1 Click to edit Master title style Disability Coordinator Orientation Kimberly Jones, Regional Disability Coordinator

2 Objectives Provide an overview of PRH Disability Program Requirements Review relevant resources and tools available to assist disability coordinators (DCs) in meeting disability-related requirements 1 2

3 Disability Program Requirements Disability Program is now its own section in PRH, Chapter 6 – Section 6.14 Why? To change perception of disability as only a health and wellness program and ensure a center wide focus To clarify and ensure consistency among existing requirements; additional requirements have not been created Recent Changes

4 PRH 6.14 Disability Requirements RequirementCitation Disability CoordinatorsPRH 6: 6.14, R1 (a-b) Applicant File Review Process PRH 6: 6.14, R2 (a-c); PRH 1: 1.4 R1-3; Exhibit 5-1 and Appendix 107 Reasonable Accommodation PRH 6: 6.14, R3 (a-c) and Appendix 605; Exhibit 5-1 and PRH 3: 3.21, R2 (g) Introduction to Center Life PRH 6: 6.14, R4 (a-c); PRH 2: 2.2, R1 (b11); PRH 2.2, R1 (d4) and PRH 2: 2.2, R2 CIS Disability Data Collection and Accommodation Plans PRH 6: 6.14, R5 (a-f) Partnerships and ResourcesPRH 6: 6.14, R6 (a-c) Referral ProcessPRH 6: 6.14, R7 (a-b) Readily Achievable Barrier RemovalPRH 6: 6.14, R8 (a-e), and Exhibit 5-2 Staff TrainingPRH 6: 6.14, R9; Exhibit 5-4

5 Resource: Job Corps Disability website – Disability Coordinator Orientation section PRH 6.14 Disability Requirements

6 Click to edit Master title style PRH 6.14, R1 Disability Coordinators

7 Requirements: PRH 6: Section 6.14, R1 (a-b) a)Appoint DCs to oversee the program –The health and wellness manager (or a health staff designee) and academic manager (or an academic staff designee) will function as DCs to oversee the program –May choose to a hire full or part time DC rather than appoint DCs in academic and health b)The roles and responsibilities of each of the DCs will be defined in an SOP PRH 6.14, R1 Disability Coordinators

8 As a DC, your responsibilities include: Ensuring that all required Disability Program components are implemented, monitored, and maintained in an effective manner Demonstrating commitment and soliciting buy-in to disability initiative (leadership) Delegating responsibilities Encouraging all staff to take ownership of the program PRH 6.14, R1 Disability Coordinators

9 Resource: Job Corps Disability website – Disability Coordinator SOP PRH 6.14 Disability Requirements

10 Click to edit Master title style PRH 6.14, R2 Applicant File Review

11 Requirements: PRH 6: Section 6.14, R2 (a-c) a)Applicant file review process should be defined in standard operating procedure (SOP) b)Applicant files must be processed in 30 days PRH 6.14, R2 Applicant File Review

12 Requirements: PRH 6: Section 6.14, R2 (a-c) c)All center procedures must include: A file tracking method – Location where files are sent and logged through final disposition Responsibilities and roles of team members Process for reviewing files to include denial process Process for reasonable accommodation Process for withdrawals Timeframe to complete the process Storage, transmission and maintenance of the file (Appendix 607) * Note these requirements are also outlined in (PRH 1:1.4 R1-3 and Appendix 107) PRH 6.14, R2 Applicant File Review

13 Resources: Webinar – Center Responsibilities in the Applicant File Review Process (Administrative Process) Webinar – Center Responsibilities in the Applicant File Review Process (Health Care Needs/Direct Threat) PRH 6.14, R2 Applicant File Review

14 Click to edit Master title style PRH 6.14, R3 Reasonable Accommodation

15 Requirements: PRH 6: Section 6.14, R3 (a-c) and Appendix 605 a)Defined in an SOP (PRH 5: Exhibit 5-1) a process: −for applicants/students to request and receive reasonable accommodations (RA) and −to ensure applicant/students who request accommodations and/or provide documentation engage in the interactive process to consider/determine functional limitations PRH 6.14, R3 Reasonable Accommodation

16 PRH 6.14, R3 Reasonable Accommodation Request Documentation Reviewing a request Evaluating a request Denying a request Developing an accommodation plan Notification Determining accommodation effectiveness Recordkeeping Request Determination of need Ensuring appropriate documentation Reviewing a request Determining reasonableness Entering the accommodation plan Notification/Viewing the plan Documenting the process Maintain the accommodation file Storing accommodation and disability documentation Process Then Process Now

