VRS_PBA Changes_7/20

Dear Community Partners,

PBA Changes

In March, VRS announced new requirements for the Job Placement and Retention Performance Based Agreement (PBA.) The Vocational Rehabilitation program’s federal funder, the Rehabilitation Services Administration (RSA) is now requiring certain “employment verification” details be reported to VRS. The March announcement can be viewed here.

First, please review the updated Placement and Retention Services Overview on our website. Also, take a look around on the website – the entire PBA page was revamped in March and we hope it’s more helpful for you.

Changes! 1^st Milestone Placement Plan

The VRS Placement Plan form has been updated to include Pre-ETS services and Customized Employment services in addition to use for the PBA. Please use the new version of the VRS Placement Plan or your own agency plan with the roles and responsibilities of each team member (Job Seeker, Counselor and Employment Professional) clearly identified. The updated Placement Plan form can be found on the “forms” tab on the PBA webpage: https://mn.gov/deed/job-seekers/disabilities/partners/services/pba/.

As a reminder, in order to issue payment for the 1^st milestone, VRS requires the following:

• Invoice to pay
• Placement Plan (using updated form)
• Summary of the Placement Plan Meeting

Changes! Communication Updates

The VRS PBA Communication Update form has been updated to include required employment verification elements. Please use either the updated VRS Communication Update form or a case note/email that contains the elements of the VRS Communication Update form. The updated Communication Update form can be found on the “forms” tab on the PBA webpage: https://mn.gov/deed/job-seekers/disabilities/partners/services/pba/.

Employment Verification Details

Here are the new Employment Verification Details that are now part of the communication update form and should be completed when a job seeker accepts an offer of employment and when you are closing a PBA.

• Details on accepted job offer: company name, address, wage, job title, hours, start date, and level of benefits.
• Name and contact information of the person(s) obtaining the information (VRS staff, provider, job seeker, etc.).
• Name and contact information of the person(s) providing the information (VRS staff, provider, job seeker, employer, etc.).
• Date person verified the wage and employment information.

Changes! 2^nd and 3^rd Milestone Payments

VRS will not issue a payment for either Milestones 2 or 3 until the employer verification details are received. 

Changes! 3^rd Milestone Payment

Please review and adhere to new Placement and Retention Services Closure Summary Case Note Conditions, also listed below. VRS will not make the 3^rd milestone payment until these conditions are met. These conditions can also be found on the “forms” tab on the PBA webpage: https://mn.gov/deed/job-seekers/disabilities/partners/services/pba/.

• The individual, placement professional and VRS counselor consider the employment to be satisfactory and agree that the individual is performing well on the job. Any ongoing supports are adequate to meet the individual’s needs with respect to retaining employment.
• The placement professional has obtained the employment verification information required on the Communication Update form prior to closure.  When appropriate, the employer has shared feedback that the individual is performing well (give specifics when possible) on the job.
• Identify placement and retention services provided to the individual to assist them prepare for, secure, retain, advance in or regain competitive integrated employment (e.g. sample employment application development; resume development; job seeking skills; job interview training; mock interviews; informational interviewing; job development; job leads; employment applications paper and online; cover and thank you letters; clothing and transportation; worksite accommodations/modifications; assistive technology; job coaching; OJE/JTO/OJT; follow-up and any other services provided).
• The job is consistent with the employment goal described in the individual’s Employment Plan and Placement Plan. Discuss how it fits with individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests and informed choice.
• The individual is working in a competitive integrated employment setting.
• Note wages and benefits as the individual must be paid at or above the federal or state or local minimum wage, whichever is highest and be paid at or above the customary rate and be eligible for the same level of benefits as persons without disabilities doing similar work and with comparable training, skills and experiences with that employer.
• The individual has made substantial progress toward consistently working the number of hours per week established in the Placement Plan.
• The individual has maintained employment for at least 90 days with the same employer/position unless individual made an informed decision for successive temporary employment assignments.

• The 90 days of employment began after any VRS paid training services such as On-the-Job Training and job coaching have been completed.
• For Supported Employment situations, follow-up services have been provided for a minimum of 90 days after the individual has achieved employment stability on the job and has made the transition to extended ongoing supports.

• The individual was notified of placement and retention services closure and the availability of post-employment services.

Forms and Documents

The documents referenced in this message can be found on the “forms” tab on the PBA webpage: https://mn.gov/deed/job-seekers/disabilities/partners/services/pba/. The forms available are:

• Placement & Retention Services Overview
• Sample Employment Application
• VRS Placement Plan
• Summary Report for Signed Placement Plan Meeting Form
• Sample Summary Report
• Communication Update
• Job Coaching Report
• Sample Job Coaching Report
• Placement and Retention Services Closure Summary Case Note Conditions

Training

The website now includes a new webinar on providing placement and retention services. This webinar is an excellent training resource for new and existing staff who provide PBA services and covers all facets of a PBA. The webinar is available by selecting the “training” tab on the PBA webpage: https://mn.gov/deed/job-seekers/disabilities/partners/services/pba/.

Conclusion

If you have questions about changes to the placement and retention services process, please reach out to Evie Wold Evie.wold@state.mn.us or Maureen McAvoy Maureen.mcavoy@state.mn.us.

My best,

Kim