Vocational Rehabilitation Services Manual C-400: Training Services

34 CFR §361.48(b) (6)

"(b) Services for individuals who have applied for or been determined eligible for vocational rehabilitation services. As appropriate to the vocational rehabilitation needs of each individual and consistent with each individual's individualized plan for employment, the designated State unit must ensure that the following vocational rehabilitation services are available to assist the individual with a disability in preparing for, securing, retaining, advancing in or regaining an employment outcome that is consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice: ….

(6) Vocational and other training services, including personal and vocational adjustment training, advanced training in, but not limited to, a field of science, technology, engineering, mathematics (including computer science), medicine, law, or business); books, tools, and other training materials, except that no training or training services in an institution of higher education (universities, colleges, community or junior colleges, vocational schools, technical institutes, or hospital schools of nursing or any other postsecondary education institution) may be paid for with funds under this part unless maximum efforts have been made by the State unit and the individual to secure grant assistance in whole or in part from other sources to pay for that training."

Texas Workforce Commission (TWC) Vocational Rehabilitation Services Rule §856.45:

"(a) VRD purchases vocational and other training services for customers who require additional knowledge or skills to enter employment consistent with their aptitudes and ability, and compatible with their physical or mental impairments.

(b) VRD purchases vocational and other training services through an appropriate facility. These facilities include accredited colleges and universities, certified public or private businesses, technical and vocational schools, on-the-job training, correspondence course training, tutorial training, and community rehabilitation program training.

(c) Academic training in institutions of higher education (universities, colleges, community or junior colleges, vocational schools, technical institutes, or hospital schools of nursing) is subject to the following:

(1) Academic training in proprietary vocational schools and technical institutes must be provided only in schools that are licensed or certified by the Agency on the Licensed Career Schools and Colleges Directory website, the Eligible Training Provider System website, or another regulatory agency, before including the training on the individualized plan for employment. 

(2) No vocational rehabilitation funds may be used to pay for academic training unless VRD and the customer have made maximum efforts to secure grant assistance in whole or in part from other sources to pay for the training.

(3) The PELL grant, like any other comparable services and benefits, must be applied to the educational process before the expenditure of VRD funds for services under this section. Services must not be denied pending receipt of a PELL grant, but must be contingent upon the customer's making application if eligible.

(4) Academic training must be provided through public, tax-supported colleges and universities in Texas unless:

(A) a specific curriculum related to the customer's academic major is not available at a Texas public institution;

(B) academic training elsewhere is determined to be more economical; or

(C) academic training elsewhere provides specialized services needed by the customer.

(5) If the customer chooses to obtain academic training at a private college or university in Texas or at a college or university outside Texas and the provisions in paragraph (4) of this subsection do not apply, academic support must be limited to that which the customer would receive if he or she attended a state-supported college or university in Texas, unless the customer is a recipient of Social Security benefits, either Supplemental Security Income (SSI) or Social Security Disability Insurance (SSDI).

(6) A customer who is blind, does not meet the residency requirements of a particular institution, and is not eligible for tuition exemption under Texas Education Code (TEC) §54.364 may receive VRD tuition assistance based on the customer's economic need, but the payments must not exceed the tuition paid for a customer who does meet the residency requirements.

(7) Tuition and fee exemption is an exemption from payment of tuition and/or required fees normally charged by a state-supported college or university. Required fees include student services, building use, health center use, lab fees, and property deposits not reimbursable to the student. Required fees do not include optional fees.

(8) Any equipment purchased for the customer during academic training must be needed by the customer to help maintain academic success so that the customer can meet the employment outcome.

(9) Once admitted to academic training:

(A) the customer must maintain and complete a full-time course load as defined by the college or university. This requirement may be waived if:

• the customer is a graduating senior;
• the customer is an incoming freshman (first two semesters or quarters);
• the customer is a returning adult (first academic year only);
• the customer is in summer school; or
• other extenuating circumstances prevent the customer from participating in a full-time course load; and

(B) the customer is required to meet with the VR counselor at least once each semester, to submit add or drop slips as changes occur, and to provide grade slips or transcripts to the VR counselor at the end of each semester.

(d) VRD requires that each customer who is provided with vocational or other training services by VRD apply for financial assistance where reasonably available. This assistance can include federal, state, or local grants-in-aid and private scholarships where applicable. If the customer has not done so before the time of application for vocational rehabilitation services, the VR counselor assists the customer in doing so.

When participation in training or eligibility for a license and/or employment in an occupation requires that the customer pass a computerized criminal history (CCH) search, the CCH must be performed before including the training or employment in the customer's IPE. For more information about CCHs, refer to VRSM B-405: Computerized Criminal History Checks.

VR cannot support an IPE goal or related services when the customer does not meet the legal requirements of the associated employment outcome.

Comparable benefits and required customer participation in the cost of services must be applied to the cost of all training services before VR funds are used.

The customer must contact the school and apply for financial aid. No VR funds can be used to pay for training until VR and the customer have made maximum efforts to secure grants and/or other assistance to pay for the training. Verification of application for available financial aid and/or verification of financial aid award must be included in the customer's case file.

The following comparable benefits options can be selected to document the use of comparable benefits when service records, IPEs, and Closure Services pages are developed in RHW:

• Disability services offices on college and university campuses
• Educational service center
• Federal student aid (such as Pell Grants, Supplemental Educational Opportunity Grant (SEOP), and work-study)
• Intellectual and developmental disabilities agencies
• Other state agencies
• Other VR state agencies
• Scholarship
• Tuition waiver (non-blind, non-deaf)
• Tuition waiver–Blind
• Tuition waiver–Deaf
• Tuition waiver–Foster Care
• Veteran's Administration
• Waiver programs—MDCP In-Home, CLASS & Family Support Class
• Other entitlement programs

For more information, refer to D-203-3: Use of Comparable Services and Benefits; C-405-2: Pell Grant; and D-203-4: Customer Participation in the Cost of Services.

C-405-1: Free Application for Federal Student Aid

The Free Application for Federal Student Aid (FAFSA) is a form that can be prepared annually by current and prospective students (undergraduate and graduate) in the United States to determine eligibility for student financial aid. All customers must complete the FAFSA. If the institution does not accept federal financial aid, the customer must complete the institutions financial aid application to receive VR funds for training and related expenses.

C-405-2: Pell Grant

The Pell Grant and other comparable benefits are applied to the cost of tuition, fees, and other educational expenses before any VR funds can be used. No exceptions are permitted to the use of the Pell Grant. If the Pell Grant is greater than the tuition and fees owed by the customer, the remaining funds should be applied to the cost of other educational expenses, such as books, supplies, room and board, and transportation, under the terms of the grant.

Student financial assistance, such as a loan that requires repayment or scholarships that are not based on student income, are excluded from the financial aid requirement.

C-405-3: Defaulted Student Loans

If the student has defaulted on a Guaranteed Student Loan, the student is denied a Pell Grant and other forms of financial aid. Before receiving VR funds for training, the customer must:

• initiate the process of getting the loan out of default; and
• provide written documentation, such as copies of correspondence, to confirm that he or she has initiated this process.

For more information, refer to The Federal Student Aid website for "Getting Out of Default."

C-405-4: Tuition and Fee Waivers

Students who are eligible for a tuition waiver are exempt from paying tuition and fees for any state-supported college or university in Texas. A waiver includes exemption from all required fees and charges, except for:

• fees or charges for lodging;
• costs of boarding and/or clothing; and
• refundable deposits.

For more information about these tuition waivers, refer to College for All Texans: Financial Aid.

The 62nd Texas Legislature, Regular Session (1971), established the tuition waiver (also referred to as "tuition exemption") program to help Texas residents who are deaf or blind to receive the benefits of higher education in publicly funded colleges and universities. For more information about these tuition waivers, refer to College for All Texans: Types of Financial Aid—Exemptions—Blind/Deaf Student Exemption Program and refer to the additional details below.

