1. Pre-ETS: What Do We Know From Data?
August 16, 2016
Barbara J. Burkett, Ph.D., M.S.P.H.
Virginia Department for Aging and Rehabilitative Services

2. OBJECTIVES Review of definitions
What is the potential population of students/youth with disabilities?
What is the potential population by district?
Mapping: What are the high demand areas? Can we pilot “pre-ets” counselors in these high demand areas only?
What disabilities can we expect to see in this population?
What have been the outcomes for these populations?
What are the length of time variables? How many swd do we lose? How many will be transferred to adult case loads?
What is the cost to serve these clients?
Where are we with the 15% dollar requirement? What may PERT contribute?
What are the cost to serve the year old specifically?

3. Difference Between 504 and IDEA
504 is a civil rights law that prohibits discrimination against individuals with disabilities. Section 504 ensures that the child with a disability has equal access to an education. Does not require a school to provide an IEP. Students are eligible for accommodations under a 504 Plan if he or she has a physical or mental health disability that limits one or more major life functions.
Individuals with Disabilities Education Act (IDEA) must have one of thirteen disabilities and require special education to progress. IDEA requires and IEP.
Fewer safeguards are available to the child with a disability and the child’s parents under 504 plan than under IDEA.
Autism
Deaf-blindness
Deafness
Emotional disturbance
Hearing impairment
Intellectual disability
Multiple disabilities
Orthopedic impairment
Other health impairment (including ADHD)
Specific learning disability (including dyslexia, dyscalculia and dysgraphia, among others)
Speech or language impairment
Traumatic brain injury
Visual impairment, including blindness

4. Chart: Transition Services and Pre-Employment Transition Services
REVIEW OF STUDENTS WITH DISABILITIES AND YOUTH WITH DISABILITIES UNDER WIOA COMPARED TO PAST RSA TRANSITION SERVICES DEFINITION
Chart: Transition Services and Pre-Employment Transition Services
“OLD” Transition Services
Pre-Employment Transition Services Under “WIOA”
Available To 
RSA definition for Youth with Disabilities age 14 to 24 years of age.
Students with Disabilities age 14 to 22 in Virginia, AND enrolled in school with IEP OR 504 with an active education goal OR receiving services under IDEA (spec ed. but also homeschooling, juvenile justice programs etc.)
Youth W Disability 14-24
VR Eligibility
Must apply for and be determined eligible for VR services
Do not have to be determined eligible for VR services.
Individual Plan for Employment (IPE)
Required
IPE not required
Level of Services
Broad and highly flexible
Narrow and relatively specific

5. Youth with Disabilities Students with Disabilities
VR and Youth Under WIOA
Youth with Disabilities
14-24
Individual with a Disability
Age 14 to 24
All Students With Disabilities are Youth With Disabilities, but not all Youth With Disabilities are Students With Disabilities
Students with Disabilities
Age 14 to 22
Enrolled in school with IEP or Section 504 or special education under IDEA
Must Have Active Educational Goal (Up to 12th Grade) or receiving services under IDEA.

6. Students With Disabilities

7. VA DOE reported 165,555 children with disabilities enrolled in Virginia Schools for the academic year with 48,920 in grades 9 through 12. So in theory we could be looking at close to 50,000 students in Virginia affected by WIOA.

8. Number of SWD Served In Past
SFY
# Clients Plan-Closure Status Data based on Plan Signature, having iep or 504 and receiving services
% Change
SFY14
8,019
SFY15
8,229
3% increase
SFY16
8,900
8% increase
Conclusions
Of all 9-12 graders identified by DOE we are serving only 18% currently.
# clients DARS served has increased …8% increase from 2015 to 2016.
We are currently serving fewer than the equivalent of one grade of need in Va. (Average for 9-12 grade DOE is 12,799 clients from slide 6)
Pre-ETS could potentially increase those seeking services and significantly stretch our resources. These numbers are conservatively low as only looking at plan to closure.
Clients served application to closure based on age at plan signature. Changed to plan-closure for the number served to match age at plan signature.
The number includes only consumers with a listed IEP or 504 at application, or is listed as having received services under an IEP.

9. District Outlook
Number of Potential Students With Disability By District SFY (Data: Age at plan signature # plan-closure with IEP or 504 and receiving services)
SFY
Northern
Rappahannock
Capitol
Hampton Roads
Blue Ridge
New River
Southwest
’14
1,672
490
1,413
1,715
839
899
991
’15
1,909
498
1,390
1,730
760
1,029
913
‘16
2,165
563
1,528
1,937
743
1,064
900
%2016
24.3%
6.3%
17.2%
21.8%
8.3%
12.0%
10.1%
Age at plan signature, number served is plan-closure. The number includes only consumers with a listed IEP or 504 at application, or is listed as having received services under an IEP, age at plan.
Northern , followed by Hampton Roads, and then Capitol have greatest population and will see greatest impact.
DOE data for Districts and School

10. Potential Students with Disabilities Currently Open 8/8
14-22 Application with IEP/504
Do we want to have specialized counselors only in certain high density regions? Arlington. Richmond, Tidewater
Geographically Where Is Our Heaviest Concentration of Open Cases As of 8/8/16 Application Educational Goals Not Included

