[Ohio-Talk] FW: OOD Council Meeting Materials - November 18, 2020
Smith, JW
smithj at ohio.edu
Sat Nov 14 16:57:42 UTC 2020
fyi
From: shirley.marchi at ood.ohio.gov <shirley.marchi at ood.ohio.gov>
Sent: Thursday, November 12, 2020 6:18 AM
To: dr.carolyn.peters at gmail.com; matthew.sauer at uc.edu; Jegerhardt9 at gmail.com; margie.hegg at gmail.com; lisah at ocecd.org; carlo at loparopr.com; amckay at disabilityrightsohio.org; kevin.miller at ood.ohio.gov; johnmoore at dsc.org; pmoore at opra.org; Jeremy Morris <jmorris at ohiosilc.org>; Smith, JW <smithj at ohio.edu>; karis.spence at huntington.com; Taniya.George-Olds at ood.ohio.gov; akramer at cityapparel.net; JoHannah.Ward at education.ohio.gov
Cc: Kim.Jump at ood.ohio.gov; susan.pugh at ood.ohio.gov; gregory.dormer at ood.ohio.gov; Kristen.Ballinger at ood.ohio.gov; Matt.Lampke at ood.ohio.gov; Jennifer.Ezell at ood.ohio.gov; Eric.Muller at ood.ohio.gov; Marlena.Smith at ood.ohio.gov; shirley.marchi at ood.ohio.gov; MaryEVannus at aol.com; Dave.Underwood at ood.ohio.gov
Subject: OOD Council Meeting Materials - November 18, 2020
Hello Council Members,
The OOD Council Meeting is scheduled November 18, 2020 at 10:00 a.m. Please note, the calendar invite I sent you has the start time of 9:45. This is to allow everyone time to get on the call/into the meeting so that we can start the meeting at 10:00.
Also, please review your 2021 calendars to be prepared to discuss Council meeting dates for 2021.
Please find attached the following items (Also, these items are below.)
1. Agenda
2. Minutes
3. Written public comments
4. Annual Report Subcommittee Minutes
5. Draft OOD Council Annual Report Letter
6. OOD Annual Appeals Report
7. Employer and Innovation Services Update
8. OOD Council Briefing BVR
9. Remote Services Final
10. Customer Satisfaction Report Statewide – Quarter 4
11. BSVI Report
AGENDA
Opportunities for Ohioans with Disabilities Council Meeting
November 18, 2020
10:00 a.m. – 1:00 p.m.
Agenda
* Welcome and Introductions, Dr. Carolyn Peters, Chair
* Welcome New Council Member – Jo Hannah Ward
* Congratulations Council Members on Your Reappointments
* Approval of August 12, 2020 Meeting Minutes, OOD Council Members
* Written Public Comments, OOD Council Members
Public comments or correspondence should be submitted to Shirley.Marchi at ood.ohio.gov<mailto:Shirley.Marchi at ood.ohio.gov> by close of business on Friday, November 13, 2020.
* Competitive Integrated Employment and Special Wage Certifications under the FLSA14
* 2021 OOD Council Meeting Dates, OOD Council Members
* Annual Report Subcommittee Update, John Moore, Subcommittee Chair
* Approval of Minutes, Annual Report Subcommittee Members
* Review and Approval of OOD Council’s Annual Report Letter, Council Members
* OOD Status Update, OOD Director Kevin Miller
* Budget
* Return to Office
* OOD Annual Appeals Report, Matt Lampke, Chief Legal Counsel
* Employer and Innovation Services Update, Kristen Ballinger, Deputy Director, Division of Employer and Innovation Services
* Virtual Hiring Events
* Web-based Trainings for Employers
* Comprehensive Statewide Needs Assessment (CSNA) Survey of Individuals with Disabilities Component
* Vocational Rehabilitation Program Update, Susan Pugh, Deputy Director, Bureau of Vocational Rehabilitation & Greg Dormer, Deputy Director, Bureau of Services for the Visually Impaired
* Review of Remote Service Delivery- What feedback does the Council have about remote service delivery?
