and able to participate in services. When a person is in an institution, the counselor may conclude that the person will not be available to take part in a rehabilitation program. The presence of an individual in an institution affects that person's ability to meet the reasonable expectation that ILRS may significantly assist the individual to improve his/her ability to function independently in family or community or to engage or continue in employment and maintain independent functioning. One of the main concerns as an

ILRS counselor is the projected length of the person's stay in the institution. For example, if a person is very ill and must enter a hospital for a lengthy stay, is it reasonable to expect they can benefit from services. Examples of institutions in which residents may spend a long period of time are group home placements, human development centers, prisons, nursing homes, and psychiatric hospitals.

ELIGIBILITY

Eligibility requirements will be applied without regard to sex, race, age, creed, color, national origin, or type of disability of the individual applying for services. No group of individuals will be excluded or found ineligible solely on the basis of type of disability. A person who meets basic eligibility requirements cannot be determined ineligible because of their age.

Residence requirements are the same as for VR services.

RESPONSIBILITY FOR DETERMINING ELIGIBILITY

ARS has the sole responsibility for determining the eligibility of individuals for ILR services. This responsibility remains within the Agency and will not be delegated to any other Agency or individual. The Commissioner has delegated the primary duty for this determination to the rehabilitation counselor. The counselor is required to establish documentary evidence to support the decision and must execute a Certificate of Eligibility for ILR Services (RS-600-B-1). In every case, the Certificate of Eligibility for ILR Services must be completed prior to authorization of case service funds except for diagnosis.

BASIC ELIGIBILITY REQUIREMENTS FOR ILR SERVICES

The counselor is required to show the following conditions exist for each individual determined eligible for ILR services:

The following paragraphs define the basic criteria:

Significant Physical or Mental Impairment means a physical or mental condition that seriously limits one or more functional capacities (mobility, communication, self-care, self-direction, interpersonal skills, work tolerance or work skills) in terms of ability to function independently in family or community or to engage or continue in employment.

Substantial Impediment to Function Independently means an individual's ability to live an independent life is significantly restricted, there is a loss of independence, or an individual needs special help to be independent and that services provided will reduce or correct the resulting functional limitations of the disability, overcome the obstacles to independence and/or will significantly assist the individual to improve his/her ability to function independently in family or community or to engage or continue in employment and maintain independent functioning. Consideration should be given to such factors as medical diagnosis, age, education, appearance, personality, attitude, interest, resources, environment, expressed desires, work history, and work opportunities.

CERTIFICATE OF ELIGIBILITY

The counselor is required to include a formal statement of certification indicating eligibility for ILR services in the record of services for each individual. This Certificate of Eligibility statement assures the individual has met the requirements. As a minimum, the certificate shall contain the individual's name, date of eligibility and a narrative statement explaining how the counselor arrived at the basic conditions of eligibility. It must be dated and signed by the counselor. The certificate must be completed prior to, or simultaneously with, an individual's acceptance for services.

CERTIFICATE OF INELIGIBILITY

When it has been determined that an individual is ineligible for ILR services, the counselor is required to initiate a Certificate of Ineligibility to close the record of services. Ineligibility certification will be made only after full participation with the individual or, as appropriate, parent, guardian or representative after an opportunity for consultation. This certificate will be dated and signed by the counselor and the individual, their parent/guardian or their representative, then placed in the record of services. In such cases, the counselor will notify the individual in writing of the action taken. When appropriate, referral will be made to other agencies and facilities.

The individual may appeal the ineligibility determination. ARS will provide the individual with information on the means by which the an appeal can occur, including informal and formal due process procedures, such as administrative review, mediation and review by an impartial hearing officer. The counselor will also provide the individual with information regarding services available from the Client Assistance Program and how to contact the Client Assistance Program.

The basic reasons for ineligible determinations are:

ILRS INDIVIDUALIZED PLAN

The counselor must complete a plan for services. See Section IV for plan development.

TERMINATION OF SERVICES UNDER AN IPE

When it has been determined that an individual cannot meet the projected goals, the counselor is required to initiate an Amendment to the IPE. The reasons for initiating an IPE amendment are:

The decision to close the case should be made only with the full participation of the individual, or, as appropriate, the parents, guardian, or other representative, unless the individual is no longer in the State, or his/her whereabouts are unknown. The individual or representative's participation in the decision shall be recorded in the IPE. The rationale will be recorded on an Amendment to the IPE certifying that the provision of ILR services has demonstrated that the individual is not capable of functioning more independently in family or community or engaging or continuing in employment. The date of annual review will also be recorded on the Amendment.

RE-OPENING A CASE

A person with a significant disability may re-apply for ILR services at any time after the record of services has been closed. In such a situation, the counselor must process the case in a manner similar to an individual applying for the first time. Every effort should be made to review and arrive at a decision on the basis of the present rather than previous conditions. Cases requiring only minor services will not be reopened in the same fiscal year.

REVIEW OF INELIGIBILITY DECISION

When a record of services is closed as ineligible, because there is no reasonable expectation ILR services will significantly improve the individual's ability to function independently, an annual review will take place no later than twelve (12) months from the date of ineligibility determination. This review will be conducted so the individual, their parent, guardian or representative is given full opportunity for consultation in the reconsideration of the decision of ineligibility.

ECONOMIC NEED AND COMPARABLE BENEFITS

Services are based on financial need and comparable benefits will be utilized. Services are intended to be comprehensive and one-time services to enable individuals to live and function independently in the home, family, or community and to maintain employment.

AVAILABLE SERVICES

MOTOR VEHICLE MODIFICATION POLICY

ARS will not provide vehicle modifications or van lifts for ILRS cases. Administrative exception may be granted if the equipment is to be used for transportation to and from place of employment.

VIII. CLOSURE

CASES CLOSED FROM STATUS 00

Status 00 cases will be dropped automatically by the ARIMIS System after 180 days if the case is not advanced to Status 02.

CLOSED NOT REHABILITATED BEFORE/DURING EVALUATION (STATUS 08)

ARS will not close the case record of a referral or applicant prior to making an eligibility determination unless the applicant declines to participate, or is unavailable to complete an assessment for determining eligibility and priority for services. ARS will make a reasonable number of attempts (at least one in writing) to contact the applicant or the applicant's representative to encourage the applicant's participation. 34 C.F.R. § 361.44

PROCEDURES - CLOSED NOT REHABILITATED BEFORE/DURING EVALUATION

* Complete Certificate of Ineligibility. (RS-4C) (See Forms Appendix E)

* Key ARIMIS data for Status 08.