C-405-5: Deafness Tuition and Fee Exemption

Customers who are severely hard of hearing or deaf who request academic training must:

• be referred to the Health and Human Services Commission (HHSC) Office for Deaf and Hard of Hearing Services (DHHS); and
• complete HHSC Form 3900, Application for Certificate of Deafness for Tuition Waiver.

For more information, go to Texas Health and Human Services Deaf and Hard of Hearing.

C-405-6: Blindness Tuition and Fee Exemption

Individuals who are legally or totally blind and meet residency requirements for the college or university are exempt from paying tuition and fees for state-supported colleges and universities in Texas. An individual does not have to be a VR customer to receive a tuition and fee exemption.

The VR counselor provides the individual with a copy of VR3119, Certification of Blindness, certifying that the individual is legally or totally blind.

A completed VR3119, Certification of Blindness, is distributed as follows:

• The original is given to the customer; and
• A copy is placed in the appropriate file (the customer's VR file or the college-tuition-exempt file for non-VR customers).

It is the responsibility of the individual requesting the waiver to:

• submit documentation of blindness to VR;
• submit a Certificate of Blindness to the educational institution;
• provide proof that he or she meets the institution's entrance requirements; and
• follow the institution's procedures regarding tuition exemption.

If the individual is a VR customer, the information should be readily available in the customer's case file.

To meet the eligibility for tuition exemption as indicated in TEC §54.205, the individual must:

• be a resident of Texas as defined by the Texas Higher Education Coordinating Board;
• be a high school graduate or have received a GED;
• present a letter of recommendation from the principal of the high school attended, from a public official, or from another responsible person who knows the blind individual; and
• present a self-written statement that:
• explains his or her purpose in pursuing higher education; and
• indicates the certificate or degree program to be pursued, or the professional enhancement anticipated from the course of study for that certificate or degree program.

If a VR customer is legally or totally blind but is not eligible for tuition exemption because he or she does not meet the state-supported school's residency requirements, VR can pay for tuition and fees at a public in-state college or university, not to exceed the Texas-resident tuition rate.

If the individual is not a VR customer, the individual must present visual diagnostic information in person or by mail, confirming legal or total blindness.

Eye exams from an optometrist, an ophthalmologist, or a low-vision specialist meet this requirement. VR does not pay for a diagnostic exam for the sole purpose of obtaining this record. The VR counselor does not use a medical consultant if medical records do not clearly document legal blindness.

It is recommended that the VR counselor meet with the individual in person so that the VR counselor can determine whether the individual needs other VR services. Travel funds are not authorized solely for certification for tuition exemption.

Successful completion of training requires active involvement by the customer in all aspects of the VR service and training. This includes:

• providing all required documentation;
• completing all admission and registration procedures required by the training institution;
• maintaining satisfactory training progress, as defined by the training institution; and
• maintaining satisfactory progress with VR services as defined in the customer's IPE.

VR requires that each customer who is provided with training services apply for available financial assistance such as federal, state, or local grants and private scholarships.

A service authorization is the only valid means by which VR can authorize goods and services with VR funds. For more information on purchasing services and procedures, refer to D-204: The Purchasing Process.

C-407-1: Required Documents

A customer who is participating in training must provide the VR counselor with the following documentation, which is kept in the customer's paper case file:

• Verification of application for available financial aid and/or verification of financial aid award
• A copy of the individualized degree plan or comparable documentation as provided by the training institution
• A course schedule for each training period
• Documentation that shows progress for each training period, such as a report card, grade report, or transcript
• Written documentation of added and dropped courses
• Written justification for a change in the major course study
• Documentation of the appropriate certificate of completion

For information on Measurable Skill Gains documentation requirements, refer to VRSM A-500: Measurable Skill Gains. For information on Credential Attainment documentation requirements, refer to VRSM A-600: Credential Attainment.

When a course of study is changed more than twice, approval from the VR Supervisor is required before VR continues sponsorship of costs associated with training.

C-407-2: Participation in VR Services and Training

The following information is based on the Texas Workforce Commission Vocational Rehabilitation Services Rule §856.45. No exceptions other than those described below can be made to the following policies and procedures.

To demonstrate customer participation in VR services, the customer must:

• enroll in courses and electives that are included in the institution-approved degree or training plan;
• contact the VR counselor before adding or dropping classes; this includes taking an incomplete for a course. If the course schedule is changed, then payments for reader services, books, tools, supplies, transportation, room and board, and other supports must be recalculated;
• maintain and complete a full-time course load as defined by the training institution, unless the customer is:
  • a graduating senior (from a college or university);
  • an incoming freshman (first two semesters or quarters);
  • a returning adult student (first academic year only);
  • attending summer school, mini-semester; or
  • subject to other documented extenuating circumstances, such as disability-specific limitations, that prevent the customer from participating in a full-time course load;
• communicate with the VR counselor, teachers, and the training provider's disability office about problems or accommodation needs;
• use the services and supports that are available through the training provider's disability office, as needed;
• maintain consistent enrollment and attendance in regular semesters; and
• maintain satisfactory progress, as defined in C-407-3: Satisfactory Training Progress.

C-407-3: Satisfactory Training Progress

Satisfactory training progress is defined by the training provider and included on the customer's IPE. The customer must meet satisfactory training progress requirements for each semester or grading period to receive VR funding for subsequent semesters or grading periods.

The VR counselor can make exceptions to this requirement for no more than one semester or grading period and on a case-by-case basis if justification for the exception is documented clearly in a case note. If a customer fails to meet satisfactory training progress for two or more consecutive semesters or grading periods, the VR Supervisor must review and approve continuing with, or resuming, training and related services or supports.

Vocational Rehabilitation (VR) may pay for training when the customer is enrolled in a public, private, or out-of-state institution. To determine the institution’s classification, refer to College for all Texans—Degree Programs. 

This subsection and C-412: Maximum Payment for Training at a Proprietary Institution list the maximum amounts of tuition and fees that VR is permitted to pay per semester or grading period.

IPE Requirements

When completing the individualized plan for employment (IPE), VR staff must not include specific rates of tuition and fees. Staff should refer to the rates as "will pay amounts per policy."

For more information on IPE and IPE amendments, refer to B-500: Individualized Plan for Employment and Post-Employment.

C-409-1: Public Training Institutions

VR pays the entire amount for in-state tuition and required fees at public training institutions in Texas for eligible customers after the Pell Grant, needs-based financial aid, and any required customer contributions are applied. VR pays the Texas resident tuition rate. Exceptions to exceed the Texas resident tuition rate may be granted with justification and VR Supervisor approval.

VR staff uses the College for all Texans website to verify if the public institution is one of the following: 
•    Two-Year Community College
•    Four-Year College or University
•    Technical College
•    State College
•    Health-Related Institution

Study Abroad

If study abroad is required at an in-state public college or university and there is not an option to take virtual or on-campus classes, VR pays for the entire amount of tuition and required fees.

If study abroad is required at a private or out-of-state college or university and there is not an option to take virtual or on-campus classes, VR pays up the maximum amounts as stated in policy. Refer to C-409-2: Private or Out-of-State Training Institutions and C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

VR must approve the eligible study abroad location which can be based on cost-effectiveness, best value, and value added to the customer’s training program. For information on airfare refer to C-1402-7: Airfare.  

Exceptions to the requirements for study abroad require justification and approval by the VR Supervisor.

C-409-2: Private or Out-of-State Training Institutions

When a customer chooses to attend a private or out-of-state college, even though a comparable public training institution is available in Texas, the VR counselor:

•    documents in a case note why the customer chose a private or out-of-state institution instead of a public institution; and
•    follows pay the procedures in the next section to determine the maximum amount that VR may pay to the private or out-of-state institution.

Note: The VR counselor must document clearly and in detail the reason the customer chose a private or out-of-state institution when there is a comparable public in-state institution. Justification may be for reasons such as accommodations for the customer’s disability, additional support out-of-state, or any other justification for choosing a private or out-of-state institution.
 