17 Requirements: PRH 6: Section 6.14, R3 (a-c) and Appendix 605 b)The DCs will coordinate the center’s reasonable accommodation process c)During Career Transition Readiness all students will receive information about workers rights and responsibilities including reasonable accommodation in the workplace (3.21, R2 (g)) PRH 6.14, R3 Reasonable Accommodation

18 Resources: PRH – Appendix 605 Job Corps Reasonable Accommodation Guidelines Webinar – Reasonable Accommodation 101 Job Corps Disability website – Reasonable accommodation section PRH 6.14, R3 Reasonable Accommodation

19 Resources: Job Corps Disability website – Tools for Staff: Career Transition Counselors PRH 6.14, R3 Reasonable Accommodation

20 Click to edit Master title style PRH 6.14, R4 Introduction to Center Life

21 Requirements: PRH 6 Section 6.14, R4 (a-c) a)Provide new students with information leading to an understanding of opportunities and benefit available with the Disability Program (PRH 2: 2.2, R1 (b11)) b)Provide a variety of opportunities to meet and interact with the DCs (PRH 2.2, R1 (d4)) PRH 6.14, R4 Introduction to Center Life

22 Requirements: PRH 6: Section 6.14, R4 (a-c) c)The student handbook will include information about the Disability Program (PRH 2: Section 2.2, R2) PRH 6.14, R4 Introduction to Center Life

23 Resources: Brochure – Reasonable accommodation brochure available on the Job Corps Disability website can be customized for your center Webinar – Disability Sensitivity Inclusive Environments PRH 6.14, R4 Introduction to Center Life

24 Resources: Job Corps Disability website – DC pictures with name and titles Job Corps Disability website – Sample student handbook language that can be customized for your center PRH 6.14, R4 Introduction to Center Life

25 Click to edit Master title style PRH 6.14, R5 CIS Disability Data and Accommodation Plans

26 Requirements: PRH 6: Section 6.14, R5 (a-f) a)A DC accurately enters the required data in the disability data collection and accommodation plan icons in CIS after student arrives b)TABE testing accommodations entered prior to the administration of the first TABE test PRH 6.14, R5 CIS Disability Data and Accommodation Plans

27 Requirements: PRH 6: Section 6.14, R5 (a-f) c)Only the DCs will have access to the CIS disability data entry screens d)Generally only DCs will have access to the entry screen; however designee can be appointed and given access to enter accommodation plans PRH 6.14, R5 CIS Disability Data and Accommodation Plans

28 Requirements: PRH 6: Section 6.14, R5 (a-f) e)All center staff providing accommodations will have access to the accommodation plan report in CIS PRH 6.14, R5 CIS Disability Data and Accommodation Plans * Talk with center POC to ensure appropriate access has been provided to staff

29 Requirements: PRH 6: Section 6.14, R5 (a-f) f)Accommodation plans will not contain any medical or diagnostic information −This may include: Disclosure of disability Reference to types of documentation (IEP, Evaluations) Prescription information Psychological or Medical evaluations/test results Health-related case management notes References to treating provider or facility (AA meetings, Therapy appts) –Should be maintained in student health record PRH 6.14, R5 CIS Disability Data and Accommodation Plans X

30 Resources: PRH 6: Section 6.14, R5 (a-f) Job Corps Community website – CIS Wellness and Accommodation Module Technical Guide –Switched from CIS to CIS 3G as of 5/20/13 Webinar – Provided by JCDC PRH 6.14, R5 CIS Disability Data and Accommodation Plans

31 Click to edit Master title style PRH 6.14, R6 Partnerships and Resources

32 Requirements: PRH 6: Section 6.14, R6 (a-c) a)Develop resources and partnerships with outside agencies and programs −Focus on assistance with identifying or providing accommodations support that promotes students independence and employability PRH 6.14, R6 Partnerships and Resources

33 Requirements: PRH 6: Section 6.14, R6 (a-c) b)The Business Community Liaison staff and other appropriate staff should be involved in the process PRH 6.14, R6 Partnerships and Resources

34 Requirements: PRH 6: Section 6.14, R6 (a-c) c)Document efforts by completing the: −Disability Partnership Tool on the JC Community website or −Center’s Customized Partnership Tool available from your Regional Disability Coordinator PRH 6.14, R6 Partnerships and Resources

35 Ways to build partnerships: Develop a relationship with your local vocational rehabilitation agency Learn about the services the Job Accommodation Network (JAN) provides to Job Corps centers Network (e.g., provide information about Job Corps or invite to center) with local disability organizations (e.g., centers for independent living, one stops, school systems, colleges/universities) Educate local employers about hiring people with disabilities PRH 6.14, R6 Partnerships and Resources