Note: An Annual Review is required on a case that has been closed as incapable of achieving an employment outcome due to the severity of disability. This review need not be conducted in situations, in which the individual has refused, no longer resides in the state, whereabouts are unknown, or the individual's medical condition is rapidly progressive or terminal. 34 C.F.R. § 361.43(e)

CLOSED NOT REHABILITATED DURING/ AFTER EVALUATION (STATUS 08)

An individual's record of services is closed from application or Trial Work Experience/Extended Evaluation when the VR eligibility conditions are not met or intervening reasons prevent eligibility determination. The ineligibility determination must be made based on clear and convincing evidence that the individual cannot benefit from services in terms of an employment outcome due to severity of disability. The counselor must include a formal certification statement indicating ineligibility for VR services in the individual's record of services.

A Certificate of Ineligibility will be dated and signed by the counselor. Ineligibility certification will be made only after full participation with the individual or, if appropriate, the individual's representative, after an opportunity for consultation. In such cases, the counselor will notify the applicant in writing of the action taken, or by other appropriate modes of communication consistent with the informed choice of the individual, including the reasons for the ineligibility determination. When appropriate, referral will be made to other agencies and programs that are part of the One-Stop service delivery system under the Workforce Investment Act.

The individual may appeal the ineligibility determination. The counselor will provide the individual with information on the means by which an appeal can occur, including informal and formal due process procedures, such as administrative review, mediation and review by an impartial hearing officer. The counselor will also provide the individual with information regarding services available from the Client Assistance Program and how to contact the Client Assistance Program. 34 C.F.R. § 361.41

PROCEDURES - CLOSED NOT REHABILITATED DURING/AFTER EVALUATION

* Cancel or pay any outstanding encumbrance.

* Complete Certificate of Ineligibility if closed Status 08 from Status 02. (See Forms Appendix E) (See ARIMIS Manual)

* Complete RS600-C if closed Status 08 from Status 06. (See Forms Appendix E))

* When appropriate, referral will be made to other agencies and programs that are part of the One-Stop service delivery system under the Workforce Investment Act.

* Key ARIMIS data for Status 08 Closure. (Refer to ARIMIS Manual)

Note: An Annual Review is required on a case that has been closed as incapable of achieving an employment outcome due to the severity of disability. This review need not be conducted in situations, in which the individual has refused it, no longer resides in the state, or whereabouts are unknown, or the individual's medical condition is rapidly progressive or terminal. 34 C.F.R. § 361.43(e)

CLOSED REHABILITATED (STATUS 26)

An individual's record of service will be closed as successfully rehabilitated when the individual has achieved a suitable employment objective and met the following requirements:

Note: An individual will not be closed "Rehabilitated" more than once in any fiscal year.

PROCEDURES - CLOSED REHABILITATED - STATUS 26

* Pay or cancel any outstanding encumbrance.

* The counselor must demonstrate through documentation in a summary case note that substantial services provided under the individual's IPE contributed to the achievement of the employment outcome.

* If there is a need for an IPE goal change, an amendment must be completed 90 days prior to closure.

* Case must be in Status 22 for 90 days.

* If the counselor has information concerning employment of the individual, but cannot obtain the individual's signature that is required on the closure amendment, the counselor may close the case by using the method described in the next bullet.

* A minimum of three attempts with one in writing will be made to contact the individual. If contact cannot be made, a certified letter will be mailed to the individual. (See forms section)

* The receipt verification (card) will be placed in the case file.

* Complete the RS600-C. (See Forms Appendix E)

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* If the individual received services at HSRC, a copy of the RS600-C will be sent to the Center Counselor.

* Key ARIMIS for Status 26.

* The individual will complete the Consumer Satisfaction Survey form. This form can be given to the individual or mailed. (See Forms Appendix E)

CLOSED NOT REHABILITATED (STATUS 28)

Cases closed not rehabilitated in Status 28 can only be closed from Statuses 14 - 24. An individual's record of services will be closed as not rehabilitated when it is determined that suitable employment cannot be achieved or that employment resulted without benefit derived from VR services. The counselor will also provide the individual with information regarding services available from the Client Assistance Program and how to contact the Client Assistance Program.

PROCEDURES - CLOSED NOT REHABILITATED - (STATUS 28)

* Pay or cancel any outstanding encumbrance.

* The counselor must document in the case notes the reason for closure.

* Complete the RS600-C. (See Forms Appendix E)

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* If appropriate, the individual will be referred to other agencies, programs, WIA One Stop Partners.

* Key ARIMIS for Status 28.

* The individual will complete the Consumer Satisfaction Survey form. This form can be given to the individual or mailed. (See Forms Appendix E)

CLOSED NOT REHABILITATED (STATUS 30)

Cases closed not rehabilitated in Status 30 can only be closed from Status 10 or 12. An individual's record of services will be closed as not rehabilitated when it is determined that the vocational objective is not feasible, the counselor and individual cannot agree on a rehabilitation plan, progress toward rehabilitation cannot be made for one reason or another, the individual has moved to another state, or is no longer available for services. The counselor will also provide the individual with information regarding services available from the Client Assistance Program and how to contact the Client Assistance Program.

PROCEDURES - CLOSED NOT REHABILITATED - (STATUS 30)

* Pay or cancel any outstanding encumbrance.

* The counselor must document in the case notes the reason for closure.

* Complete the RS600-C. (See Forms Appendix E)

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* The individual will be referred to other agencies, programs, or WIA One Stop Partners.

* Key ARIMIS for Status 30.

POST-EMPLOYMENT - (STATUS 32)

Status 32 is used when the need for post-employment services has been identified. Post-employment services may be provided after the individual has been closed as Rehabilitated (26) and needs services to maintain employment. The case must be in active status for post-employment (32) before any services may be provided.

The counselor and individual must agree on the services planned to maintain the individual in employment. The purpose of this status is to avoid the necessity of reopening a case in order to provide a minor service that can be provided quickly, expeditiously, at a minimum cost and with little counselor effort.

For example, these may include minor repair to prosthesis or a small amount of retraining in the use of prosthesis, weekly or biweekly counseling and guidance or a spinal cord injured individual who suffers from an acute kidney infection and needs immediate medical treatment.

