We are excited to share with you the details of the new E1 PBA and the changes to the General PBA that will be effective July 1 in training on 6/29. In this email are a few things for to know from an operational standpoint now before the training on 6/29.
Current PBAs: “Follow-Up Services” vs. Hourly Job Coaching
Starting July 1: the 20 hours of Job Coaching currently “bundled” in a PBA will no longer be included in/ “bundled into” a PBA. As of July 1, VRS will authorize job coaching hours as a stand-alone hourly service when needed, separate from a General PBA and E1 PBA authorization. This applies to *current* PBAs authorized for or started before July 1, as well as new PBAs moving forward - both General PBA and E1 PBA.
What is the difference between “Follow-Up Services” and Hourly Job Coaching?
Follow-Up Services are services provided at the start of an individual’s employment that are “bundled” into the General PBA and the E1 PBA.
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Follow-Up Services will be defined as services provided as an individual gets acclimated to their new position. This can include assisting the individual with adjusting to employment, orientation, and completing new-hire paperwork.
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Job Coaching Services are provided when an individual is in employment and are not “bundled” into the General PBA or E1 PBA. Job Coaching will be defined as a training or consultative service that may be provided to any individual needing more intensive training services than the “Follow-Up Services” bundled with a PBA.
How to prepare for the unbundling of job coaching from current PBAs.
The change to “unbundle” job coaching applies to individuals who are currently in a PBA. VRS staff and Community Partner staff should (right now in June!) review current caseloads and identify job seekers currently in a PBA right now. VRS staff and Community Partner staff should connect and communicate about the needs of job seekers currently in a PBA. VRS staff and Community Partner staff should discuss if current or future level of supports will be included in the “Follow-Up Services” bundled with the PBA or if separate hourly “Job Coaching” services will be necessary. If additional hourly “Job Coaching” services will be necessary, VRS staff will work with the individual to amend the VRS employment plan and get required signatures. If the VRS employment plan amendment is complete, VRS can authorize for hourly Job Coaching starting on July 1.
Authorization Timelines
A reminder that hourly services are authorized within two timelines: July 1 – September 30, and October 1 – June 30. This is due to VR funding that follows both the state and federal fiscal years. Authorizations cannot have their end dates extended past June 30 or September 30.
No Intake Authorization
When authorizing for hourly Job Coaching after a PBA:
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If the same Community Partner that provides a PBA will also continue with the individual for hourly Job Coaching services, VRS will not authorize for a separate intake for Job Coaching. The Community Partner will already be well acquainted with the individual and thus no intake is necessary.
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If a different Community Partner provides the hourly Job Coaching than the Community Partner who provided a PBA, VRS staff can consider authorizing for an intake for Job Coaching services.
This will be true for all services “layered” with the PBA. More to come on layered services in the 6/29 training.
Purchasing Violations
State law requires prior approval and prior “encumbrance” for any expenditure of funds. That prior approval and encumbrance comes in the form of an authorization from VRS. If VRS pays for services performed before an authorization issued or pays for services above the allotted hours on the authorization, VRS incurs a purchasing violation. A purchasing violation is sometimes referred to as an “MS16” which references the state law that requires this prior approval and prior encumbrance before a service takes place.
It is best for VRS staff and Community Partner staff to be in close communication throughout the PBA to discuss potential Job Coaching needs. This will ensure that necessary authorizations for individuals are completed in a timely fashion and there are no issues with purchasing violations.
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VRS WILL NOT incur purchasing violations for hourly Job Coaching services.
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ONLY Job Coaching hours that have been authorized prior to the Job Coaching services occurring and ONLY Job Coaching hours that fall within the number of prior authorized hours will be paid by VRS.
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Prior to authorizing, the number of authorized hours for Job Coaching services must be negotiated with VRS staff and Community Partner staff.
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Requesting hours for Job Coaching services is the responsibility of Community Partner staff and is granted at the discretion of VRS staff.
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Job Coaching services that occur BEFORE an authorization is active will result in no payment for that time by VRS.
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Job Coaching hours in EXCESS of the number of authorized hours will result in no payment for that time by VRS.
Please keep in mind that July 1 is the Thursday going into 4th of July weekend and many VRS staff and Community Partner staff may be on vacation the week before or after.
Individuals on a Waiver in General PBA
VRS staff have been directed by VRS leadership not to change General PBA authorizations to E1 PBA authorizations for individuals who are in a General PBA now and have a waiver on July 1. Individuals who started a VRS General PBA prior to July 1, 2021 will continue in the General PBA until a 12-month review with the counselor and individual. Stay tuned for more information on 12-month review at the 6/29 training.