11. Top 10 Primary Disabilities for Potential Students With Disabilities Currently Open Cases Age on 8/8/16 with Application = 7,037
Primary Disability
Number of Cases Open Age with IEP/504 as of 8/8/16
% With Listed Disability
WIOA
Previous RSA
Transition
Change
Specific Learning Disabilities
1861
26%
24% -2
Autism
1593
23%
15% +8
Intellectual Disability
1482
21%
18%
+3%
Attention-Deficit Hyperactivity Disorder (ADHD)
1066
Congenital Condition or Birth Injury
310 4%
Depressive and other Mood Disorders
293
Cerebral Palsy
164 2%
Mental Illness (not listed elsewhere)
106 1%
Physical Disorders/Conditions (not listed elsewhere) 91
Anxiety Disorders 71
Definitions matter and change the population we are reporting on and serving
We may be serving a more severe population under WIOA
Age as of 8/8/16. Includes cases that have listed iep/504 at application but no filter for educational goals. Cause Unknown is 221 cases but not included in this list. Old RSA tran 18.5% intell disabled, 15% autism

12. Total Amount of Money Spent on Students With Disabilities BFY 14- BFY 16 Age at time of service, Cost are for budget fiscal year
SFY
Northern
Rappahannock
Capitol
Hampton Roads
Blue Ridge
New River
Southwest
State
SFY14 Total
$2,243,746.22
$755,701.16
$1,864,708.26
$2,448,843.56
$958,889.86
$1,021,635.73
$508,480.49
$9,802,005.28
SFY15
Total
$2,074,286.22
$630,858.59
$1,878,813.08
$2,398,766.50
$900,024.05
$1,196,746.12
$628,518.92
$9,708,013.48
SFY16
$1,981,591.64
$590,214.99
$1,795,803.33
$1,932,641.54
$791,692.00
$1,010,758.77
$565,576.55
$8,668,278.82
Average
$2,099,874.69
$658,924.91
$1,846,441.56
$2,260,083.87
$883,535.30
$1,076,380.21
$567,525.32
$9,392,765.86
Age at time service began. Costs are for the budget fiscal year.
Hampton Roads spend most followed by Northern and Capitol.

13. Total Amount of Money Spent on Students With Disabilities SFY 2017 YTD That Would Go to 15% Age at service delivery for those with active educational goal, 504 and/or IEP
SFY
Northern
Rappahannock
Capitol
Hampton Roads
Blue Ridge
New River
Southwest
State
SFY 17 – Pre-Ets YTD
$696.78 $0
$335.40
$195.96
$1,228.14
SFY17 Total - YTD
$3,259.06
$86.00
$684.06
$762.15
$4,846.79
$9,638.06
Age at time the service began. Service occurred when there was an active educational goal, 504/IEP required. I updated this from the last measure to include cases that were closed at 8/8/16 but received the service in SFY 2017 YTD
Relatively little money has been spent on SWD in SFY17 (June 1-August 8)
Extrapolates out to $50, for the year
Important to remember that to get counted must have following data elements checked:
active educational goal or special education under IDEA
+504 or IEP
14-22 at service delivery time

14. Number of WWRC PERT CASES SFY 2014-2016
Initial PERT Evaluation
PERT Situational Assessment
PERT Transition Academy
PERT Community Assessment
Total PERT
Costs – PERT Tuition
2014
445 50 36 14
545
$1,416,280.00
2015
456 51 39
560
$1,467,169.00
2016
457 38 47 10
564
$1,437,357.00
Average
453 46 41 13
556
$1,440,268.67
SFY 2016 includes 12 cases in WWRC Manufacturing Academy in the Total PERT.
Numbers are for WWRC cases and may include duplicated consumers going to WWRC for multiple PERT services on more than one WWRC case.
Initial PERT Evaluation and PERT Transition Academy numbers for SFY 2014 and SFY 2015 match the numbers from the WWRC Annual Report (no report for SFY 2016).
Unique clients (based on Case Master ID) for Total PERT in SFY : 1, Cases was WWRC Case Type (Non-VR).
Costs - PERT Tuition is just the Tuition charge for consumers in all residences per year, but does not include ancillary services for PERT consumers while they were at WWRC. From the WWRC Charge Analysis automated into one table. Does include the situational assessment costs.
PERT’s Contribution to the 15% would be in the 1.4 million dollar range according to past data.

15. What Services Are Used by Clients Age 14-16
What Services Are Used by Clients Age 14-16? Do Services Differ From Older Clients? Data is total from 2014 through 2016 for clients who were time of service
Service Category
Amount Spent
% of All
Supported Employment and JCTS
$30,957.40
40.8%
Work Adjustment Training
$19,437.12
25.6%
Non Medical Supplies and Services
$10,626.00
14.0%
Medical and Therapeutic
$6,922.00
9.1%
Durable Medical Equipment
$2,058.00
2.7%
Modifications – Home/Vehicle and Rehab Engineering
$1,521.20
2.0%
Interpretive Services
$999.50
1.3%
Training, including Tuition
$977.35
Fuel, Travel and Transportation
$963.70
Diagnostics
$730.10
1.0%
Work Incentive Services
$650.00
0.9%
Total
$75,842.37
100.0%
Age at time of service, SFY , no other filters, SE/JCTS is primarily situational assessment.