If the counselor is aware of the need for Post-Employment services at the time of the 26 Closure, all planned and anticipated services should be documented and must be included on the closure (amendment) document (RS600-C). If a need for post-employment services is determined several weeks after the 26 Closure, an amendment (RS600-C) must be completed.

Post-employment services are expected to be a minor, one-time service and not provided in excess of 18 months. 34 C.F.R. § 361.5(b)(42)

PROCEDURES - POST-EMPLOYMENT (STATUS 32)

* The counselor must document in the case notes the need for Post-Employment.

* If Post-Employment services are identified at the time of 26 Closure, the counselor can complete the RS600-C to document all planned or anticipated services on the closure amendment. (See Forms Appendix E) Close the case in Status 26 in ARIMIS and immediately reopen the case in ARIMIS in Status 32 by keying in the Social Security Number. (See ARIMIS Manual)

* If Post-Employment services are identified after the 26 Closure, the counselor must complete an RS600-C to document all planned services. (See Forms Appendix E) Reopen the case in ARIMIS directly into Status 32 by keying in the Social Security Number. (See ARIMIS Manual)

* The original RS600-C will be placed in the case file and a copy of the RS 600-C will be given to the individual.

* A case narrative entry must be made every 90 days to document progress.

CLOSED FROM POST-EMPLOYMENT (STATUS 34)

Decisions to terminate post-employment services should be made in consultation with the individual and documented in the amended IPE (RS600-C). The counselor will work with the individual to achieve a satisfactory level where post-employment support is no longer necessary. It also requires the counselor's professional judgement as to the individual's employment stability.

In making these decisions, the following factors should be considered:

PROCEDURES - CLOSED FROM POST-EMPLOYMENT (STATUS 34)

* Pay or cancel any outstanding encumbrances.

* The counselor must document in the case notes the reason for closure and result of post-employment services.

* Complete RS600-C.

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* Key ARIMIS for Status 34. (See ARIMIS Manual)

CLOSED FROM POST-EMPLOYMENT TO BE REOPENED (STATUS 36)

The counselor will close an individual's case in Status 36 when the counselor determines to reopen the individual's record of services (place in 02) to provide necessary VR services.

PROCEDURES - CLOSED FROM POST-EMPLOYMENT TO BE REOPENED (STATUS 36)

* Pay or cancel any outstanding encumbrances.

* The counselor must document in the case notes the reason for closure.

* Complete RS600-C.

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* Key ARIMIS for Status 36. (See ARIMIS Manual)

* Initiate a new Application (RS-4) and follow procedures for a new referral.

CLOSED FROM SERVICE DELAYED/ORDER OF SELECTION (STATUS 38)

This status is used to identify individuals eligible for VR who will not advance to Status 12 and whose names are being removed from the Service Delayed/Order of Selection list (Status 04).

PROCEDURES - CLOSED FROM SERVICE DELAYED/ORDER OF SELECTION

* Pay or cancel any outstanding encumbrances.

* The counselor must document in the case notes the reason for closure.

* Complete RS600-C.

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* Key ARIMIS for Status 38. (See ARIMIS Manual)

CLOSED FROM POST-EMPLOYMENT (STATUS 39)

An individual will be closed from post-employment when the individual cannot maintain employment.

PROCEDURES - CLOSED FROM POST-EMPLOYMENT (STATUS 39)

* Pay or cancel any outstanding encumbrances.

* The counselor must document in the case notes the reason for closure.

* Complete RS600-C.

* The original RS600-C will be placed in the case file and a copy of the RS600-C will be given to the individual.

* Key ARIMIS for Status 39. (See ARIMIS Manual)

IX. CASELOAD MANAGEMENT

CASELOAD MANAGEMENT

The counselor accounts for case movement by using statuses. The counselor must make the initial entry from the Client Referral and Survey Information Document (RS-4). Thereafter, the counselor must update ARIMIS each time there is a status change. (See ARIMIS Manual)

CASE STATUS CLASSIFICATIONS

Referral Status

00 Referral

Application Status 02 Applicant

Trial Work Experience/Extended Evaluation Status 06 Evaluation Status

Closures from Applicant (02)

08 Closed before, during, or after Evaluation

Closures from Trial Work Experience or Extended Evaluation (06) 08 Closed after Evaluation

ACTIVE STATUSES

Pre-Service Statuses

04 Service Delayed/Order of Selection

10 Certificate of Eligibility Completed

12 IWRP Completed Service Statuses

14 Counseling and Guidance only

16 Physical Restoration

18 Training

20 Ready for Employment

22 In Employment

24 Service Interrupted

CLOSURES FROM ACTIVE STATUS

26 Closed Rehabilitated (After 90 days in Status 22)

28 Closed Not Rehabilitated AFTER IPE initiated (Status 14 through 24)

30 Closed Not Rehabilitated BEFORE IPE initiated (Status 10 through 12)

32 Post-Employment

38 Closed from Service Delayed /Order of Selection (closed from 04)

CLOSURES FROM POST-EMPLOYMENT SERVICES

34 Employment Maintained

36 Placed back in 02

39 Other

RSA designed the VR Caseload Status System to aid the tracking of individuals as they progress through the service system. Because RSA uses a closed-case reporting system, only those status codes specifying the point in the VR process where the counselor closed an individual's case would apply (closure codes 08, 26, 28, 30 and 38).

STATUS 00 - REFERRAL

Status 00 represents an individual who has been referred to VR with minimum information provided to the counselor. The individual has not made a request for services, but the counselor must place the individual in Status 00 if sufficient demographic information is available. Sufficient demographic information is name, SSN, address, and referral source.

ARIMIS will automatically drop this case from the system after 180 days.

STATUS 02 - APPLICANT

Status 02 represents an individual's entrance into the VR process. When an individual signs a document requesting VR services, the counselor must place the individual into Status 02. At that point, the individual is considered an applicant after completing an Agency application form RS-4. However, the counselor may place an individual into Status 02 if the individual requests services with a signed letter and minimum basic referral information.

The counselor must place every case in Status 02 before authorizing diagnostic service(s). While the individual is in Status 02, the counselor investigates and secures sufficient information to determine eligibility for VR services or a decision to use Trial Work Experience or Extended Evaluation services. An individual can only remain in Status 02 for 60 days unless the counselor and applicant agree to a specific extension of time.