Tuition and fees paid to private and out-of-state institutions may not exceed the maximum amount described in the next section unless the VR counselor justifies, and the VR supervisor approves exceptions to the limitations for tuition and fees. For customers who are eligible for Social Security Insurance (SSI)/Social Security Disability Insurance (SSDI) because of a disability, refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

For approval requirements, refer to C-408-3: Content of an IPE for Training at a College or University and D-206-3: Out-of-State Purchases.

Maximum Amounts for a Private or Out-of-State Training Institution

To calculate the amount that VR may pay toward the cost of the customer's tuition and required fees at a private or out-of-state college,  university, and training institution, the VR counselor uses the following procedure:

1.    Multiply the number of credit hours the customer is taking per semester or grading period by the maximum payment amount listed in: 

•    C-409-3: Private or Out-of-State Training Institutions: Two-Year College;
•    C-409-4: Private or Out-of-State Training Institutions: Four-Year College or University;
•    C-409-5: Private or Out-of-State Training Institutions;; or
•    C-409-6: Private or Out-of-State Health-Related Institutions.

Note: This is the maximum amount that VR may pay toward the cost of the customer's tuition and required fees at a private or out-of-state college, university, and training institution. 

2.    Next, calculate the amount of tuition and required fees and deduct the Pell Grant amount and the amount of needs-based financial aid that does not require repayment. From this amount, if the customer is over the basic living requirement (BLR), deduct BLR. 

3.    If the amount in number two is less than the maximum that VR may pay in number one, VR issues the service authorization (SA) for the amount determined in number two.

4.    If the amount in number two is more than the maximum that VR may pay in number one, VR issues the SA for the maximum amount determined in number one.

5.    If the amount in number two is zero, VR does not issue an SA.

6.    Finally, staff must provide to the customer in writing the amount that VR will pay and the amount that is still owed to the institution. The  VR3405, Tuition Payment Calculation Worksheet for Private or Out-of-State Training may be used to calculate the amount that VR may pay toward the cost of the customer's tuition and required fees.

C-409-3: Private or Out-of-State Training Institutions: Two-Year College

VR staff verifies that the private or out-of-state training institution is an established two-year college by finding its classification on the College for all Texans—Institutions of Higher Education website. Staff must verify private or out-of-state institutions by finding the school’s classification through the school’s website.

Exceptions to the limitations for tuition and fees require justification and approval by the VR Supervisor. For additional information, refer to D-200: Purchasing Goods and Services. For customers who are eligible for SSI/SSDI because of a disability, refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

As of July 2023, VR pays the maximum rate of $133 per semester hour, which includes the amount of tuition and fees at a two-year private or out-of-state college.

VR pays a maximum of $3,990 per year for certificate training at a two-year college that is not on a semester hour schedule. (The maximum amount for a college or university certificate program is based on established tuition and fee rates for enrollment in 15 credit hours for both the fall and spring semesters.)

These rates are based on one standard deviation above the average 2023-2024 college costs of tuition and fees found on the College for All Texans—Institutions of Higher Education website. VR reviews these rates annually in July.

Service Records for Training at a Two-Year College

The following ReHabWorks (RHW) specifications must be used when creating service records for training services:

•    Level 1—Training—College and University [86000]
•    Level 2—Training—Two-Year Community College [86000-11143]
•    Level 3—Training—Two-Year Community College
•    Level 4—Tuition and fees

C-409-4: Private or Out-of-State Training Institutions: Four-Year College or University

VR staff verifies that the private or out-of-state training institution is an established four-year college or university by finding its classification on the College for all Texans—Institutions of Higher Education website. Staff must verify private or out-of-state institutions by finding the school’s classification through the school’s website.

As of July 2023, VR pays the maximum amount of $398 per semester hour, which includes the amount of tuition and fees at a four-year private or out-of-state university.

Exceptions to the limitations for tuition and fees require justification and approval by the VR Supervisor. For additional information refer to D-200: Purchasing Goods and Services. For customers who are eligible for SSI/SSDI because of a disability refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

VR pays a maximum of $11,940 per year for certificate training at a four-year college or university that is not on a semester hour schedule. (The maximum amount for certificate programs through a college or university is based on established tuition and fee rates for enrollment in 15 credit hours for both the fall and spring semesters.)

These rates are based on one standard deviation above the average 2023-2024 college costs of tuition and fees found on the College for All Texans—Institutions of Higher Education website. VR reviews these rates annually in July.

Service Records for Training at a Four-Year College or University

The following RHW specifications must be used when creating service records for training services:

•    Level 1—Training—College and University [86000]
•    Level 2—Training—Four-Year College or University [86000-11136]
•    Level 3—Training—University—Four-Year Program
•    Level 4—Tuition and required fees
•    Level 3—Training - University - Graduate Program
•    Level 4—Tuition and fees

C-409-5: Private or Out-of-State Training Institutions: Technical and StateCollege

VR staff verifies that the private or out-of-state training institution is an established technical or state college by finding its classification on the College for all Texans— Institutions of Higher Education website. Staff must verify private or out-of-state institutions by finding the school’s classification through the school’s website.

Exceptions to the limitations for tuition and fees require justification and approval by the VR Supervisor. For additional information, refer to D-200: Purchasing Goods and Services. For customers who are eligible for SSI/SSDI because of a disability, refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

As of July 2023, VR pays the maximum amount of $123 per semester hour for training at a state college and $240 per semester hour for training at a technical college, which includes the amount of tuition and fees at a private or out-of-state technical or state college.

VR pays a maximum of $3,690 per year for certificate training at a state college that is not on a semester hour schedule and $7,200 per year for certificate training at a technical college that is not on a semester hour schedule. (The maximum amount for a college or university certificate program is based on established tuition and fee rates for enrollment in 15 credit hours for both the fall and spring semesters.)

These rates are based on one standard deviation above the average 2023-2024 college costs of tuition and fees found on the College for All Texans website. VR reviews these rates annually in July.

Service Records for Training at a Private or Out-of-State Technical  or State College

The following RHW specifications must be used when creating service records for training services:

•    Level 1—Training—College and University [86000]
•    Level 2—Training—Technical and State College [86000-11153]
•    Level 3—Training—Technical and State College
•    Level 4—Tuition and fees

C-409-6: Private or Out-of-State Health-Related Institutions

VR staff verifies that the private or out-of-state training institution is an established health-related institution by finding its classification on the College for all Texans—Institutions of Higher Education website. Staff must verify private or out-of-state institutions by finding the school’s classification through the school’s website.

Exceptions to the limitations for tuition and fees require justification and approval by the VR Supervisor. For additional information, refer to D-200: Purchasing Goods and Services. For customers who are eligible for SSI/SSDI because of a disability, refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

As of July 2023, VR pays the maximum amount of $438 per semester hour, which includes the amount of tuition and fees at a private or out-of-state health-related institution.

VR pays a maximum of $13,140 per year for certificate training at a private or out-of-state health-related institution that is not on a semester hour schedule. (The maximum amount for a college or university certificate program is based on established tuition and fee rates for customers enrolled in 15 credit hours for both the fall and spring semesters.)

These rates are based on one standard deviation above the average 2023-2024 college costs of tuition and fees found on the College for All Texans—Institutions of Higher Education website. VR reviews these rates annually in July.

Service Records for Training at a Public Health-Related Institution

The following RHW specifications should be used when creating service records for training services:
•    Level 1—Training—College and University [86000]
•    Level 2—Training—Public Health-Related Institutions [86000-11129]
•    Level 3—Training—Health-Related Four-Year Program
•    Level 3—Training—Health-Related Graduate Program
•    Level 4—Tuition and required fees
•    Level 4—Tuition and fees

C-409-7: Purchasing Dual Credit Courses

Customers taking dual credit courses at a college or university must meet the same requirements established for classroom courses at that institution. For policies and procedures on purchasing dual credit courses, refer to C-1305-14: Dual Credit Courses.