36 Resources: Webinar – Developing Partnerships Webinar – Bookshare PRH 6.14, R6 Partnerships and Resources

37 Resources: Webinar – State Assistive Technology Programs Webinar – Job Accommodation Network (JAN) PRH 6.14, R6 Partnerships and Resources

38 Click to edit Master title style PRH 6.14, R7 Referral Process

39 Requirements: PRH 6: Section 6.14, R7 (a-b) a)A written referral/feedback system documenting: −When a student discloses and may want accommodations or −When staff suspects a student may have a disability impacting his or her success in Job Corps PRH 6.14, R7 Referral Process

40 Requirements: PRH 6: Section 6.14, R7 (a-b) b)All forms will be stored in the student’s accommodation file or in the student health record if no accommodation exists PRH 6.14, R7 Referral Process

41 Click to edit Master title style PRH 6.14, R8 Readily Achievable Barrier Removal

42 Requirements: PRH 6: Section 6.14, R8 (a-e) Centers must consider readily achievable barrier removal – easily accomplished and inexpensive measures that staff members can do to make the center more accessible to those with disabilities (Exhibit 5-2) PRH 6.14, R8 Readily Achievable Barrier Removal

43 Requirements: PRH 6: Section 6.14, R8 (a-e) To accomplish this task centers must: a)Determine potential improvements to the physical accessibility of the center of the center (e.g. ramps, elevators, adjustable work stations, restrooms, etc.) PRH 6.14, R8 Readily Achievable Barrier Removal

44 Requirements: PRH 6: Section 6.14, R8 (a-e) To accomplish this task centers must: b)Determine potential improvements to the programmatic accessibility of the center (e.g. communication options, large print, disability related displays) PRH 6.14, R8 Readily Achievable Barrier Removal

45 Requirements: PRH 6: Section 6.14, R8 (a-e) c)Develop an accessibility plan with priorities and next steps based on the results of the ADA Checklist for Readily Achievable Barrier Removal and Center Accessibility Tool − This plan is NOT intended to be used to determine compliance for new construction or facility alteration − Is separate from the center’s facility survey requirement in PRH 5: 5.10 PRH 6.14, R8 Readily Achievable Barrier Removal

46 Requirements: PRH 6: Section 6.14, R8 (a-e) d)To be reviewed and updated annually by June 30 th (Exhibit 5-2) e)The safety and facilities maintenance staff should play a primary role in completing the plan with support from managers in all areas. PRH 6.14, R8 Readily Achievable Barrier Removal

47 Resources: Webinar – Readily Achievable Barrier Removal PRH 6.14, R6 Partnerships and Resources

48 Click to edit Master title style PRH 6.14, R9 Staff Training

49 Requirements: PRH 6: Section 6.14, R9 Centers will provide disability-related staff training in accordance with Chapter 5, Exhibit 5-4 (PRH 5: Exhibit 5-4) PRH 6.14, R9 Staff Training

50 Requirements: PRH 6: Section 6.14, R9 Annual disability training for all center staff and Training for new staff within the 1st 90 days of employment PRH 6.14, R9 Staff Training

51 Resources: PRH 6: Section 6.14, R9 Job Corps Disability website – Training materials section for packaged trainings and ideas Partners – Community resources to provide training SIMON – New Staff Disability Program Orientation to train new hires (SIMON is now in Citrix) PRH 6.14, R9 Staff Training

52 Click to edit Master title style Resources

53 Outlines obligation to communicate effectively with people with disabilities Resources Appendix 606

54 Describes requirements for transmission, storage, and confidentiality of medical, health, and disability-related information Resources Appendix 607

55 Resources JC Community Website – Disability

56 Resources Supporting Students with LD

57 Resources Job Accommodation Network (JAN)

58 Boston Region – Kristen Philbrook Atlanta and Philadelphia Regions - Nikki Jackson Dallas Regions - Laura Kuhn Chicago and San Francisco Regions - Kim Jones Resources Regional Disability Coordinators

59 Test Your Knowledge 1. Where can I find sample disability-related student handbook language? 2. How often should all staff training be conducted? 3. The roles and responsibilities of DCs’ should be defined in an _______. 4. If staff suspect students have a disability they should complete a _______ form and forward it to the DC. 5. In the PRH, I can find information regarding the process for an applicant/student with a disability to request reasonable accommodations to participate in the Job Corps program in Appendix ____.

60 Questions

61 THANK YOU!