STATUS 04 - SERVICE DELAYED/ORDER OF SELECTION

The counselor moves an applicant into Status 04 when the Preliminary Assessment justifies writing a Certificate of Eligibility. However, the individual cannot receive services because the individual does not meet the Order of Selection priorities. The individual's name is placed on a waiting list for services until such time as the Agency has sufficient funds available to provide services. Placement of the individual's name on the waiting list for services indicates there will be a delay in the initiation of services for which the individual is otherwise entitled to receive.

An individual leaving this status will be moved to Status 12 to signify that services will be provided without further delay or will be closed status 38 at end of fiscal year.

STATUS 06 - TRIAL WORK EXPERIENCE/EXTENDED EVALUATION

When the individual's eligibility for VR services cannot be readily certified, the counselor moves the individual into Status 06. The counselor may provide services to the individual to determine there is clear and convincing evidence that the individual can benefit from the provision of vocational rehabilitation services in terms of an employment outcome or there is clear and convincing evidence that the individual is incapable of benefiting from vocational rehabilitation services due to the severity of disability.

ARIMIS will only allow 18 months in Status 06. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status 10 or 08. The District Manager will forward the request to the Chief of Field Services.)

STATUS 08 - CLOSED FROM EVALUATION

Status 08 identifies all individuals not accepted for VR services whether closed from applicant Status (02) or Trial Work Experience or Extended Evaluation Status (06).

STATUS 10 - CERTIFICATION OF ELIGIBILITY

The counselor moves an applicant into Status 10 when the Preliminary Assessment justifies writing a Certificate of Eligibility.

ARIMIS will only allow 90 days in Status 10. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status 04,12, or 30. The District Manager will forward the request to the Chief of Field Services.)

STATUS 12 - INDIVIDUALIZED PLAN FOR EMPLOYMENT

After the counselor completes the comprehensive assessment, and the counselor and individual or representative agree on an IPE, the individual is moved into Status 12.

ARIMIS will only allow 90 days in Status 12. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status14, 16, 18, or 30. The District Manger will forward the request to the Chief of Field Services.)

STATUS 14 - COUNSELING AND GUIDANCE

The counselor moves an individual in status 14 after completing an IPE, which outlines counseling and guidance services are necessary to prepare the individual for employment.

Counselors will not use Status 14 to reflect the counseling and guidance taking place while other services are being provided (i.e. training, physical restoration, etc).

ARIMIS will only allow 6 months in Status 14. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status 16, 18, 20, 24,or 28. The District Manager will forward the request to the Chief of Field Services.

STATUS 16 - PHYSICAL AND/OR MENTAL RESTORATION

The counselor moves an individual into Status 16 when the individual receives physical and/or mental restoration services as the primary service. Restoration services include medical, surgical, psychiatric, or therapeutic treatment, the fitting of prosthetic appliances, hospitalization, convalescent care or nursing services.

ARIMIS will only allow 90 days in Status 16. The counselor will justify in the case record for each 90- day period in Status 16. If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status 18, 20, 24,or 28. The District Manager will forward the request to the Chief of Field Services.)

STATUS 18 - TRAINING

Status 18 is used when the individual begins receiving training services (i.e. training in a public or private school, employment training, training at any facility).

STATUS 20 - READY FOR EMPLOYMENT

Status 20 is used when VR services have prepared the individual for gainful employment and the individual is ready to begin placement activities or the individual has been placed but has not yet begun employment.

ARIMIS will only allow 90 days in Status 20. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status 14,16, 18, 24,or 28. The District Manager will forward the request to the Chief of Field Services.)

STATUS 22 - EMPLOYED

Status 22 is used when the individual begins employment. To ensure adequacy of employment in accordance with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interest, and informed choice, the individual must remain employed in Status 22 for a minimum of 90 days before the counselor can close the individual's case as achieving an employment outcome. (Status 26)

ARIMIS will only allow 12 months in Status 22. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status14, 16, 18, 24, 26,or 28. The District Manger will forward the request to the Chief of Field Services.)

STATUS 24 - SERVICES INTERRUPTED

Status 24 is used when VR services are interrupted while in Status 14, 16, 18, 20, or 22. The individual will remain in Status 24 until the individual is able to return to one of the above-mentioned statuses or the individual's case is closed in Status 28.

STATUS 26 - CLOSED REHABILITATED

Status 26 is used when the individual has achieved a suitable employment outcome described in the individual's IPE and has been maintained for a minimum of 90 days in Status 22.

An individual will not be closed in Status 26 more than once in any Federal fiscal year.

STATUS 28 - CLOSED NOT REHABILITATED AFTER IPE INITIATED

Status 28 is used to close an individual's case from Statuses 14 through 24 when it has been determined the individual does not meet the criteria for Status 26 closure.

STATUS 30 - CLOSED NOT REHABILITATED BEFORE IPE INITIATED

Status 30 is used to close a case from either Status 10 or 12.

STATUS 32 - POST-EMPLOYMENT SERVICE

Status 32 is used when the need for post-employment services has been identified and planned to maintain the individual in employment. The purpose of this status is to avoid the necessity of reopening a case in order to provide a relatively minor service.

ARIMIS will only allow 18 months in Status 32. (If the time is exceeded, the counselor must memo justification and required ARIMIS data to the District Manager requesting movement to Status 34,36, or 39. The District Manager will forward the request to the Chief of Field Services.)

Post-employment services are expected to be of a one-time nature and not provided in excess of 18 months.

Cases in Status 32 cannot be transferred.

STATUS 34 - CLOSED FROM POST-EMPLOYMENT

Status 34 is used to close an individual's case when the individual maintains employment through the completion of planned services provided in Status 32.

STATUS 36 - CLOSED FROM POST-EMPLOYMENT TO BE REOPENED

Status 36 is used to close an individual's case from post-employment when the counselor determines the need to reopen the individual's case to provide necessary VR services. The case will be reopened in Status 02.

STATUS 38 -CLOSED FROM SERVICE DELAYED/ORDER OF SELECTION

Status 38 is used to identify individuals eligible for VR who will not advance to the Statuses (12 to 24) and whose names are being removed from the Service Delayed/Order of Selection list (Status 04).

STATUS 39 - CLOSED FROM POST-EMPLOYMENT/OTHER REASONS

Status 39 is used to close an individual for any other reason for termination from post-employment services.

TRANSFER OF CASES CASES TRANSFERRED OUT

Cases Transferred - will retain their status and the date of the transfer

A transfer will be made when an individual on a counselor's caseload in any status other than 22 permanently moves from one area to another counselor's area and requests a transfer. The transferring counselor will discuss the case with the receiving counselor. Status 22 cases will be transferred if the counselor believes this would in the individual's best interest. Transfers will not be made during the same month the case is accepted and/or the IPE is completed and/or services are initiated.