16. Closure Status For SWD 2014-2016
40% Successfully Closed
60% Unsuccessful

17. Historical Reasons for Unsuccessful Closure SWD

18. Historically What Age Do SWD Close?
Average Status
Data is for clients application with IEP/504
SFY 2014
SFY 2015
SFY 2016
Closed Before Eligibility 20
Closed From Waiting List 19
Closed Before Plan Signature
Closed After Plan Signature 21
Successfully Closed
All Closures
Average age at closure for the consumers who were age at application with an IEP or 504 plan

19. Length of time between statuses for Potential Students With Disability, cases closed SFY14-16
Length of Time App-Eligibility
Length of Time Eligibility-Plan (not counting time on OOS)
Length of time Plan-Closure
Length of Time App-Closure
Successfully Closed Cases, Age at Application with IEP/504 plan or receiving services under
2014 39
222
810
1110
2015 37
216
759
1051
2016 40
236
795
1107
Closed Unsuccessfully After Plan Signatures, Age at Application with IEP/504 plan. 42
204
907
1184 38
209
826
1117 45
867
1152
Age at application, length of time is for consumers closed in each SFY. The number includes only consumers with a listed IEP or 504 at application, or is listed as having received services under an IEP, age at application
*All Lengths of time in Days

20. Outcomes for Potential Students With Disabilities Age at time of Closure with IEP or 504 at application and listed as receiving services
SFY
# Successful Closures
Average Hourly Wage
2014
1,036
$8.77
2015
1,067
$8.95
2016
1,090
$9.35
Youth with disabilities for this is at time of closure, with a listed IEP or 504 at application or is listed as receiving services under an IEP.

21. Outcomes Potential Students With Disabilities By District Age Closure with IEP or Application or is listed as Receiving Services Under an IEP
SFY
Northern
Rappahannock
Capitol
Hampton Roads
Blue Ridge
New River
Southwest
2014
207 83
158
230 90
137
131
2015
193 65
246
106
162
2016
227 69
161
237
112
140
144
Age at closure, with a listed IEP or 504 at application or is listed as receiving services under an IEP.

22. Conclusions
Definitions of swd and ywd are complex. Documentation is crucial.
We will be serving significantly more clients.
Predict all districts will be affected but Northern, Hampton Roads and Capitol will be more significantly affected.
These clients have a somewhat different demographic profile then DARS clients as whole with 44% with Autism or Intellectual Disabilities.
DOE data will give you an idea of the population in each school, and district along with disability profile. Good tool for planning.
For AWARE and accounting purposes we need to make sure we capture data points (iep/504, and active educational goal and special education goals. Definitions and data matter!
Can expect 40% successful closures for students with disabilities.
Of unsuccessful closures 45% were unable to locate, but 32% were no longer interested in services.
Average age of closures for students with disabilities is 21. Will close 3-4 years after transfer to adult case load, assuming some clients may be 17 at graduation and assuming that these client s will go to adult caseload.
Takes on average 3 years for students with disabilities to close successfully now. Expect a change in length of time data from status to status.
Expect 1,000 closures per year from students with disabilities statewide. District wise closure numbers are low. This will impact our overall # of closures.
Youth with disability will add another 1,000 clients.
Do we want to have specialized counselors in high density areas only?
Do we want to have a pilot area for evaluation purposes?
Documentation is key to capture swd/ywd!

23. YOUTH WITH DISABILITIES

24. # Clients (Plan-Closure)
Number of Youth With Disabilities SFY Application to Closure Based On Age at Plan Signature
SFY
# Clients (Plan-Closure)
% Change
SFY14
9,508
SFY15
9,739
2.4%
SFY16
10,487
7.7%
Clients served application to closure based on age at plan signature. Changed to plan-closure for the number served to match age at plan signature.

25. Number of Youth With Disability By Region SFY14-16 Number Plan to Closure Base on Age at Plan Signature
SFY
Northern
Rappahannock
Capitol
Hampton Roads
Blue Ridge
New River
Southwest
’14
1959
575
1659
2059
1053
1055
1148
’15
2196
585
1646
2095
957
1203
1057
‘16
2444
660
1791
2369
934
1224
1065
‘16% of State
23% 6%
17% 9%
12%
10%
Age at plan signature, number served is plan-closure.

26. Outcomes for Youth With Disabilities Based on Age 14-24 @ Closure
SFY
# Successful Closures
Average Hourly Wage
2014
1,456
$8.82
2015
1,527
$8.94
2016
1,522
$9.40
Youth with disabilities for this is at time of closure.

27. Outcomes Youth With Disabilities By Region Based On Age 14-24 @ Closure
SFY
Northern
Rappahannock
Capitol
Hampton Roads
Blue Ridge
New River
Southwest
2014
305
104
233
310
134
176
194
2015
295
100
224
326
164
202
216
2016
330 96
239
328
158
183
188
Age at closure