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Preparing for Your Disability Program ROCA Presented By: Laura Kuhn, Regional Disability Coordinator
Agenda • What is the Disability ROCA? • What Happens Prior to the ROCA? • Documents and Materials to Have Ready • Staff and Student Interviews • ROCA Scoring • Disability Program Requirements • Improving Your ROCA Score • The Brief-Out and ROCA Report • Be Prepared! • Resources
What is the Disability Program ROCA? • Part of the Regional Office Center Assessment (ROCA) • Conducted every 1 to 2 years by a staff member (assessor) of the accommodation support contractor as part of the ROCA team • Program Assessment Guide (PAG) is used to conduct an overall assessment of your center’s Disability Program • Similar to accreditation assessments that occur at health facilities nationwide • Provides an opportunity to highlight strengths of your program (best practices) and to identify any concerns, challenges, or practices that may require change in accordance with the PRH
What Happens Prior to the ROCA? • Center receives an introduction memo and Pre-ROCA questions from the assessor approximately 3 weeks prior to the visit • Introduction memo provides the dates of the assessment (typically 2 days), documents needed during the assessment and a request to arrange a staff/student interview schedule • Quick Tips! • Read your memo thoroughly – it provides everything you need to be well prepared • Complete the Pre-ROCA questions prior to the assessment • Review Policy
What Happens Prior to the ROCA? • Review all Disability-Related Policy! • PRH Chapter 1 • 1.4, R1-4 • Appendix 107 • PRH Chapter 2 • 2.2, R1 (b11), (d4) • 2.2, R2 • PRH Chapter 3 • 3.21, R2(g) • PRH Chapter 5 • Exhibit 5-1 • Exhibit 5-2 • Exhibit 5-4 • PRH Chapter 6 • 6.14 • Appendix 605 • Appendix 607
What Happens Prior to the ROCA? • The Disability Coordinator Desk Reference Guide and the Disability Coordinator Orientation on the Job Corps Disability Website are great places to review policies, procedures and obtain guidance for the Disability Program • Disability Coordinator Orientation webinars are offered quarterly
Documents and Materials to Have Ready • All requested documents and materials should be in one location and organized for the assessor • Provide a written list of all disability-related activities held on center including National Disability Employment Awareness Month, speakers, newsletters, webinars attended (certificates)
Documents and Materials to Have Ready STANDARD OPERATING PROCEDURES (SOPS): • Disability Coordinators’ Roles and Responsibilities • Applicant File Review Process • Reasonable Accommodation Process • Quick Tips! • Use the sample SOPs on the Job Corps Disability Website
Documents and Materials to Have Ready APPLICANT FILE REVIEW: • Applicant File Review Log • Quick Tips! • A sample file review log is available on the Job Corps Disability Website
Documents and Materials to Have Ready REASONABLE ACCOMMODATION: • Copies of Email notifications to staff regarding student accommodation plans • Accommodation files • Disability/no accommodation files • Career transition readiness materials/curriculum provided to students • Quick Tips! • Staff emails should include all accommodation plans noting new and updated plans • Career Transition materials are available on the Job Corps Disability Website
Documents and Materials to Have Ready INTRODUCTION TO CENTER LIFE: • Materials provided to new students (e.g., brochures, reasonable accommodation request form, copies of presentations) • Student handbook • Quick Tips! • A brochure template is available on the Job Corps Disability website • Sample Disability Program handbook language is available on the Job Corps Disability Website
Documents and Materials to Have Ready CIS REPORTS: • Recent monthly data review memos • Data Collection Report • Accommodation Plan with Notes Report • TABE Testing Accommodations Report • Quick Tips! • Respond to monthly data reviews and get help from your Regional Disability Coordinator (RDIC) if unsure how to correct noted concerns prior to the ROCA • Audit data collection and accommodation plans prior to the ROCA and on a regular basis.
Documents and Materials to Have Ready STAFF ACCESS REPORTS: • CIS3g staff access reports for all disability-related entry screens and reports • CIS authorization/staff access reports for disability data, reasonable accommodation plan, reasonable accommodation plan w/notes • Quick Tips! • Reports are available from the center IT point of contact • Check access prior to the ROCA and on a regular basis. A staff access graphic is available on the Job Corps Disability Website.