CASES TRANSFERRED IN

The receiving counselor will meet with the individual as soon as possible after receiving the case.

TRANSFER OF CASE TO DIVISION OF SERVICES FOR THE BLIND

If an Individual needs services from Division of Services for the Blind, the counselor will close the VR case and provide information to DSB.

CASES TRANSFERRED IN FROM OTHER STATE REHABILITATION AGENCIES

Cases cannot be transferred from other State Rehabilitation Agencies. Individuals moving from another state and requesting services from ARS will be treated the same as a new referral.

OPENING CLOSED CASES

If an individual, whose case has been previously closed, requests services the counselor will follow the same procedures for new applicants (02).

Counselors cannot reopen cases in the same month in which they were closed.

Exception : When necessary to reopen a case in the same month in which it was closed, the counselor will submit a memorandum to the Chief of Field Services through the District Manager requesting the closure to be voided. The Chief of Field Services will notify the Counselor through the District Manager that the closure has been voided so the necessary services can be provided.

ANNUAL REVIEW OF CLOSED CASES - INELIGIBLE

Refer to Closure VIII.

X. DEVELOPMENT, MAINTENANCE AND DESTRUCTION OF THE CASE RECORD

RECORD OF SERVICE

In accordance with Federal and State regulation, ARS will maintain case record documentation on each applicant or eligible individual. 34 C.F.R. § 361.47

A record of services will be established for each individual placed in Status 00 or 02 and maintained until the designated time when it may be destroyed. For each record of services, certain ARS forms, in addition to correspondence, reports, etc., are required at certain statuses to assure adequate casework during the rehabilitation process.

RECORD OF SERVICE DOCUMENTATION

The primary purpose of documentation is to facilitate the counseling relationship by bringing into focus all the pertinent data about the individual. This enables the counselor to understand the individual, to counsel and help plan future adjustment, to help secure necessary medical, educational, and other rehabilitation services, and to assist in locating suitable employment.

It provides the information needed to establish a professional relationship with the individual. During early contacts with the individual, the documentation should emphasize history, present adjustment and environmental situation, and the objective measures of, or reports on, physical and mental capacities. This provides an informational basis for the counseling relationship and provides substantiation for planned programs of services.

Documentation provides continuity with respect to the information, the evaluations and the services provided in the case. In each interview or individual contact, the written record provides the point of departure from the last contact. Also, when there is personnel turnover or when more than one person participates in the development of the case, the record of services enables each participant to coordinate the work with that of the others.

Documentation contributes to sound thinking by the counselor. It does so in two ways. Since no record should reproduce everything said or done, the counselor is forced to be selective in what is recorded. While recording, information must be sifted and items selected that have the greatest significance in evaluating the individual's present capacities and adjustment, and in predicting how and in what area future adjustment can be best facilitated. The writing of any diagnostic or evaluation summary calls for sound thinking. In these, the counselor records the individual's experiences, the evaluation placed on tests, examinations, behavior of the individual, and the proposed course of action.

The processing of work in accordance with existing policies and procedures is the counselor's responsibility. Case processing, filing, reporting, and recording must be performed with extreme care. Case documentation includes Agency forms, medical information, case narratives, post-operative reports, training reports, and other pertinent information related to the individual's rehabilitation program.

CASE FOLDER

The individual's file is the official record of service. The case folder will contain all relevant correspondence, reports, forms, financial records and documentation of the individual's rehabilitation program. The case folder will be maintained uniformly across the State .

CASE FOLDER TAB

A LABEL WILL BE PLACED ON THE FOLDER TAB IN THE FOLLOWING FORMAT WITH THE INFORMATION AS SHOWN :

FILING PROCEDURES

All material will be filed chronologically with the most recent date on top. The first documents filed will be authorization/billings/cancellation needed during the diagnostic process. This is followed by IPE, additional authorization/billings and supplemental authorization/cancellations covered by the IPE and the Amendments.

The document on top will be the last authorization/billing, supplemental authorization/cancellation or IPE Amendment written.

INDIVIDUAL RECORD OF SERVICE FILING

LEFT SIDE OF FOLDER

* File in chronological order.

* Authorization/Billing/Cancellation for Services for diagnosis.

* IPE and Amendments (RS-600 A and C)

* Authorization/Billing/Cancellation for Services

* Invoices from vendors should be attached to the corresponding ARS billing form.

RIGHT SIDE OF FOLDER

* The Checklist - will be kept on top until the case is closed. Case Cost Report will be filed on top.

* The Case Narrative will be kept in chronological order under the Check List.

* Other Material - The Certificate of Eligibility (RS-600-B(l)) and other material, including all forms, correspondence, training reports, etc. will be filed chronologically.

FILING SYSTEM

The individual record of services in each office will be filed in secure confidential area and will be filed alphabetically in the following series:

DESTRUCTION OF RECORDS

Individual's record of services will be destroyed in accordance with Federal and State regulations.

The District Manager must witness or be responsible for the destruction of the record of services. The record of services for all closed cases (Statuses 08, 26, 28, 30, 34, 36,38 and 39) are to be maintained for three (3) fiscal years after the case is closed.

Exception : Cases determined ineligible and subject to annual review from Statuses 08, 28, and 30 are to be maintained for three (3) years following the last annual review.

NOTE: Status 00 cases that have reached the 180 days maximum and have been dropped from ARIMIS may be destroyed as soon as they are dropped from ARIMIS.

XI. RELEASE OF INFORMATION

SAFEGUARDING INDIVIDUAL'S RECORD AND INFORMATION

Employees are responsible for complying with the legal requirement to protect the confidential nature of information in individual case files, including all individual's identifying information contained in reports, lists, and other paper or electronic documents, and for prohibiting unauthorized access.

All personnel are to maintain a professional respect for the confidential nature of the data on individuals and refrain from indiscreet and/or casual conversation that might reveal to unauthorized persons information concerning individuals receiving services from ARS.

In accordance with federal and state regulation, the state will safeguard the confidentiality of all personal information. 34 C.F.R. § 361.38

RELEASING INDIVIDUAL'S INFORMATION

Individual's information is released in only four situations:

RELEASE TO THE INDIVIDUAL OR A REPRESENTATIVE

When information is released to the individual or the individual's representative, personal information in the file obtained from another Agency or organization can be released only by, or under the conditions established by the other (external) Agency or organization. ARS must refer the individual to the source to obtain the information.