C-409-8: Graduate and other Post-University Training

When a customer attends graduate and/or other post-university training, VR staff verifies the institution’s classification on the College for all Texans—Institutions of Higher Education website. Staff must verify private or out-of-state institutions by finding the school’s classification through the school’s website.

Public Texas training institutions are exempt from the maximum rate limitation. VR may pay for the entirety of tuition and required fees at public Texas institutions for eligible customers.

The maximum amounts VR pays to a private or out-of-state graduate or other post-university training institution are determined based on the type of institution the customer is attending. For maximum amounts, refer to C-409-4: Private or Out-of-State Training Institutions: Four-Year College or University or C-409-6: Private or Out-of-State Health-Related Institutions.

Exceptions to the limitations for tuition and fees require justification and approval by the VR Supervisor. For additional information, refer to D-200: Purchasing Goods and Services. For customers who are eligible for SSI/SSDI because of a disability refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.
 

Career and technical or certified schools (proprietary institutions), including correspondence and internet courses, must:

• have been reviewed by the appropriate licensing entity;
• offer approved curricula; and
• hold a license to operate a career school or college.

Proprietary schools must be licensed or certified by TWC or another regulatory agency such as the Texas Department of Licensing and Regulation. To find a list of TWC licensed schools, go to https://apps.twc.texas.gov/CSC/directory/search.do. To find a list of certified schools, go to the Eligible Training Provider System.

TWC can grant exemptions from licensing under TEC Chapter 132, which governs career schools and colleges. For instructions on the exemption process, see C-413: Training by Paid Instructor or Exempt Schools.

C-411-1: Assessment for Training at a Proprietary Institution

Customers must meet the minimum standards for acceptance to a proprietary institution that is sponsored by VR and included in the customer's IPE.

Before completing the IPE, the VR counselor assesses the customer's potential to benefit from and successfully complete training. The assessment includes a review of the customer's:

• previous academic achievements (grades, degrees, and certificates);
• existing or new cognitive evaluations;
• ability to manage the related time demands;
• need for assistive technology or accommodations in a training environment; and
• need for non-VR supports for participation.

For more information about completing the comprehensive assessment, refer to VRSM B-400: Completing the Comprehensive Assessment.

Out-of-State Proprietary Institutions

Out-of-state proprietary institutions that provide training to a customer must meet all the following criteria:

• The institution must be legally authorized by the state of its physical location to offer postsecondary education and award degrees.
• The institution must be accredited by a regional or national accrediting organization recognized by the US Secretary of Education under the Higher Education Act of 1965 (20 USC §1001 et seq.).
• The institution must offer in Texas only postsecondary distance or correspondence programs of instruction. (That is, there is no physical location in Texas.)

If the institution meets the criteria listed above, it must take the actions listed on the TWC Out-of-State Distance Education Institutions page under the "TWC Requirements You Must Meet" section.

If the institution does not meet all the criteria, an explanation of both TWC's licensing and exemption processes is contained on the TWC Career Schools and Colleges Resources page. Follow the Apply for a certificate of approval link for more information.

Tuition and fees rates paid by VR cannot exceed maximum payment rates; when training is obtained in another state, payment is governed by the policies and procedures outlined in C-412: Maximum Payment for Training at a Propriety Institution.

Customers that are SSI/SSDI recipients are exempt from limitations and required participation in the cost of training services. Refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients.

When a customer chooses to attend a private or an out-of-state proprietary school, even though a comparable training institution is available in Texas, refer to C-409-5: Private or Out-of-State Training at a College or University for documentation and payment procedure requirements.

C-411-2: Content of an IPE for Training at a Proprietary Institution

In addition to the requirement identified in VRSM B-500: Individualized Plan for Employment and Post-Employment, an IPE that includes training services must also include:

• an employment goal that is directly associated with the sponsored training;
• the definition of "satisfactory progress";
• the hours required for each semester or grading period;
• statements of specific customer and VR responsibilities; and
• a statement about the requirement to apply available federal financial aid (for example, the Pell Grant and other funding that does not require repayment) to the cost of training before VR funds are authorized.

The IPE must be written for the entire length of the agreed-upon training at the institution and can be amended throughout the life of the case.

Satisfactory Attendance and Progress

Customers attending a proprietary institution must meet the institution's requirements for attendance, progress, and grades for each grading period.

For more information on requirements, refer to C-407-3: Satisfactory Training Progress.

C-411-3: Required Time Frames of Proprietary Institutions

When a student is enrolled full time, VR sponsorship of training through a proprietary institution must be completed within the time frames established by the institution for full-time enrollment.

Training that exceeds time frames for completion requires approval from a VR Supervisor before further training will be sponsored with VR funds.

Prorated Time Frames

When a customer has spent time in a training at a proprietary institution before VR sponsorship, the VR counselor must consider the credits already earned that apply to the current curriculum and adjust the required timeframes for completion of the approved program. The required timeframes for completion are then based on full-time enrollment, unless the full-time enrollment requirement is justified in a case note and approved. The VR counselor documents the justification for the prorated time frame in a case note in ReHabWorks (RHW) and includes the agreed-upon time frame in the customer's IPE or IPE amendment.

Training by a paid instructor or school exempt from the TWC licensing requirement to meet a customer's individualized needs can be purchased with VR funds. For assessment considerations, content of an IPE, and required time frames, refer to C-411: Training from Career and Technical or Certified Schools (Proprietary Institutions).

C-413-1: Legal Authorization

TEC §132.002(b) states:

"Schools offering a course or courses of special study or instruction financed or subsidized by local, state, or federal funds or by any person, firm, association, or agency other than the student involved, on a contract basis and having a closed enrollment, may apply to the commission [TWC] for exemption of such course or courses from this chapter [TEC—Chapter 132] and such course or courses may be declared exempt by the commission where the commission finds the course or courses to be outside the purview of this chapter."

C-413-2: Arranging for a Paid Instructor or Exempt School

The VR counselor arranges for paid instructor training so that a customer has a chance to learn a specific work skill from a qualified individual. This training can be:

• customized to the customer's needs (for example, one-on-one);
• offered in a small-group setting; or
• through a school that has a TEC §132.002(b) exemption (see "Out of State Proprietary Institutions" in section C-411-1).

Instructor Qualifications

The trainer and the course must be:

• approved by TWC; or
• specifically exempted in writing by TWC, based on TEC §132.002(b).

Per TWC regulation, all vocational training providers that charge a fee, including individuals that provide training, are defined as "schools."

Requests for approval to use a school that has the TEC §132.002(b) exemption require:

• consultation with the State Office Program Specialist for Re-Entry, Work Experience and Proprietary Schools; and
• approval from the Regional Director or Deputy Regional Director.

This approval is granted individually for the course and is not a blanket approval for an unlicensed school.

Fees

When training is obtained through a paid instructor, tuition and fees rates paid by VR must not exceed payment rates that are governed by the policies and procedures outlined in C-412: Maximum Payment for Training at a Proprietary Institution.

VR may purchase required textbooks and course-related supplies if they are not already included in the cost of tuition and fees. VR pays the entire amount for required books and supplies. 

VR must consider the most cost-effective option when purchasing textbooks and supplies.

Options for purchasing textbooks include traditional hardcopy textbooks (new or used) and other formats of textbooks, such as audiobooks, electronic books, and/or e-books.

For additional purchasing information, refer to VRSM D-200: Purchasing Goods and Services. For customers who are eligible for SSI/SSDI because of a disability, refer to C-406-2: Supplemental Security Income and Social Security Disability Income Recipients. 

Tools and equipment that are required for training but will be kept and used by the customer for employment after completing training are purchased according to the processes and procedures in VRSM C-1407: Tools and Equipment.

C-415-1: Service Authorization

The SA for textbooks or supplies must be itemized with the description of the quoted amount.