* Customer Satisfaction Survey Report- Results and Survey Changes for FFY 2021
* Upcoming VR Policy Public Comment- Comprehensive Assessment; Confidentiality; Custody, Guardianship and Power of Attorney; Residence and Immigration
* Administrative Rules 3304-2-53 and 3304-6 Filed with Joint Committee on Agency Rule (JCARR)
* Upcoming Participant Focus Group Topic: Informed Choice
* Chair’s Comments, Dr. Carolyn Peters, Chair
* Implicit Bias Training to be completed by November 9
* Ethics Training to be completed by December 31, 2020
* Subcommittees – Council members to participate in at least one subcommittee (WIOA, VR Policies, Annual Report)
* Council Members Discussion/Comments, Council Members
* Public Comment, Dr. Carolyn Peters, Chair
* Adjourn, Council Members
If you have questions or need an accommodation, please contact Shirley Marchi at 614-438-1477 or shirley.marchi at ood.ohio.gov<mailto:shirley.marchi at ood.ohio.gov>
MATERIALS FOR THIS MEETING WILL BE AVAILABLE ON THE OOD WEBSITE: https://ood.ohio.gov/wps/portal/gov/ood/about-us/ood-council/ood-councils-meetings
The mission of Opportunities for Ohioans with Disabilities is empowering Ohioans with disabilities through employment, disability determinations, and independence.
AUGUST 12 COUNCIL MEETING MINUTES
Opportunities for Ohioans with Disabilities Council
August 12, 2020
Meeting Minutes
Council Members in Attendance: Carolyn Peters, Th.D., Chair, Matt Sauer, Ph. D., Andrea Kramer, David Baker, Alison McKay, Margie Hegg, Jane Gerhardt, Jeremy Morris, John Moore, Matthew Sauer, Ph.D., Vice-chair, Karis Spence, jw Smith, Ph.D, Kevin Miller, Lisa Hickman, and Pete Moore
OOD Staff: Employer and Innovation Services Deputy Director Kristen Ballinger, Chief Legal Counsel Matt Lampke, Bureau of Services for the Visually Impaired Deputy Director Greg Dormer, Bureau of Vocational Rehabilitation Deputy Director Susan Pugh, Chief Information Officer Michelle Burk, OOD Council Liaison Shirley Marchi, Chief Financial Officer Maria Seaman, Chief of Communications Kim Jump, Marlena Smith, OOD Interpreter
Guests: Jane Allinder, Interpreter, Emily Turner, Executive Director, Ohio Association of Goodwill Industries and Kelly Manns, Assistant Director, Evaluation and Training Services, Ohio Valley Goodwill Industries
Welcome and Introductions
OOD Council Chair Dr. Carolyn Peters welcomed everyone to the meeting. Attendees introduced themselves.
Approval of Minutes
Council member jw Smith moved to approve the May 6, 2020 minutes, seconded by Council member Jane Gerhardt. Motion carried.
Written Public Comment
There were no written public comments.
VR Policy Subcommittee Update
VR Policy Subcommittee co-chairs Alison McKay and Lisa Hickman reported the OOD Council’s VR Policy subcommittee met on July 8, 2020 via Microsoft Teams. The VR Policy subcommittee consists of the following OOD Council members: Dave Baker, Lisa Hickman, Andrea Kramer, Alison McKay, and Dr. Matt Sauer. Dr. Carolyn Peters attended the meeting as ex-officio (non-voting) member. The VR Policy subcommittee members elected Alison McKay and Lisa Hickman as co-chairs of the VR Policy Subcommittee.
Ms. McKay stated OOD’s Chief Legal Counsel Matt Lampke provided information about the duties of the OOD Council as noted in Ohio state law and federal regulations.
Ms. McKay stated BVR Deputy Director Susan Pugh provided information about OOD 17 VR policies. VR policies include federal requirements under the Workforce Innovation and Opportunities Act (WIOA), state requirements under the Ohio Revised Code or Ohio Administrative Code, OOD Director expectations, and fiscal responsibilities that rise to the level of agency policy. In addition, Ms. Pugh stated OOD has VR procedures that instruct staff on how to implement the policies in completing day-to-day operations.
Ms. McKay stated OOD VR policies are updated on a regular basis and reviewed quarterly. Policy is still reviewed even if there are no changes. However, when necessary to meet the needs of participants, VR policies may be updated in-between review date cycles to implement programmatic changes.
Also, Ms. McKay reported OOD is required to get public comment. The 10-day public comment is required for the Ohio Administrative Rules. OOD also offers public comment through the Participant Focus Groups. Additionally, the VR Policy subcommittee can be another avenue to get feedback.