The counselor must make appropriate Agency information in the individual's case file accessible to the individual, or release it to the individual or representative, in a timely manner, when requested in writing by the individual, or by an individual authorized in writing by the individual to be the representative.

A relative of the individual may not receive records without written authorization by the individual:

HARMFUL INFORMATION

Medical, psychological, or other information the counselor believes may be harmful to the individual must not be released directly to the individual. Such information must be released through a representative designated in writing by the individual, who may include, among others, an advocate, a family member, or qualified medical or mental health professional.

RELEASE TO A COURT OR ADMINISTRATIVE BODY

ARS may release the individual's information in response to an order, subpoena, or summons issued by a court or other judicial body under state or federal rules of civil or criminal procedure. The document may be signed by the judge, magistrate, administrative law judge or hearings officer, clerk of court, or by any official who is authorized by law to issue subpoenas.

RELEASE FOR A PURPOSE DIRECTLY CONNECTED WITH THE ADMINISTRATION OF THE INDIVIDUAL'S VR PROGRAM

Provisions of the individual's IPE determine the scope of the individual's rehabilitation.

Releasing the individual's information for a purpose directly connected with the individual's rehabilitation usually poses no problem. This release does not legally require express or written consent from the individual.

When it is difficult to ascertain whether the purpose of the release is "directly connected with the individual's rehabilitation program," obtain a written authorization from the individual to provide information to an organization or individual.

RELEASE FOR RESEARCH OR EVALUATION

Written authorization must be obtained from the individual to release information to the organization or person engaged in audit, evaluation, or research for a purpose that could significantly improve the quality of life for persons with a disability.

XII. REFUNDS/CONTRIBUTIONS

CURRENT YEAR REFUNDS

The vendor should make the refund check payable to the Arkansas Rehabilitation Services. The check should carry the name of the individual. The refund and memorandum giving full information about the refund will be sent to the Chief of Field Services. A cancellation for the refunded amount will be keyed in ARIMIS. The amount will automatically be added into the counselor's allotment.

PRIOR YEAR REFUNDS

The vendor should make the check payable to Arkansas Rehabilitation Services. The check should carry the name of the individual. All refunds will be sent to the Chief of Field Services. The refund and a memorandum giving full information about the refund will be sent to the Chief of Field Services. All prior year refunds are placed into the Arkansas Kidney Disease Commission allotment as required by state law. Prior year refunds do not require cancellations.

INDIVIDUAL'S CONTRIBUTION

If an individual contributes to ARS toward the cost of any services or goods, the authorization will be written for the full amount of the service. The contribution amount will be recorded in the IPE (RS-600 A). All contributions, except HSRC cases, must be made by personal check, money order, or cashier's check payable to Arkansas Rehabilitation Services. The check, a memorandum giving the client's name, all pertinent information, and a Cancellation for the contribution amount will be sent to the Chief of Field Services. This amount will be credited to the counselor/area allotment balance. HSRC cases will make contributions to the Hot Springs Rehabilitation Center.

XIII. PRIOR APPROVAL

PRIOR APPROVAL POLICY

Prior approval is defined as "the rehabilitation program and other record of services materials are reviewed and approved by a District Manager before the services planned for are initiated." The District Manager will review all cases requiring prior approval. When the case is approved, the District Manger stamps or writes "Approved", dates and initials the upper right hand corner on all copies of the IPE and the authorization/billing form.

The State Office, a District Manager, or a counselor may request prior approval on a particular case, on types of cases, or on all cases. Such requests will be considered ARS policy.

PRIOR APPROVAL - NEW COUNSELORS

A District Manager's prior approval is required on all cases during a new counselor's 12-month probationary period. Approval will be indicated on all:

PRIOR APPROVAL - STATE OFFICE

The District Manager, after a detailed study of the case, will prepare a memorandum justifying the recommendation for an administrative review and approval. This, with the record of services, will be submitted to the Chief of Field Services.

XIV. DUE PROCESS

Due Process begins once an applicant/client makes a request verbally or in writing. The request starts the 60-day clock to complete steps 1-5 below. Due Process will normally progress in the following sequence:

IMPACT ON PROVISION OF SERVICES

Unless an applicant/client or their representative so requests, ARS shall not institute a suspension, reduction, or termination of services being provided for the individual (including evaluation and assessment services and plan development) while a decision through due process is pending. Such services can be suspended, reduced or terminated if obtained through misrepresentation, fraud, collusion, or criminal conduct on the part of the individual, or the individual's representative.

NOTIFICATION OF RIGHTS

NOTE: The applicant/client is notified of their rights at each step in the due process procedure.

For more information contact the Special Program Administrator with Arkansas Rehabilitation Services Program Planning, Development and Evaluation Section at 501.296.1620.

PPD&E Form

MEDIATOR GUIDELINES

(Adheres to the Arkansas Alternative Dispute Resolution Commissions Requirements for the Conduct of Mediation and Mediators and the ADR Guidelines for Mediators Skills and Qualifications.)

A mediator should not render a decision on the issues in dispute. The primary responsibility for the resolution of a dispute rests with the parties. A mediator may make suggestions, but all settlement decisions are to be made voluntarily by the parties themselves.

SERVICES AND PROGRAMS

Arkansas Kidney Disease Commission will utilize funds for medical care, pre-transplant dental services, psychological services, and pharmaceutical drugs.

OUTPATIENT MEDICATION

The Arkansas Kidney Commission assists with paying for a limited amount of kidney disease related prescriptions.

MEDICAL SERVICES

The Arkansas Kidney Disease Commission pays 80% of kidney disease related medical treatment ($5,000 limit) during the Medicare three month waiting period or when there is no other coverage.

DENTAL SERVICES

The Arkansas Kidney Disease Commission assists with dental charges when a dental problem jeopardizes the health and treatment program outlined by the renal specialist and may be covered only for the purpose of transplantation.

PSYCHOLOGICAL SERVICES

The Arkansas Kidney Disease Commission covers psychological evaluations and treatment, not covered by other sources, when the physician in charge of the End Stage Renal Disease patient, recommends services.

TRANSITIONAL EMPLOYMENT ASSISTANCE (TEA)

A contract has been established between Arkansas Rehabilitation Services and the Department Of Human Services to provide vocational rehabilitation services to eligible recipients of the Transitional Employment Assistance Program.