Documents and Materials to Have Ready PARTNERSHIPS: • Disability Partnership Tool REFERRAL PROCESS: • Referral/feedback forms used • Quick Tips! • Include all partnerships that provide services to students with disabilities on your center/contacts made • Sample referral forms are available on the Job Corps Disability Website
Documents and Materials to Have Ready READILY ACHIEVABLE BARRIER REMOVAL: • Americans with Disabilities Act (ADA) Checklist for Readily Achievable Barrier Removal • Center Accessibility Tool • Accessibility Plan with priorities and next steps based on the results of the ADA checklist and Center Accessibility Tool – meeting notes from annual updates • Quick Tips! • Ensure all components of this process are completed including the updated 2011 ADA Checklist • Provide meeting notes from annual updates
Documents and Materials to Have Ready TRAINING: • Documentation of annual Disability Program training for all staff • Documentation of new hire staff (within 90 days) Disability Program Orientation Training Quick Tips! Provide staff sign-in sheets, topic and a copy of the materials presented/provided. If using SIMON for new hire staff training, provide copies of staff certificates.
Staff and Student InterviewsIndividual Interviews • Assessors will ask for individual interviews with the following staff members: • Disability Coordinators (DCs) Health & Wellness Manager (if not a DC) • Academic Manager (if not a DC) • Career Transition Readiness Manager • Center Mental Health Consultant • Counseling Manager • Records Manager • TABE Administrator • Other staff members may be requested during the ROCA
Staff and Student InterviewsGroup Interviews/Individual Student Interviews • Assessors will ask for group interviews with the following staff members: • Group Interview 1: • Academic, Career Technical and Career Preparation Period (CPP) instructors (at least one CPP instructor, 3 Academic and 3 Career Technical instructors) • Group Interview 2: • Business Community Liaison (BCL), Center Standards Officer, Residential Manager, Work Based Learning Manager • On the first day of the ROCA, you will be provided with a list of students with accommodation plans whom the assessor will interview on the 2nd day of the assessment
ROCA Scoring • The PAG is used to score each of program requirement areas: • 0/1 – Unsatisfactory- Critical requirements are missing – quality not achieved • 2/3 – Marginal- Requirements and/or quality indicators are missing and quality assurance is minimal • 4/5 – Satisfactory- Requirements and quality indicators are generally evident (requirements have been met) • 6-7 – Very Good - Requirements are consistently met – innovative approaches are employed to promote continuous improvement • 8/9 – Exceptional– Quality delivery of all requirements and achievement of quality indicators - Innovative approaches result in program enhancements and improved outcomes
Disability Program RequirementsDisability Coordinator • Disability Coordinator [6.14, R1(a-b)] • The Health & Wellness Manager (or a health staff designee) and Academic Manager (or an academic staff designee) will function as DCs to oversee the program • Additional DCs may be appointed • Centers may choose to hire a full or part time DC to oversee the program rather than or in addition to appointing an academic and health DC • The roles and responsibilities of each DC will be defined in an SOP • Quick Tips! • Use the sample DC Responsibilities SOP on the Job Corps Disability Website to detail the roles of the DCs on your center
Disability Program RequirementsApplicant File Review Process • Applicant File Review Process [6.14, R2(a-c); 1.4, R1-4; Appendix 107; Exhibit 5-1] • There is an applicant file review SOP that describes the applicant file process in detail • Applicant files should be processed in 30 days of receipt by the center • Quick Tips! • Use the sample File Review SOP on the Job Corps Disability Website to detail your applicant file review process
Disability Program RequirementsApplicant File Review Process • The file review procedure (SOP) should contain: • Location where files are sent and logged in upon arrival to the center • The method of tracking the movement of the file to include an explanation of the center’s disposition of the file • Responsibilities and roles of applicant file review team members which include the Health & Wellness Manager, center clinicians, and the center’s DC(s) • Procedures for reviewing an applicant file to include acceptable reasons for recommending denial of an applicant • Procedures for reviewing and determining reasonable accommodation • Procedures for processing application withdrawals both before and after submitting a file for regional review • Timeframe the center establishes to complete the file review process to ensure it meets the PRH required timeframe of 30 calendar days • Storage, transmission and maintenance of the applicant file information (see Appendix 607)
Disability Program RequirementsApplicant File Review Process The File Review Quick Quiz • The file review committee should only include the Health & Wellness Manager, center clinicians and DCs • TRUE! • The records manager is the file review coordinator • FALSE! • The only reason a file should be returned to Outreach and Admissions is 1) if the student withdraws or 2) the center cannot reach the applicant to conduct a clinical interview; and all supporting documentation of this is maintained with the file review log • TRUE! • An example applicant file review log is not located on the Job Corps Disability Website • FALSE! • You should start from scratch when writing your File Review SOP • FALSE!
Disability Program RequirementsReasonable Accommodation • Reasonable Accommodation Process [6.14, R3(a-c); Appendix 605; 3.21, R2G(g); Exhibit 5-1] • There is an SOP describing the reasonable accommodation process which includes all components outlined in Appendix 605 • Quick Tips! • Use the sample Reasonable Accommodation SOP on the Job Corps Disability Website to detail your reasonable accommodation process
Disability Program RequirementsReasonable Accommodation Reasonable Accommodation Committee (RAC) Quick Quiz • The following individuals should be members of the centers’ RAC: • All departments that interact with students • The HWM, center mental health consultant, center physician, dentist, TEAP and DCS only • Only the DCs ANSWER: (A) – all departments that interact with students may at some time or another be needed to sit on your RAC meeting EXAMPLE: If you have a student with mobility issues, you may need the safety manager, food services, residential, recreation, etc.
Disability Program RequirementsReasonable Accommodation • Quick Tips! • See the Job Corps Disability website for ready-made transition materials and plans
Disability Program RequirementsReasonable Accommodation Available on the Job Corps Disability Website
Disability Program RequirementsIntroduction to Center Life • Introduction to Center Life [6.14, R4(a-c); 2.2, R1(b11); 2.2, R1(d4), R2] • The center provides new students with information about opportunities and benefits available in the center’s Disability Program • The center provides a variety of opportunities for new students to meet and interact with the DCs • The student handbook includes information about the Disability Program • Quick Tips! • A sample reasonable accommodation brochure is available on the Job Corps Disability Website • Language for the handbook is available on the Job Corps Disability website – just copy and paste!
Disability Program RequirementsCIS Disability Data and Accommodation Plans • CIS Disability Data Collection and Accommodation Plans [6.14, R4(a-f)] • A DC accurately enters the required data in the disability data collection and accommodation plans in CIS soon after the student enters the program • Data is entered prior to the administration of the first TABE test for students with TABE accommodations • Only the DCs will have access to the disability data collection entry screen, disability data report and the accommodation plan report with notes report in CIS • Only DCs or designee will have access to the accommodation plan entry screen • All center staff responsible for providing accommodations have access to the accommodation plan report in CIS • Accommodation plans do not contain any medical or diagnostic information
Disability Program RequirementsPartnerships and Resources • Partnerships and Resources [6.14, R6(a-c)] • Center is developing disability-related resources and partnerships • The BCL staff and other appropriate staff are involved in this process • The center is documenting efforts to develop resources and partners by completing the Disability Partnership Tool or customized Disability Partnership Tool • Quick Tips! • The Disability Partnership Tool is available on the Job Corps Disability website or contact your RDIC to get your customized Partnership Tool • The BCL may already have good contacts that can become partners and provide services to students with disabilities
Disability Program RequirementsReferral Process • Referral Process [6.14, R7(a-b)] • A written referral/feedback system has been established to document the referral to the DCs • All referral forms are stored in students’ accommodation files, the Disability/no Accommodation file if the student has a disability, or in the student health record if no disability exists • Quick Tips! • A sample referral form is available on the Job Corps Disability Website • Most centers place the form on the “S” drive • Train center staff to use this – do not accept only phone calls or emails
Disability Program RequirementsReadily Achievable Barrier Removal • Readily Achievable Barrier Removal [6.14, R8(a-e); Exhibit 5-2)] • The center has determined potential improvements to the physical accessibility by completing the ADA Checklist for Readily Achievable Barrier Removal • The center has determined potential improvements to the programmatic accessibility by completing the program Center Accessibility Tool • The center has developed 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 • The accessibility plan is reviewed and updated annually (June 30th) • The safety and facilities maintenance staff play a primary role in completing the plan with support from managers in all areas