Job Seekers on a Waiver: Month of June
An E1 PBA cannot be authorized until July 1. During the remaining days of June, if VRS staff are working with a job seeker who: 1) has a waiver, and 2) does not yet have an authorization for a PBA, there are some options for VRS staff and the job seeker to discuss regarding starting job search. VRS leadership encourages VRS staff to consider waiting to authorize for an E1 PBA on or after July 1 and authorizing for hourly services in June.
VRS staff should discuss with the job seeker if they would like to start their job search right away, or if they would be ok waiting until July 1. Counselors should discuss with the job seeker the pros and cons of waiting until July 1 to start a PBA.
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Authorize General PBA: If the job seeker would like to start job search right away, VRS staff should authorize for a General PBA. We understand that some Community Partners may be reluctant to accept a referral for a General PBA for an individual on a waiver in the remaining days of June and may express interest in waiting to start on July 1 with an E1 PBA.
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Wait to authorize E1 PBA on July 1, authorize hourly services in June: If the job seeker decides to wait until July 1 to start a PBA, VRS staff should consider arranging for hourly services that would support the individual in achieving their employment goal. (The services will need to be added to the Employment Plan before being authorized.) Hourly services such as IL services, job seeking skills trainings, informational interviews, etc. could be beneficial to the job seeker.
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Wait to authorize E1 PBA on July 1, no hourly services: If the job seeker is ok waiting to start their job search on July 1, VRS staff can wait until after July 1 to authorize for an E1 PBA.
Communication Updates – Monthly Progress Reports
Communication requirements from Community Partners during a PBA will move from bi-monthly communication updates to a Monthly Progress Report for both the General PBA and the E1 PBA.
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June 30: will be last submission of bi-weekly Communication Updates. VRS asks partners to ensure they are caught up on communication updates as of June 30.
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Starting July 1: partners will start using the Monthly Progress Report template. The first report will be for PBA activities in July, and monthly reports are due no more than 10 days after the end of the month. Thus, the first report (for July activities) will be due by August 10.
PBA Service Types and Titles
Community Partners can expect to see new service titles to distinguish between the E1 PBA milestones and General PBA milestones on authorizations July 1 moving forward. VRS staff will not be changing authorizations for PBAs that were authorized prior to July 1 to the new service types and titles – the new service titles will be used simply moving forward.
General PBA Service Type and Titles
- Service Type: Job Placement Services - General PBA
- Service Titles:
- 1: Signed Placement Plan Meeting ($1,330)
- 2: Employment First Shift Completed ($1,200)
- 3: Successful Placement Closure ($1,270)
- *OCSS Differential ($400)
E1 PBA Service Type and Titles
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Service Type: Job Placement Services - E1 PBA
- Service Titles:
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1: Signed Placement Plan Meeting ($1,330)
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E1: 120-Days of Service ($1,200)
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2: Employment First Shift Completed ($1,200)
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3: Successful Placement Closure ($1,270)
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*OCSS Differential ($400)
Upcoming Trainings and Resources
E1 PBA/General PBA Training for VRS/SSB Community Partners and VRS/SSB-WDU Staff
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Date: Tuesday, June 29, 2021
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Time: 9:00am – 12:00pm
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Re: Training on new E1 PBA and changes to the VRS General PBA effective July 1, 2021
E1MN Coffee Chats
The E1MN Coffee Chats have a treasure trove of practical information for VRS staff/SSB WDU staff as well as lead agency case managers. New coffee chats have been scheduled for July 22, August 26, and September 23. Coffee chats provide the opportunity for you to ask questions, which you can submit through the Coffee chat question submission form. For more information on coffee chats and other resources, see the E1MN training and events page on the Disability Hub MN.
E1MN Website
If you haven’t visited the E1MN website in the Work Toolkit of the Disability Hub MN page recently, stop by for new updates. Many sections have new information, including the:
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Frequently asked questions (FAQ) – new questions and answers have been added
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Training and events - recordings of trainings have been added, including slides/audio recording of support planning learning community webinars that addressed the Engage, Plan, Find, Keep framework.
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PIPEin feedback - new reports were added in the stakeholder engagement section.
E1MN Core Training
You now can access recorded videos of the E1MN Core Training on the E1MN training and events page under the “Core Training” section. The training is broken into five shorter sections so you can watch them more easily.
Conclusion
Thank you for being flexible and adaptable in the days, weeks, and months to come! If you have questions please feel free to reach out to Sara Sundeen, Program Specialist on the Community Partnerships Team at sara.sundeen@state.mn.us, 651.247.9121.
Kim Babine, Director of Community Partnerships
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