PROCEDURES

ELIGIBLE FOR SERVICES

INELIGIBLE FOR SERVICES

APPENDIX E

FORMS AND INSTRUCTIONS

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CHECKLIST

INSTRUCTIONS

The checklist is a tool for the counselor to use in assuring that all required forms and documentation have been completed. The counselor will check each item as they are completed. The checklist will be filed on the right side of the case folder on the top of the case notes.

Form completion is self-explanatory.

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VOTER REGISTRATION (3 FORMS) INSTRUCTIONS

AGENCY BASED VOTER DECLARATION STATEMENT

VOTER REGISTRATION APPLICATION

VOTER REGISTRATION SITE WEEKLY REPORTING FORM

State regulations require that ARS offer voter registration on site to individuals who may not be currently registered to vote.

The counselor will complete the Agency-based Declaration Statement and have the individual to sign.

If the individual desires to register to vote, the counselor will assist the individual in completing the Arkansas Voter Registration Application and will mail the completed form to the Secretary of States Office that the same day.

A designated person in each office will keep a record of all applications, declinations, and report to the Secretary of States office weekly.

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INFORMED CONSENT

INSTRUCTIONS

(RS-375)

This form is to be completed if the individual applying for services is less than 18 years of age.

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CLIENT REFERRAL AND SURVEY INFORMATION

INSTRUCTIONS (RS-4)

The RS-4 is a basic document for obtaining common data on all individuals served by ARS and in many instances, may be the most significant form found in the individual case record. This form must contain the basic information from which vital decisions affecting the rehabilitation program of the individual will be made. This form is intended to be a working document to be used by the counselor and individual in the development of a rehabilitation program. It will be completed during the initial interview with the individual. All items are to be completed. For the most part, the completion of the form is self-explanatory, but to insure everyone has a common understanding, the following information should be studied.

All information should reflect the situation at the time of referral.

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CASE NARRATIVE INSTRUCTIONS

Specific documentation in the case record is required during the rehabilitation process. The case narrative form is used for the documentation. This form is self-explanatory. Examples of the case narrative formats, statuses, and headings for referral and acceptance/plan development are included.

AUTHORIZATION FOR RELEASE OF INFORMATION FORM (M-6)

AUTHORIZATION FOR RELEASE OF INFORMATION

INSTRUCTIONS (M-6)

This form is to be used when requesting the release of information or exchange of information from another agency or vendor.

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RIDAC SERVICE AUTHORIZATION FORM INSTRUCTIONS

This authorization for RIDAC services is to be completed and signed by the counselor prior to scheduling an individual for RIDAC services. The form is self-explanatory. The counselor will identify needed assessment services.

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ICAN ASSISTIVE TECHNOLOGY REFERRAL INSTRUCTIONS

(SEAT)

REFERRAL PROCEDURES

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GENERAL MEDICAL EXAMINATION RECORD INSTRUCTIONS

The counselor will complete and sign the top section of the form.

GASTRIC BYPASS STATEMENT OF UNDERSTANDING

I understand that weight reduction surgery is a complicated medical procedure and there are risks involved. As part of my rehabilitation program, I agree to adhere to the recommendations of the surgeon and any other treating physicians or medical professionals at the time of surgery and during my recovery process. I understand that weight reduction surgery is not a "magic cure" but only an initial step in my effort to lose weight due to morbid obesity. I understand I must commit to a change in my lifestyle in order to lost weight and maintain a weight that does not pose a threat to my health. I agree to adhere to medically recommended diet and exercise programs and understand that if I do not adhere to such programs, I can regain a significant portion of any weight I may have lost as a result of the surgery. I have been informed of the research that indicates 5 years post surgery 70% of individuals who have weight reduction surgery regain 50% of weight initially lost. I have been informed that due to the above-mentioned research it is the practice of Arkansas Rehabilitation Services to pay for the weight reduction surgery one time.

I understand this service is provided to help me to gain or maintain employment.

______________________________________________________________________

Client Signature Date

GASTRIC BYPASS STATEMENT OF UNDERSTANDING

INSTRUCTIONS

This form is to be completed on all gastric bypass cases and is to be signed by the individual and placed in the record of service.

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MEDICAL CONSULTANT WORKSHEET (RS-3G) INSTRUCTIONS

Self-explanatory.

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CERTIFICATE OF INELIGIBILITY

INSTRUCTIONS

(RS-4C)

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CERTIFICATE OF ELIGIBILITY

INSTRUCTIONS

(RS-600-B-1)

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ILRS CERTIFICATE OF ELIGIBILITY

INSTRUCTIONS

(RS-600-B-1)

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ORDER OF SELECTION - PRIORITY CATEGORY

INSTRUCTIONS

Priority Category I - Most Significantly Disabled

An individual with a most significant disability is defined as one who has a significant physical or mental impairment which:

Priority Category II - Significantly Disabled

An individual with a significant disability is defined as one who has a significant physical or mental impairment which:

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"ARS is in compliance with Titles VI and VII of the Civil Rights Act, the Americans with Disabilities Act and is operated, managed and delivers services without regard to age, religion, disability, sex, race, color or national origin."

ORDER OF SELECTION NOTIFICATION LETTER INSTRUCTIONS

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*Current Market Value Less Obligation Other than Client's Home **Estimated amount of cost if exact amount is not available

FINANCIAL RESOURCES

INSTRUCTIONS

(RS -16)

A properly executed RS-16 must be included in the case record of each individual prior to the provision of any services based on financial need. Individuals receiving SSI/SSDI are exempt from financial needs assessment, but the form should be completed to assess available resources and comparable benefits. The RS-16 is used to document financial resources and similar benefits of the individual. (The RS-600-A and RS-600-C are used to summarize and compute the amount of supplementation necessary.) Instructions for completion of the RS-16 are to be followed to assure compliance with State policies and regulations.

* Record the individual's name, date, and the total number in household.

CAPITAL ASSETS

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INDIVIDUALIZED PLAN FOR EMPLOYMENT INSTRUCTIONS (RS-600-A)

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IPE AMENDMENT INSTRUCTIONS

The counselor will complete the appropriate item(s) to amend the IPE.

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RECEIPT/RELEASE

FOR OCCUPATIONAL TOOLS AND/OR

EQUIPMENT AND TITLE AGREEMENT

INSTRUCTIONS

(M-33)

This form will be prepared in duplicate; the original will be placed in the case record and the copy to the individual.

