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Division Policy 2.16

SUBJECT

Timeliness of Services

EFFECTIVE DATE

August 12, 2003

REVISION DATE

April 21, 2010 (Changed development of plan from 30 days after eligibility to 60 days)

REVIEW DATE

January 18, 2013

EXPIRATION DATE

This policy will be reviewed and updated as needed.

PURPOSE

To ensure timely provision of services for clients.

AUTHORITY

34 CFR 361.41

POLICY

Referrals

When a referral is received, a reasonable effort must be made to contact the individual and inform him or her of application requirements and to gather information necessary to initiate an assessment for determining eligibility.  The rehabilitation technician or district office designee is responsible for this process and must demonstrate that an effort has been made to contact the individual within 10 working days of receipt of the referral.

Eligibility Determination Timeframes

Eligibility determinations must be made within 60 days after the individual has submitted an application unless:

  1. Exceptional and unforeseen circumstances beyond the control of the agency preclude a determination within 60 days and the individual agrees to a specific extension of time; or
  2. An exploration of the individual’s abilities, capabilities, and capacity to perform in work situations or an extended evaluation is being conducted.

When exceptions to this time period are necessary, the case file should clearly document applicant involvement and agreement to a specific extension of time and the length of time agreed upon by the agency and the individual.  This should be document in the individuals record of services in AWARE.

IPE Development Timeframes (VR)

An Individualized Plan for Employment (IPE) must be designed to achieve an employment outcome that is consistent with the individual’s strengths, priorities, concerns, abilities, capabilities, career interests, and informed choice.  The development of an IPE must occur within 60 working days following the eligibility determination for vocational rehabilitation services. Plans must contain scheduled review dates. The case record must indicate timely progression toward the individual’s employment goal.

IPS Development Timeframes (All other programs)

An Individualized Plan for Services (IPS) must be developed within 30 working days following the eligibility determination for services. Plans must contain scheduled review dates. The case record must indicate timely progression toward the individual’s goal. (These are the plans in the non-VR programs and may be called something other than IPS, IPS simply refers to the fact that there is an Individualized Plan for services for the client)

Original signed by Joyce Hildreth, Director, on October 14, 2009.