Division Policy 2.16

SUBJECT

Timeliness of Services                          

EFFECTIVE DATE

August 12, 2003

REVISION DATE

October 17, 2025

EXPIRATION DATE

N/A

PURPOSE AND BACKGROUND

The Division of Blind Services (DBS) may sponsor services under the vocational rehabilitation program to meet the vocational needs of an individual with a disability and assist the individual in preparing for, securing, maintaining, advancing in or regaining an employment outcome consistent with the individual’s unique Individualized Plan for Employment (IPE) when such goals meet the requirements of 34 CFR 361.5(c)(15).

DBS must establish and implement standards of timeliness, including the prompt handling of referrals for vocational rehabilitation services.

AUTHORITY

34 CFR §§361.41 and 361.45 Section 102(a)(6) and 102(b)(3)(F) of the Rehabilitation Act of 1973

POLICY

Referrals

DBS must contact the individual within 10 working days to inform the individual of application requirements and gather the necessary information to initiate an assessment for determining eligibility upon receipt of a referral, and document DBS outreach. If the individual is unable to be reached within 10 working days, DBS must document all attempts in a case note in Aware. DBS will make at least 3 attempts in various methods of communication (phone, email, text, etc.) to demonstrate all efforts to contact the individual.

Eligibility Determination Timeframes

Counselors must make eligibility determinations as soon as possible, but no later than 60 calendar 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 calendar days and the individual agrees to a specific extension of time; or
  2. It is necessary to explore the individual’s ability and capacity to perform in work situations.

The case file should clearly document the individual’s involvement, and the specific extension of time agreed upon by both parties when the individual requires an extension beyond 60 days for eligibility determination.

For previously served participants who are reapplying for services (returning participants), medical and/or other current relevant documentation from the closed case file may be used to expedite the application process for the participant. Staff using records from existing case files must ensure the information is relevant. Staff will make copies of the document(s) from the closed case file to include in the new case file. Under no circumstances should staff remove the documents from the closed case file without returning them. The eye medical report cannot be valid for more than one year, unless there is documentation of stabilization of the eye medical condition (e.g., congenital blindness, bilateral nucleation, etc.). An updated eye medical report may not be required if it is clear to the counselor that the participant has not had any improvement in vision (e.g., when the participant has enucleation of both eyes). The participant may be required to certify/acknowledge the use of and validity of such file information.

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 as soon as possible, but no later than 60 calendar days following the eligibility determination and must contain scheduled review dates. The case record should indicate timely progression toward the individual’s employment goal.

The IPE must be approved by a supervisor before being signed by the counselor unless the counselor has gained independent status. No vocational rehabilitation services proposed under an IPE are effective absent such approval.

Expedited Services for VR Participants

Individuals at risk of losing employment during the normal time frames for “IPE Development” and “Eligibility Determination,” shall be expedited to prevent such risk. In such cases, eligibility determination shall be made within 10 days - without making any exceptions to the individual’s strengths, priorities, concerns, abilities, capabilities, career interests, and informed choice. This provision also applies to participants who have pending start dates for employment.

IPE Extensions

If the IPE cannot be developed within 60 days due to exceptional and unforeseen circumstances, the counselor must complete an extension form. Exceptional and unforeseen circumstances may include:

The case file should clearly document the participant’s involvement, and the specific extension of time agreed upon by the counselor and the participant. This must be documented in the participant’s record of services in AWARE. If the counselor is unable to develop an IPE during the timeframe identified in the extension, the individual or his/her representative and the counselor must agree to an additional extension of time. The counselor must document the circumstances necessitating the continued extension in the case file.

Note: For Individualized Plan for Services Development Timeframes for the Older Blind and Independent Living programs, please refer to the Older Blind and Adult Program Manual.

Original signed by Robert L. Doyle, III, Director on 12/17/2025.

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