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JOB PLACEMENT REFERRAL FORM INSTRUCTIONS

This form is used for all job placement referrals to the Arkansas Rehabilitation, Industry and Business, Inc. (ARIB)

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REQUEST FOR HSRC SERVICES

INSTRUCTIONS

(RS-344)

Description of the rehabilitation problem should provide specific information related to the following questions:

* Statement of How HSRC Services are Expected to Improve Individual's Employment/Placement Potential : The statement or information provided in this section should be linked to the explanation of the rehabilitation problem; i.e., what is the expected outcome of HSRC services in reducing, eliminating, or modifying the identified rehabilitation problem(s). Expectations should be stated in terms of improved or modified functional capacities related to the disability, not a change in the disabling condition itself. The expected, or desired, outcomes should be stated for each service requested.

* Services Requested : Place a number in boxes to identify services requested and probable sequence of services.

* Information Attached : Check appropriate box for documents attached to the Request for HSRC Services Form. These documents will be utilized for admissions information and program planning.

* Residential Information : Check appropriate boxes.

* Counselor Signature and Date : Counselor will manually sign and record the date the form is completed.

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AUTHORIZATION FOR ADJUSTMENT SERVICES

INSTRUCTIONS

(RS-315)

The Authorization for Adjustment Services will be completed by the Counselor to authorize an individual to receive up to eighty (80) days of Work Adjustment in a "block funded" CRP and for an individual to receive additional work adjustment in Extended Services under Title F- funding. The counselor will decide upon the need for the individual to receive services in each instance and complete the RS -315 for either Work Adjustment or Extended Services as appropriate (if extended services, specify number of months).

RESPONSIBILITIES OF COLLEGE STUDENTS FORM

INSTRUCTIONS (M-43)

This form is to be completed by all individuals participating in a college program. The original is to be filed in the case folder and a copy provided to the individual.

* Self-explanatory

* The counselor and individual will sign and date the form.

* The original is filed in the case folder and a copy provided to the individual.

LETTER FOR STUDENTS IN TRAINING

Date

Individual's Name

Address

City, State Zip

Dear

This is a reminder for Arkansas Rehabilitation Services to meet Federal and State Guidelines for you to receive assistance from ARS, you must comply with the following:

If notice to the contrary is not received from you within five working days from the date of the receipt of this letter, I will consider the requirements met and your case will be closed. If you have any questions or concerns, please contact me.

Sincerely,

Counselor

Arkansas Rehabilitation Services

CERTIFIED LETTER -CLOSURE OF CASE RECORD OF SERVICES INSTRUCTIONS

Letterhead stationery will be used for this letter.

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CONSUMER SATISFACTION SURVEY INSTRUCTIONS

This form is to be mailed to the individual at the time of closure (Status 26 and 28). The original form is postage paid so copies cannot be used.

APPENDIX F

SUBSTANCE FREE POLICY

PURPOSE

ARS desires to create an environment that protects the public health and safety of ARS customers and staff as it relates to substance use. The purpose of this policy is to assure ARS customers with disabilities have available vocational rehabilitation services to assist them in becoming employed without the risk of being affected by others utilizing drugs, alcohol or other substances. The potential for violence in the school or workplace is very real. This is exacerbated by the prevalence of illegal substances among our customers. It is our obligation to employees and other customers that the ARS experience is provided in the safest and most positive settings possible.

SCOPE

This policy is applicable to all customers seeking, applying for or receiving assistance from ARS.

POLICY

Unlawful manufacturing, distributing, dispensing, possession of, or the use of a controlled substance, illegal use of substances (drugs, alcohol, inhalants and steroids) while on any statewide agency premises or actively participating in an ARS program is prohibited. Any ARS customer violating this policy will be subject to disciplinary action.

The specifics of this policy are:

ARS CUSTOMER RESPONSIBILITY

SCREENINGS

ARS designated staff will be required to assure these tests are performed by a certified laboratory and reviewed by an official health professional for interpretation. ARS will provide payment for the required testing procedures under the arrangement of the counselor. For students at Hot Springs Rehabilitation Center (HSRC), samples will be collected by the HSRC Hospital Laboratory during working hours or by a certified laboratory after hours and the testing will be completed by a non-agency laboratory.

Types of Test

Drug Test(s) includes urine and/or blood specimen*

Alcohol Test(s) includes breath analysis, urine and/or blood specimen*

Confirmation Test

Reasonable -suspicion testing

*Specimens will be collected in conformance with Hospital Licensing Regulations.

DISCIPLINARY ACTION

An ARS customer who violates this policy may be disciplined in one or more of the following ways:

* a behavioral contract

* referral for substance abuse counseling

* referral to a substance abuse rehabilitation program

* referral to a 12-Step Program of Recovery

* Suspension or termination of services, in accordance with 29 USC § 705 Sec. 102 (c) (7) Impact on Provision of Services

ARKANSAS REHABILITATION SERVICES SUBSTANCE FREE POLICY

As a customer of Arkansas Rehabilitation Services (ARS), I hereby certify, from my signature below, that I have received a copy of the agency's policy regarding the Substance Free Policy. (This has been provided in the appropriate format.) I understand that unlawful manufacturing, distributing, dispensing, possession of, or the use of a controlled substance, illegal use of substances while on any statewide agency premises or actively participating in an ARS program is prohibited. I understand a violation of this policy will subject me to disciplinary action.

The policy has been explained to me clearly, I understand my responsibilities, and I agree to abide by the terms of this policy. I confirm that my guardian(s) or I have been provided a copy.

Customer's Signature: _______

Parent/Guardian __________________

Customer's Printed Name:_____________

SSN: _______________________

Date: _______________________

DEAF OUTREACH CENTER (DOC)

I have received a copy of the policy concerning drug and alcohol use of people who go to Deaf Outreach Center (DOC). If I am illegally using drugs, alcohol or other substances, I understand to come to DOC, I must want to stop using. I must demonstrate that I am trying to stop using.

If I want to go or continue to go to DOC, I must follow the DOC rules about drug and illegal use of alcohol. If I am arrested or convicted of a substance abuse offense, I must tell DOC within in five (5) days of this conviction.

Customer's Signature

Parent/Guardian ___________________________________

Customer's Printed Name

SSN: ________________________

Date: ________________________

SUBSTANCE FREE POLICY DEFINITIONS: