1. Assembling Your Reasonable Accommodation File Kimberly Jones, Regional Disability Coordinator, Humanitas, Inc. Lisa Kosh, Regional Disability Coordinator, Humanitas, Inc. 1

2. Overview Policy and process Required documentation Managing the information received File layout and maintenance 2

3. Job Corps Policy Any qualified applicant or student with a disability is entitled to request and receive reasonable accommodations to participate in the Job Corps program at any time during admissions or enrollment. -Appendix 605 3

4. Reasonable Accommodation Process Overview Review accommodation request and documentation Discuss accommodation(s) requested with applicant/student Enter disability data and accommodation plan in CIS Create accommodation file Update and document effectiveness and progress 4

5. Job Corps Program Policy Recordkeeping – A separate accommodation file (similar to the student’s health record) should be maintained for each student receiving an accommodation. -Appendix 605 5

6. WHAT’S IN THE FILE: REQUIRED DOCUMENTATION 6

7. Accommodation File Checklist 7

8. What’s in the file? Accommodation Notes 8

9. What’s in the file? Documentation Disability documentation IEP 504 plans VR evaluation Assessments/evaluations Any other non-medical documentation 9

10. What’s in the file? Signed Accommodation Plan 10

11. What’s in the file? Reasonable Accommodation Request Form 11

12. What’s in the file? Accommodation Effectiveness Review 12

13. What’s in the file? Accommodation Effectiveness Summary 13

14. Managing Information: Accommodation Notes File will not include: Medical documentation (maintain in SHR) medicines treatments therapy sessions notes from CMHC 14

15. MANAGING INFORMATION RECEIVED: ACCOMMODATION NOTES 15

16. Managing Information: Accommodation Notes 16

17. Managing Information: Accommodation Notes Document discussions with the applicant/student Initial accommodation call/meeting Subsequent meetings with student/ applicant DC Counselor Instructor Transition 17

18. Managing Information: Accommodation Notes Updates to the plan Comments, progress from instructors related to student’s accommodations Note where medical info is kept (if any) “Medical evaluation in SHR” 18

19. Managing Information: Accommodation Notes: Examples Date, reason for documenting 7/18/12, first call with applicant 6/14/10, first meeting with applicant, refused use of calculator and peer scribe 5/15/11, 60 day evaluation, requested changes to plan, scheduled RAC for 5/17/11 19

20. Managing Information: Accommodation Notes 20

21. Managing Information: Accommodation Notes 21

22. Managing Information: Accommodation Notes RAP Reason – for the note (initial, update, modification, transition) Action – create, modify, schedule a RAC, etc. Plan – what is suspected outcome based on action, what will happen next 22

23. MANAGING INFORMATION RECEIVED: TIPS AND OTHER FORMS 23

24. Accommodation File Maintenance Keep in a locked cabinet Keep all files in 1 designated area Ensure consistent layout Ensure access is only by DCs unless there is “need to know” 24

25. Accommodation File Checklist 25

26. What’s in the file? Referral Form 26

27. What’s in the file? Transition Wellness Plan 27

28. What’s in the file? Behavior Plan 28

29. What’s in the file? Accommodation Checklist 29

30. RESOURCES 30

31. Job Corps Disability Website 31

32. Job Corps Disability Website: Reasonable Accommodation 32

33. Job Corps Disability Website: Accommodation File Checklist 33

34. Regional Disability Coordinators 34 o Boston Region – Lisa Kosh lisa.kosh@humanitas.com o Philadelphia and Atlanta Regions – Nikki Jackson nikki.jackson@humanitas.com o Dallas Region – Laura Kuhn laura.kuhn@humanitas.com o Chicago and San Francisco Regions – Kim Jones kim.jones@humanitas.com

35. Questions 35