C-415-2: Reselling Textbooks

If a hardcopy of a textbook is purchased but is not needed for a class, for reference, or for the customer's major or minor field of study, the customer can sell the textbook back to the bookstore. When a textbook is sold back to the bookstore, the customer must provide to the VR counselor a copy of the receipt of sale, which is kept in the case file. The amount that was received from the sale of the book must be applied to the cost of books next semester. The amount on the receipt for that textbook is subtracted from the amount needed for the following semester's required textbooks.

If textbooks are sold back to the bookstore and the customer will no longer be participating in training the following semester, the funds, along with the receipt of sale, must be returned to the VR office.

Supplemental specialized academic support services may be needed to support the customer's success in approved training programs. The intent of these services is to provide specialized services focused on specific disabilities to meet the customer's academic needs. The services must be provided by the college or university that the customer is currently attending. The VR counselor must provide a Service Justification case note to justify the vocational need for the specialized support service.

To find out whether a supplemental specialized academic support service is under contract, VR staff consults with the appropriate State Office Program Specialist before completing an SA.

The following RHW specifications should be used when creating service records for non-contracted supplemental specialized academic support services at a two-year community college or university:

Level 1 - Training, College and University [86000]

Level 2 - Training – Two-Year Community College [86000-11143]

or

Level 2 - Training – Four-Year College or University [86000-11136]

Level 3 - Support Services or Specialized Tutoring

Work Readiness Services prepare customers to find work and stay employed by learning and adjusting to the daily workplace routine. The goal is to help customers develop competencies and strategies to succeed in a competitive, integrated workplace. These services allow a customer to achieve an individualized level of work readiness related to disability issues, interpersonal skills training, daily living skills, and issues that interfere with his or her participation in obtaining or maintaining employment. The purpose of Work Readiness Services is to help the customer develop the competencies and essential skills that are necessary to function successfully on the job and in the community. Work Readiness Services benefit customers who have never worked, who have been unemployed for a long time, or who have a sporadic work history.

Work Readiness Services are designed to:

• meet the unique needs of each customer;
• help resolve or manage vocational impediments; and
• increase the customer's self-sufficiency.

Work Readiness Services may be purchased when a customer needs more assistance than VR staff members can provide directly. The services help the customer develop specific skills or complete specific tasks before he or she begins the job search.

Work Readiness Services are suitable for both Pre-Employment Transition Services customers and Basic VR customers. The provider obtains the parent or legal guardian’s signature when a customer is under the age of 18.

When the customer’s referral form indicates the services can be provided remotely, refer to the VR Standards for Providers (VR-SFP) 3.4.8 Remote Service Delivery for requirements. The service descriptions below will indicate when remote service delivery is allowed.

The premiums may be available for some Work Readiness Services. Premiums are paid after all deliverables for the service have been achieved. For more information about premiums, refer to the VR Standards for Providers (VR-SFP), Chapter 20: Premiums.

C-419-1: Personal Social Adjustment Training

Personal Social Adjustment Training (PSAT) is designed to teach skills related to acceptable work behaviors and to improve interpersonal skills that inhibit the customer's abilities to successfully obtain and maintain competitive integrated employment. PSAT can be used to reinforce behaviors and skills that the customer previously failed to master. Before PSAT is provided to a customer, a Personal Adjustment Evaluation is completed to identify the goals to be addressed in the PSAT.

This service can be provided remotely when the VR counselor has indicated approval of remote service delivery on the VR3121, Referral for Personal Social Adjustment Training and Work Adjustment Training. For information, refer to VR-SFP 3.4.8 Remote Service Delivery. 

For additional information, refer to VR-SFP Chapter 13: Work Readiness Services, 13.3 Personal Social Adjustment Training Evaluation and 13.4 Personal Social Adjustment Training.

The VR counselor must sign VR3137B, Personal Social Adjustment and Work Adjustment Training Plan, indicating agreement with PSAT goals, objectives, and training hours before training is provided after the evaluation or before additional monthly hours are authorized with a service authorization. For information on acceptable signatures refer to VR-SFP sections 3.2.14 Documentation and 3.2.16 Signatures.

PSAT Procedures

The VR counselor completes the VR3121, Referral for Personal Social Adjustment Training or Work Adjustment Training, entirely, records areas that the VR counselor wants evaluated, and attaches all information as instructed on the form. The VR counselor indicates when the services can be provided remotely, in a setting where the trainer and student are in the same location, or a combination of both. The attached information provides background information necessary for the provider to effectively work with the customer.

After the personal adjustment trainer completes the VR3137A, Personal Social Adjustment Training and Work Adjustment Training Evaluation, the trainer completes VR3137B, Personal Social Adjustment and Work Adjustment Training Plan, getting feedback from the VR counselor and the customer to identify measurable goals and objectives.

Planning meetings related to the training plan between customer, provider, customer’s circle of supports, and VR staff may be conducted remotely.  For information, refer to VR-SFP 3.4.8 Remote Service Delivery.

Before a PSAT service is provided, the VR counselor must sign the VR3137B, approving the goals, objectives, and training time. A service authorization for the PSAT is issued after the VR counselor approves the VR3137B. The number of hours of PSAT are authorized for each week monthly.

The VR counselor reviews the VR3137B at least monthly, signing approval of the goals and objectives before a service authorization is issued for the additional hours.

The VR counselor must approve VR3138, Personal Social Adjustment Training and Work Adjustment Training Report, before payment of the invoice.

C-419-2: Work Adjustment Training

Work Adjustment Training (WAT) is designed to improve work behaviors and enhance interpersonal skills of the customer while he or she performs competitive integrated employment in a structured environment. WAT cannot be provided remotely. Before WAT is provided to a customer, a WAT evaluation is completed to identify the customer's goals that will be addressed in the WAT.

WAT is for customers who have:

• never worked before;
• had sporadic work histories;
• not worked in a long time; and/or
• behavioral and/or attitudinal issues such as communication with employers, customers, and coworkers; work attire; hygiene; and dress code for the work environment that require remediation before the customer is likely to find and keep employment.

For WAT evaluation, refer to VR-SFP Chapter 13: Work Readiness Services, 13.5.3 Outcomes Required for Payment. For WAT, refer to 13.6.3 Outcomes Required for Payment. For PSAT fees, refer to 13.18 Work Readiness Services Fee Schedule.

WAT staff qualifications are at VR-SFP 13.2.2 Work Adjustment General Staff Qualifications.

WAT must be provided in a work setting where the work performed by the customer produces compensation for both the provider's business and the customer. The customer must be paid at least minimum wage for all hours worked.

The VR counselor signs VR3137B, Personal Social Adjustment and Work Adjustment Training Plan, indicating agreement with WAT goals, objectives, and training hours before training is provided after the evaluation or additional monthly hours being authorized with a service authorization.

WAT Procedures

A VR staff member completes VR3121, Referral for Personal Social Adjustment Training or Work Adjustment Training entirely, recording the areas that the VR counselor wants evaluated, and attaches all information as indicated on the form. The attached information provides background information necessary for the provider to work effectively with the customer.

After the work adjustment trainer completes the evaluation, he or she completes VR3137B, Personal Social Adjustment Training (PSAT) and Work Adjustment Training (WAT) Training Plan, using feedback from the VR counselor and the customer to identify measurable goals and objectives. Before a WAT service is provided, the VR counselor signs the VR3137B, approving the goals, objectives, and training time. For information on acceptable signatures refer to VR-SFP sections 3.2.14 Documentation and 3.2.16 Signatures.

Planning meetings related to the training plan between the customer, provider, customer’s circle of supports, and VR staff may be conducted remotely. For more information, refer to VR-SFP 3.4.8 Remote Service Delivery.

A service authorization for WAT is issued after the VR counselor approves the VR3137B. The number of hours of WAT for each week are authorized monthly. The VR counselor reviews VR3137B at least monthly, approving by signature the customer's goals and objectives before a service authorization is issued for the additional hours.

