VRS_COVID 19 Update for Providers

Dear VRS Community Partners,

I’m writing to let you know about changes here at VRS in light of our state’s efforts to stem the spread of Covid-19 (the novel coronavirus). State agencies are taking immediate steps to facilitate social distancing to prevent the spread of the virus and we know you are too. With these safeguards in place, we are dedicated to continuing our work for the employment, independence, and access for individuals with disabilities.

DEED-VRS Staff

• As of Monday, March 16, all VRS staff who are able to do so are telecommuting.
• For the safety of our staff and the public, events and in-person meetings have been or will be cancelled or modified to be held virtually.
• Please connect with VRS staff through email and phone whenever possible.
• In keeping with public health recommendations for reducing the spread of the virus, we urge you to not make an in-person visit to our office.
• Some cell phone users are currently experiencing connection issues when attempting to reach state agencies and offices. Minnesotans attempting to place calls are potentially receiving messages that indicate their calls cannot be completed, or they are receiving a busy signal. While there is no indication of problems with state-managed telephony systems or equipment, the state’s IT agency is on it. Email is working just fine!

Vocational Rehabilitation: Providing Services

We know that connecting with individuals is what we’re all here for, but for the health and safety of our communities we are asking that you limit in-person interactions. Wherever possible, we encourage you to provide services virtually – via phone, face-time, skype, text, email, etc. Please be in touch with the VRS counselor to discuss specific cases. VRS leadership is providing guidance to field staff regarding alternative ways to serve individuals during this time.

Pre-ETS: Providing Services

Providing pre-employment transition services during this time is especially challenging with schools closed or closing. We are thinking creatively about how we can provide services given our current situation. We’ll be in touch as we put ideas in place. Feel free to also send ideas of how we can continue partnering to provide services to students to Alyssa.Klein@state.mn.us.

CareerForce Centers and VRS Stand-Alone Offices

VRS is only one partner in the conversations about whether to keep open or close CareerForce Centers. For the most up to date information on those decisions, please subscribe to DEED email updates at this link: https://mn.gov/deed/about/contact-us/. As most VRS staff are working from home, most VRS stand-alone offices are closed.

Extended Employment Program: Providing Services

The Extended Employment rule requires EE providers to provide 2 in-person visits per month with each individual. For the time being, that requirement is waived. Wherever possible, we encourage you to provide services virtually – via phone, face-time, skype, text, email, etc. VRS is looking at additional ways to provide flexibility and will continue to provide updates and communication to our grantees.

The SFY 2019 incentive payments will be expedited to the extent possible to help with your program budgets.

We still don’t have staff filling Lonie or Amanda’s EE positions, so any EE questions can be directed to me at kim.babine@state.mn.us.

Individual Placement and Supports Program: Providing Services

Wherever possible, we encourage you to provide services virtually – via phone, face-time, skype, text, email, etc. VRS is looking at additional ways to provide flexibility and will continue to provide updates and communication to our grantees.

The state IPS team is not scheduling or conducting any fidelity reviews at this time. When we do, we will determine if we can cover a period of time when services are 'back to normal". 

Tracking contacts for “Time in the Community” and “Systematic Job Development” fidelity items:

• Face-Time, Skype, or other video conferencing should be tracked as “face to face” contacts.
• If video conferencing is not an option, please contact via phone, text, or email. If the IPS state team does reviews before we are “back to normal” these contacts may count for the review.

Please track phone contacts with employers. Most of your job development logs already have a way to track if the contact is in person or by phone. If not, add a way to track phone contact. Track in such a way that we can count number of contacts by phone and number that are face to face.

As always, contact Claire.Courtney@state.mn.us if you have any questions.

CIL WIOA 511 Career Counseling, Information and Referral Services, Deaf and Hard of Hearing Grants: Providing Services

Wherever possible, we encourage you to provide services virtually – via phone, text, email, etc. VRS is looking at additional ways to provide flexibility and will continue to provide updates and communication to our grantees.

You can contact Brad.Westerlund@state.mn.us if you have any questions.

Community Partners

We know that you are all making decisions about your organizations, your services, and your employees. If you have a change in how you’re providing services, if you’re limiting new referrals, temporarily closing facilities/workspaces, reducing staff, or restricting travel, etc., it would be helpful if you would email me, kim.babine@state.mn.us and Anne Paulson, anne.paulson@state.mn.us along with all your local teams. We will be quickly figuring out a way to track that information. Over-communicating will be important during this time.

Also, Minnesota Department of Health has some excellent resources to help providers make decisions about health and safety: https://www.health.state.mn.us/diseases/coronavirus/index.html.

Generally, please consider ways to continue encouraging social distancing, covering coughs, washing hands, and staying home if folks are sick.

Keep Us Posted

Things are obviously changing by the minute. If you’re able, please stay in touch with Anne, me, and your local teams to the extent possible. Let us know what challenges you’re seeing and ideas for ways we can work together to get from each day to the next.

Take Good Care!

To the extent possible, we are hoping both VRS staff and community partner staff can stay in virtual contact with the people we serve so they do not feel isolated. In addition to combating isolation, we want the people we work with to stay hopeful about the future and their work and school plans.

Please take good care. I have every confidence in our ability to work together with grace and patience in this time.

My best,

Kim