Disability Program RequirementsReadily Achievable Barrier Removal • Readily Achievable Barrier Removal [6.14, R8(a-e); Exhibit 5-2)] • www.adachecklist.org • Job Corps Disability Website • Quick Tips! • Tools to complete this requirement: • ADA Checklist for Readily Achievable Barrier Removal • Center Accessibility Tool • Sample Accessibility Plan
Disability Program RequirementsReadily Achievable Barrier Removal • Suggested Practices: • Assign safety and facilities staff to complete the Checklist for Readily Achievable Barrier Removal • Use a portion of the management team meeting to assign staff appropriate areas of the Center Accessibility Tool • Assign an administrative staff person to incorporate the findings from the checklist and tool into a plan, cut and paste using the sample plan • Use a portion of a management team meeting to review contents of plan, determine any actions that can be taken, and establish priorities and timelines • Use a portion of a June management team meeting to update the plan annually • Get students involved; for example, students in carpentry may complete sections of the ADA Checklist
Disability Program RequirementsReadily Achievable Barrier Removal The Readily Achievable Barrier Removal Quick Quiz • If the center completed the ADA Checklist for Barrier Removal a few years ago, you don’t need to have it redone • FALSE! • The DC should send appropriate sections of the Center Accessibility Tool to corresponding staff members working in that particular area and request that they complete their section of the tool • TRUE! • Where can you find a sample Accessibility Plan? • On the Job Corps Disability Website of course!
Disability Program RequirementsStaff Training • Staff Training [6.14, R9; Exhibit 5-4] • The center is providing annual all staff training on the Disability Program • The center is providing New Hire Staff Disability Program Orientation (first 90 days) • Quick Tips! • Secure copies of the sign-in sheets for annual training and sign-in sheets or copies of certificates for new hire staff training • Training suggestions are available on the Job Corps Disability Website and disability orientation is available in SIMON, “Supporting Students with Disabilities in the Job Corps Program.”
Disability Program RequirementsQuality Indicators • Quality Indicators • Q1 – Students are able to identify and access appropriate disability-related supports and/or services to meet individuals needs • Quick Tips! • Students with accommodation plans are familiar with DCs/Disability Program • Students report they were contacted prior to arrival to discuss their accommodation needs • Students know who to ask if they have a disability or accommodation concern • The center assists students in obtaining GED/certification exam accommodations
Disability Program RequirementsQuality Indicators • Quality Indicators • Q1 – Students are able to identify and access appropriate disability-related supports and/or services to meet individuals needs • Quick Tips! • There is a center-wide approach to providing accommodations (not just for academics) • Students are signed up for Vocational Rehabilitation (VR), Centers for Independent Living or other supports • Outside professionals/organizations were brought on center to speak with students about understanding accommodations in the workplace, community resources available to them, were provided with benefits counseling, etc.
Disability Program RequirementsQuality Indicators • Quality Indicators • Q2 – Students are able to identify and access appropriate disability-related supports and/or services to meet individuals needs • Quick Tips! • Students with accommodation plans should know something about the Disability Program and who the DCs are • Students report they were contacted prior to arrival to discuss their accommodation needs • Students know who to ask if they have a disability/accommodation concern
Disability Program RequirementsQuality Indicators • Quality Indicators • Q3 – Accommodation plans demonstrate employability readiness by featuring accommodations that foster student independence • Quick Tips! • Accommodation plans are not geared towards testing or just classroom accommodations • Accommodation plans are provided to students with a variety of disabilities