The VR counselor must approve VR3138, Personal Social Adjustment Training PSAT) and Work Adjustment (WAT) Training Report before paying the invoice.

C-419-3: Vocational Adjustment Training

Vocational Adjustment Training (VAT) includes structured classes that help a customer learn and adjust to the daily workplace routine and to address or to manage vocational impediments. VAT allows a customer to develop the competencies and essential skills necessary to function successfully on the job and in the community. There are 9 different curriculums offered in VAT.

Some VAT services may be provided remotely when the VR counselor has indicated approval of remote service delivery on the VR5000, Referral for Provider Services. For more information, refer to VR-SFP 3.4.8 Remote Service Delivery. The service definition in the VR-SFP must allow for remote service delivery.

Below is the title and brief description of the service.

• Exploring the "You" in Work—assists the customer in understanding his or her own work personalities, interests, values, and transferable skills.
• Soft Skills for Work Success—focuses on developing essential skills related to effective communication, problem solving, work habits, and work ethics.
• Soft Skills to Pay the Bills–Mastering Soft Skills for Workplace Success—is a curriculum for youth that focuses on communication, enthusiasm and attitude, teamwork, networking, problem solving and critical thinking, and professionalism.
• Entering the World of Work—focuses on skills related to workplace expectations, rules, and laws.
• Preparing for a Job Search—is only for youth and focuses on developing skills essential to preparing for the job search.
• Disability Disclosure Training—assists the customer in making informed decisions about disclosing his or her disability.
• Money Smart: A Financial Education Training—focuses on skills related to money management and finances.
• Public Transportation Training—teaches skills related to using public transportation.
• VAT Specialized—services include both evaluation and training of the customer. It an individualized goal-driven service that teaches skills to overcome or manage impediments to employment. This service is purchased for a customer only when another structured VAT must not meet the customer's needs.
• Exploring Postsecondary Education and Training—assists the customer to understand and explore post-secondary education and training.

The Deaf Premium and Blind Premium are available for all Vocational Adjustment Services. The Deaf Premium does not include VAT-Specialized, for information go to VR-SFP 20.5 Deaf Service Premium. The Mileage Premium is available for all Vocational Adjustment Services; for information go to VR-SFP 20.6 Mileage Premium. Service Authorizations for premiums are issued at the same time the service authorization for the base services is issued.

The links below will take you to the service definition, process and procedures, and outcomes required for payment and fee for each of the VAT services.

• VR-SFP 13.7 VAT Explore the "You" in Work
• VR-SFP 13.8 VAT Skills to Pay the Bills—Mastering Soft Skills for Workplace Success
• VR-SFP 13.9 VAT Soft Skills for Work Success
• VR-SFP 13.10 VAT Entering the World of Work
• VR-SFP 13.11 VAT Job Search Training—for Pre-Employment Transitional Services Customers Only
• VR-SFP 13.12 VAT Disability Disclosure Training
• VR-SFP 13.13 VAT Money Smart—A Financial Education Training
• VR-SFP13.14 VAT Public Transportation Training
• VR-SFP 13.15 VAT Specialized Evaluation
• VR-SFP 13.16 Vocational Adjustment Training Specialized
• VR-SFP 13.17 VAT Exploring Postsecondary Education and Training

In addition to VR Standards for Providers contractors, Transition Educator providers and Nontraditional providers may provide VAT services. Refer to VRSM C-1005: Non-Contracted Providers for information about the requirements of Nontraditional providers and Transition Educator providers.

For VAT-Specialized Evaluation and VAT-Specialized, the VR counselor signs the VR3135B, Vocational Training Specialized Training Plan, indicating agreement with the VAT goals, objectives, and training hours before training is provided after the evaluation or before additional monthly hours are authorized with a service authorization. Planning meetings related to the training plan between customer, provider, customer’s circle of supports and VR-Staff may be conducted remotely.  For more information, refer to VR-SFP 3.4.8 Remote Service Delivery.

For information on acceptable signatures refer to VR-SFP sections 3.2.14 Documentation and 3.2.16 Signatures.

The VAT staff qualifications can be found at VR-SFP 13.2.3 Vocational Adjustment Trainer Staff Qualifications.

VAT services may not be purchased more than once for a customer without management approval. If it is necessary to purchase a VAT service more than once, a VR3472, Contracted Service Modification Request, must be completed and approved by the director of VR.

Transition Educators and Nontraditional Providers Fees

Transition Educator providers and Nontraditional providers may provide VAT services. Transition Educator providers and Nontraditional providers must provide the services as outlined in the VR Standards for Providers and in the service authorization. Refer to C-1005: Non-Contracted Providers for information about the requirements of Nontraditional providers and Transition Educator providers.

Fee Chart for Nontraditional Providers

Fee Chart for Transition Educator Providers

VAT Procedures

VR staff completes VR5000, Referral for VR Services, in its entirety, noting the areas that the VR counselor wants emphasized in the training, and attaches all information as indicated on the form. The VR counselor indicates when the services can be provided remotely, in a setting where the trainer and student are in the same location, or a combination of both. A service authorization for the service and any associated premiums is issued. The attached information provides background information necessary for the provider to work effectively with the customer.

After the Vocational Adjustment trainer completes the training service with the customer, he or she completes the form associated with that VAT service and submits it with an invoice. The VR counselor approves the VAT form required for the specific VAT service and ensures that all required outcomes for payment have been achieved before payment of the invoice.

The service provider is required to maintain attendance records, curricula, lesson plans, and other documentation as required in the contract and in the VR Standards for Providers, and must produce those materials for TWC staff upon request.

For information about the process for using Transition Educator providers or Nontraditional providers, including how to prepare and set up the providers in ReHabWorks, refer to VRSM C-1005: Non-Contracted Providers.

C-419-4: JobTIPS Student Online Program

JobTIPS Student is an online program that offers real-world examples as well as assistance to help teens and adults transition to the workplace. The VR counselor may purchase JobTIPS Student to support the customer in the job search.

The JobTIPS Student online program:

• includes videos and pictures demonstrating what to do and what not to do in a variety of situations; the videos and pictures support the program content;
• contains printable materials, including worksheets, cue cards, summaries, visual schedules, graphic organizers, and assessments that facilitate practice opportunities to master and generalize important job-related skills;
• instructs the student as to the steps to take and provides the rationale behind each behavioral and social exchange to help the customer learn to understand another individual's perspective and thereby understand the reasons for the thoughts and actions of others;
• uses step-by-step instructions and extensive visual and interactive supports to break down employment situations into specific actions and behaviors; and
• provides learning resources, guided exercises, graphic organizers, role-playing scenario cards, video tutorials, and visual prompts to help students with any learning style.

JobTIPS Student online program core sections include the following:

• Determining Interest: provides an opportunity to explore interests by examining the types of social and environmental demands associated with certain jobs by taking an interest quiz and by reading job descriptions.
• Finding a Job: guides the customer through the process of finding a job, from networking to conducting internet searches and navigating job fairs.
• Getting the Job: provides detailed instructions on how to obtain references and how to complete résumés, cover letters, applications, and how to prepare for the interview process.
• Keeping the Job: guides the customer through the demands associated with keeping a job, such as how to appropriately communicate, socialize, and cope in the work environment.

VR may purchase a license for a customer to access JobTIPS Student online programs.

Work Experience services include Work Experience Placement and Work Experience Training. These services allow a customer to be placed within a business or organization in the community to complete a short-term (12 weeks or fewer), part-time work experience to learn skills that are transferable to future long-term competitive integrated employment. Work Experience Services can be used with students and youth with disabilities, adults, and in trial work. A customer's work experience can be in a volunteer position, internship, or temporary short-term employment in which wages are paid by the employer or purchased by Vocational Rehabilitation (VR) via Wage Services.

Work Experience Services can be purchased for customers:

• with limited or no work history;
• who need to gain experience related to the vocational training or degree they have completed; and/or
• with acquired vocational barriers that limit their capacity to continue to work in a field in which they were previously employed.

A customer must have unexpired employment authorization documents to participate in a short-term paid-work setting. For more information, see VRSM B-204-2: Customer Identification and Authorization for Employment.

For details on how Work Experience Services can benefit a customer, refer to VR-SFP Chapter 14: Work Experience Services.

When a single work experience must exceed 12 weeks to meet the customer's individualized needs, the VR counselor must document the reason for the extension in a case note and obtain approval from the VR Supervisor. The case note must include the goals to be achieved and the number of additional weeks that are needed to meet the customer's needs. The VR Supervisor must document the required approval in a case note in ReHabWorks (RHW).

The following premiums are available for Work Experience Services. Refer to the links below for additional information:

• VR-SFP 20.11 Blind Premium
• VR-SFP 20.10 Brain Injury Premium
• VR-SFP 20.6 Mileage Premium

Service authorizations for premiums must be issued at the time the service authorization for the base service is issued

C-421-1: Legal Authorization

34 CFR §361.42(e)(2) Assessment for determining eligibility and priority for services

"(e) Trial work experiences for individuals with significant disabilities. (1) Prior to any determination that an individual with a disability is unable to benefit from vocational rehabilitation services in terms of an employment outcome because of the severity of that individual's disability or that the individual is ineligible for vocational rehabilitation services, the designated State unit must conduct an exploration of the individual's abilities, capabilities, and capacity to perform in realistic work situations.

(2)(i) The designated State unit must develop a written plan to assess periodically the individual's abilities, capabilities, and capacity to perform in competitive integrated work situations through the use of trial work experiences, which must be provided in competitive integrated employment settings to the maximum extent possible, consistent with the informed choice and rehabilitation needs of the individual.

(ii) Trial work experiences include supported employment, on-the-job training, and other experiences using realistic integrated work settings.

(iii) Trial work experiences must be of sufficient variety and over a sufficient period of time for the designated State unit to determine that—

(A) There is sufficient evidence to conclude that the individual can benefit from the provision of vocational rehabilitation services in terms of an employment outcome; or

(B) There is clear and convincing evidence that due to the severity of the individual's disability, the individual is incapable of benefitting from the provision of vocational rehabilitation services in terms of an employment outcome; and

(iv) The designated State unit must provide appropriate supports, including, but not limited to, assistive technology devices and services and personal assistance services, to accommodate the rehabilitation needs of the individual during the trial work experiences."

C-421-2: Work Experience Referral

Before referring a customer for Work Experience Services, the customer's individualized plan for employment (IPE), trial work plan (TWP), or IPE amendment must include Work Experience Services as a service. For more information, refer to VRSM B-310: Trial Work Services, B-400: Completing the Comprehensive Assessment, and B-500: Individualized Plan for Employment and Post-Employment. Students with disabilities who are potentially eligible can also participate in Work Experience Services when a service justification is completed.

To initiate Work Experience Placement Services with a provider, the VR counselor completes VR1600, Work Experience Referral. The referral must identify the date, time, and location for the work experience planning meeting.

To initiate Work Experience Training with a provider, the VR counselor completes the VR1600, Work Experience Referral indicating the goals to be addressed by the Work Experience Trainer.

When a customer will receive both Work Experience Placement and Work Experience Training, only one VR1600, Work Experience Referral is necessary.

The VR counselor must complete all sections of the VR1600, leaving no blanks. The VR counselor indicates when Work Experience Placement can be provided remotely, in a setting where the trainer and student are in the same location, or a combination of both.

C-421-3: Work Experience Placement

VR counselors can purchase Work Experience Placement from a contracted provider when a customer needs to gain work experience in realistic work environments involving work that is consistent with the customer's strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice. The Work Experience Placement specialist helps the customer to locate and obtain a work experience site that meets the criteria determined and documented on the VR1601, Work Experience Plan and Placement Report.

Planning meetings related to the training plan between the customer, provider, customer’s circle of supports, and VR staff may be conducted remotely. For more information, refer to VR-SFP 3.4.8 Remote Service Delivery.

Wage services can be purchased simultaneously with Work Experience Placement when a VR counselor wants to sponsor the payment of the customer's gross wage, worker compensation insurance and associated costs.  See VRSM C-1408: Wage Services for Work Experience through WorkQuest, for additional information.

See VR-SFP Chapter 14: Work Experience Services for more information on staff qualifications, service definition, process and procedure, and outcomes required for payment and fees.

Any request to change a Work Experience Service Description, Process and Procedure, or Outcomes Required for Payment must be documented and approved by the VR Director using the VR3472, Contracted Service Modification Request, before the change is implemented.

Summer Earn and Learn (SEAL) placements are not purchased as a Work Experience Placement service as described in VR-SFP Chapter 14: Work Experience Services.  For more information, refer to VRSM C-1306-1: Summer Earn and Learn.

The VR counselor:

• completes VR1600, Work Experience Referral, leaving no blanks, and attaching, as applicable, medical or psychological reports, case notes, vocational testing, or employment data collected by VR staff that will assist the provider in working with the customer;
• will indicate on the VR1600, Work Experience Referral, when the services can be provided remotely, in a setting where the trainer and student are in the same location, or a combination of both;
• through discussion with the Work Experience specialist and the customer, completes VR1601, Work Experience Plan and Placement Report, electronically at the Work Experience Placement meeting;
• prints VR1601, Work Experience Plan and Placement Report, for required signatures from the VR counselor, Work Experience specialist, and the customer;
• ensures VR staff sends the service authorization and electronically fillable forms to the Work Experience specialist so the forms can be completed, with the information about the placement obtained for the customer;
• monitors the customer's progress;
• provides any needed instruction or intervention necessary to foster the customer's success;
• reviews and approves VR1601, Work Experience Plan and Placement Report, ensuring that all outcomes required for payment are achieved and that the staff qualifications were held by the individual providing the service to the customer; and
• ensures that the invoice is paid.

Work Experience Placement services can be purchased without purchasing Work Experience Training.

VR will not pay any provider for Job Placement Services, including Supported Employment services, if a customer is hired into permanent employment by the work site during or after any Work Experience. Job Skills Training can be purchased when the customer begins a permanent employment placement, if necessary.

Nontraditional providers and Transition Educator providers can be used when all requirements outlined in VRSM C-1005: Noncontracted Providers have been met.

When working with nontraditional providers and Transition Educator providers, the VR-SFP sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 14: Work Experience Services, and section 14.3 Work Experience Placement must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 14 do not apply. The nontraditional provider and transition educator provider fee are listed below.

Fee Chart for Nontraditional Providers and Transition Educator Providers

C-421-4: Work Experience Training

VR counselors can purchase Work Experience Training services provided by a Work Experience trainer when a customer needs:

• monitoring to ensure the customer is meeting the work site expectations and has the supports and accommodations necessary to be successful; and/or
• more training and support than is occurring at the work experience site.

Work Experience Training may be purchased without the purchase of Work Experience Placement.

The counselor, customer, provider, and the employer are all be involved in the decision to allow remote Work Experience Training at a worksite. The employer must agree to allow use of the technology, internet and/or devices to be used by the customer at the work experience site. The use of the technology, internet and/or devices should not exclude or stigmatize the customer. Remote Work Experience Training must be supplemented with in person Work Experience Training away from the job site.

See VR-SFP Chapter 14: Work Experience Services for more information, including staff qualifications, service definition, process and procedures, and outcomes required for payment and fees.

Work Experience Training can be purchased to support the customers in the Summer Earn and Learn program and customers who are placed in a Work Experience program arranged by VR staff or other external entities.

The VR counselor:

• completes VR1600, Work Experience Referral leaving no blanks and attaching, as applicable, medical or psychological reports, case notes, vocational testing, or employment data collected by VR staff that will assist the provider in working with the customer;
• ensures VR1600 or service authorization comments indicate whether the training can be done as a combination of remote and in-person training for a customer, or if the training should all be done in person;
• ensures that VR staff sends the service authorization to the provider;
• monitors the customer's progress with the customer, Work Experience Specialist and with the SEAL provider or business, as applicable;
• provides any needed instruction or intervention necessary to foster the customer's success;
• reviews and approves VR1604, Work Experience Training Report, ensuring that all outcomes required for payment are achieved and that the staff qualification were held by the individual providing the service to the customer; and
• ensures that the invoice is paid.

Transition Educator providers and Nontraditional providers may provide Work Experience Training services. Transition Educator and Nontraditional providers are required to provide the services as outlined in the VR Standards for Providers and in the service authorization.

Nontraditional providers and Transition Educator providers can be used when all requirements outlined in VRSM C-1005: Noncontracted Providers have been met.

When working with nontraditional providers and transition educator providers, the VR-SFP sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 14, 14.4 Work Experience Training must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 14 do not apply. The nontraditional provider and transition educator provider fees are listed below.

Fee Chart for Nontraditional Providers

Fee Chart for Transition Educator Providers

C-421-5: Creating a Service Record for Work Experience in ReHabWorks

A service record must be created in ReHabWorks with the following specifications for Work Experience Services. See VR-SFP Chapter 14: Work Experience Services.  Service Records for Work Experience service:

• Level 1 – Employment Services and Assessments [87100]
• Level 2 – Work Experience Services - CONTRACT REQUIRED PRE-ETS ELIGIBLE [87100-61601]

The VR counselor chooses the appropriate specifications for Level 3 and 4 based on the core service to be provided.

Other training must specifically meet the customer’s vocational rehabilitation need and be consistent with the IPE and vocational objectives.

Other training services may include instruction in the following areas:

• Adult education and literacy programs
  • Basic reading, writing, and math
  • Preparing to take a high school equivalency assessment approved by the Texas Education Agency (TEA) (that is, the GED test, HiSET exam, or TASC test)
  • English as a second language
  • High school credit courses
  • Meeting adult continuing education objectives below the college credit level

Note: As a comparable benefit, available programs can be found in Texas at adult education and literacy programs funded by the TWC. Local education agencies also offer high school credit courses.

• Driver training;
• Postsecondary education programs not at the college credit level;
• The educational prerequisites for vocational skills training;
• Teacher alternative certification program approved and accredited by TEA;
• Educator Preparation Programs (EPPs) approved and accredited by TEA;
• Communication training for the deaf; and
• Coping strategies training for the deaf or hard of hearing and blind.

Comparable services and benefits and required customer participation in the cost of services must be applied to the cost of all training services before VR funds are used. Refer to C-405: Financial Aid and Comparable Benefits.

The VR Services payment amount is based on published or current community rates. VR counselors may not approve payment for these services when the customer is:

• a resident of a state institution; or
• entitled to free services.

Before considering the purchase of other training services, the unit purchasing specialist works with the requesting staff to verify that the provider has the necessary qualifications, credentials, and/or licenses before requesting the vendor be setup and linked. Refer to VRSM Part C – Vocational Rehabilitation Services for available VR services that could meet customers’ needs first, and to the applicable policy for qualification requirements. Refer also to VRSM D-211: Setting Up and Paying Providers.

C-423-1: Adult Basic Education

TWC or other governmental agency programs provide adult basic education with federal funds. VR counselors must not encumber VR funds for this activity.

High School Equivalency Tests

VR may pay the cost of high school equivalency testing for assessments approved by the TEA. As of January 29, 2016, approved assessments for Texas are the GED test, HiSET exam, and TASC test. VR counselors must review the TEA website to compare assessments and determine the best option for the customer.

C-423-2: Criss Cole Rehabilitation Center Training

The Criss Cole Rehabilitation Center (CCRC) may provide rehabilitation-center training. The CCRC is part of VR and has proven to be a cost-effective way to deliver comprehensive training services. VR counselors refer customers to these services, as appropriate.

Customers must tour the CCRC before requesting training outside of the CCRC. If a VR counselor recommends rehabilitation-center training outside of the CCRC, the following documentation must be included in the case file:

• That the customer completed a tour of the CCRC with a CCRC staff member;
• CCRC staff-member recommendations regarding rehabilitation, training, and educational services;
• Counselor justification and explanation of why services outside of CCRC are recommended; and
• VR Manager approval.
   

Deafblind services are offered to blind customers who have a secondary disability of deafness or hearing impairment. Customers are referred to Deafblind Services by:

• VR counselors;
• CCRC staff;
• Transition counselors; and
• Independent Living Services for Older Individuals Who Are Blind caseworkers.

C-425-1: Services Provided

As in-house service providers, deafblind specialists provide such services as:

• meeting with customers to evaluate their needs related to their dual sensory loss;
• making recommendations to caseload-carrying staff about:
  • communication issues and options;
  • diagnostics and evaluations;
  • adaptive devices and other accommodations for work, independent living, and vocational or academic training;
  • specialized training options;
  • ongoing support services, such as Medicaid waiver programs;
  • training options for teens and young adults who are deafblind; and
  • support services, resources, and adaptive devices for teens and young adults for use in the educational environment;
• attending admission, review, and dismissal meetings and participating in transition planning in collaboration with the transition counselor;
• facilitating communication and identifying interpreter services; and
• initiating orders for recommended adaptive devices, with the approval of the caseload-carrying staff member.

C-425-2: Referrals to Deafblind Services

Customers are referred to Deafblind Services when:

• hearing loss is medically documented;
• hearing loss is suspected; or
• the customer is functioning as a person who is deafblind.

If it is suspected that a customer may have hearing loss or if the customer has a documented hearing loss, the VR counselor refers him or her to the deafblind specialist before scheduling audiological or hearing-aid evaluations. The deafblind specialist may let the customer know about information to share with his or her audiologist regarding the functional impact of the combined vision and hearing loss and suggest questions to ask the audiologist about certain hearing-aid features and considerations.

C-425-3: Referral Procedure

The VR counselor makes a referral to the deafblind specialist by:

• entering a secondary disability code of Deafblindness (08) under the category of Sensory Communicative Impairments for the customer to be referred; and
• completing a referral to the deafblind specialist in RHW.

C-425-4: Customer Contact

Upon receipt of referral information, the deafblind specialist:

• contacts the customer;
• schedules an appointment with the customer in his or her home or business;
• evaluates the customer's needs during the home or work appointment;
• discusses immediate needs and evaluation findings at that time; and
• verifies that the customer meets the definition of deafblindness as described by the Rehabilitation Services Administration.

C-425-5: Case Notes

The deafblind specialist writes case notes to document customer contacts and other pertinent details. A follow-up phone contact or email may be added to the contact reports.

The case notes typically contain:

• customer contact participants;
• evaluation findings;
• overall recommendations;
• the rationale for recommendations; and
• recommendations regarding secondary disability coding, if needed.

If the deafblind specialist recommends that the secondary disability coding be amended to reflect the customer's sensory communicative impairment more accurately, the deafblind specialist:

• enters a case note to recommend that the caseload-carrying staff member change the secondary disability coding and explain the reason a change is needed; and
• creates an action and delegates it to the caseload-carrying staff member to alert him or her to the case note which recommends that the secondary disability coding be changed.

C-425-6: Continued Service

The deafblind specialist makes periodic phone contacts and/or written contacts with the customer and VR counselor to monitor progress, discuss service coordination, and help as requested and needed.

C-425-7: Completion of Deafblind Services

The deafblind specialist closes the RHW service record when services are:

• complete; or
• no longer desired.

Following case closure or closure of the service record, the deafblind specialist may provide limited services as a professional courtesy to help a customer maintain independence and to minimize the customer's need to reapply for VR services. These services are documented as a courtesy service in the case file.

For more information, including information about community-based apartment-living and residential-training services, refer C-505-3: Deafblind Training.