Finally, Ms. McKay reported OOD does not receive a lot of responses. OOD follows the Ohio Administrative Code provisions. OOD always gives responses back for rules and for policy. The VR Deputy Director sees all public feedback and ensures it is always considered. OOD staff will keep the Council updated and then look to the future to see what is coming and get the Council’s feedback before it goes out to the public for comment.
Ms. Hickman reported the subcommittee members reviewed the following policies: Rehabilitation Technology, Vocational Rehabilitation Services, Pre-Employment Transition Services (Pre-ETS), and Transportation to participate in services,
Ms. McKay and Hickman stated the VR Policy subcommittee recommends the subcommittee meet twice per year with a report out to the full Council.
VR Policy subcommittee members approved the July 8, 2020 meeting minutes.
OOD Update
OOD Director Kevin Miller reported Governor Mike DeWine has press conferences weekly about COVID-19. The Governor shared a video on his social media and linked the video to OOD’s on-demand version of Disability Etiquette Training in conjunction with the 30th Anniversary of the Americans with Disabilities Act (ADA) on July 26. In addition, the Governor recognized OOD’s 50th birthday at his June 9 briefing. His office shared a video about OOD. Both videos can be found on OOD’s YouTube channel.
Director Miller further reported OOD staff are working remotely. In the past 21 weeks, OOD has placed a total of 1,586 Ohioans into jobs in customer service, food prep, stocking, and more. OOD has conducted virtual hiring events. OOD has put flexibilities in place this summer to provide in-person work experiences or virtual summer youth services. More than 2,000 students across the state are participating this summer. Over the last couple of weeks, OOD has held virtual, regional Youth Leadership Forums.
In addition, Director Miller stated OOD supported the Ohio Department of Administrative Services with the Disability Inclusion Conference for state employees.
Also, Director Miller reported OOD’s number one priority with its budget is to not go back on an Order of Selection. Director Miller and his executive team are figuring out where to trim back. OOD is shrinking its footprint with administrative costs. The OOD team is being strategic to work within the confines of a future, reduced budget.
Lastly, Director Miler reported about diversity and inclusion. He stated conversations are taking place with OOD staff. Implicit bias training is mandatory for all state employees. Embracing diversity competency is to be a part of staff evaluations. OOD is recruiting a Diversity and Inclusion Manager and views this as a great opportunity, but this is just one piece of the puzzle.
Council members requested that OOD keep them updated on the diversity and inclusion activities.
Employer and Innovation Services Update
EIS Deputy Director Kristen Ballenger reported OOD is hosting virtual hiring events in several areas throughout Ohio to facilitate interviews for Employer Partners and OOD candidates. Interviews are held in 20-minute increments through individual Microsoft Teams meetings. At least five employers are participating in each area. Events were held on July 29 for the Athens area and August 5 for the Dayton area. Hiring events are scheduled for Akron on August 12, Youngstown on August 19, and Lima on August 26.
Ms. Ballinger reported EIS hosted a web-based training for employers, titled “Supporting Employees with Disabilities During COVID-19” on June 18. A total of 154 people attended the training. In recognition of the 30th anniversary of the signing of the Americans with Disabilities Act, OOD hosted “Disability Etiquette” training on July 16. A total of 557 people attended the training. Ms. Ballinger stated the next training, titled “Inclusive Hiring: Applicants with Disabilities,” will take place on August 20 at 10:00 a.m. This training will focus on best practices to foster a hiring process that is accessible and inclusive for candidates with disabilities. It will also include discussion on the recruitment phase, pre-employment interviewing and testing, and the onboarding process, including common reasonable accommodations. There are currently 155 people scheduled to attend the training.
Lastly, Ms. Ballinger reported to help inform recommendations to be included in the 2021 Comprehensive Statewide Needs Assessment, OOD will be conducting a survey of potential VR participants and recent VR participants whose cases were closed without an employment outcome. OOD Council members are invited to review the outline to provide feedback and input on the process.
Vocational Rehabilitation Program Update
BVR Deputy Director Susan Pugh reported on the Federal Fiscal Year 2020 performance for the Vocational Rehabilitation program. Due to COVID-19, performance is down slightly as compared to last year at the same time. Average wage and hours worked both have increased.
Ms. Pugh reported as an alternative to VR’s in-person Participant Focus Groups, VR staff are checking in by phone to program participants to get feedback about their experience with remote service delivery. VR is convening a group of field staff to gather their perspectives and will be surveying our provider community to get their input as well. This will give us comprehensive feedback that can guide our future direction.
Ms. Pugh reported OOD implemented flexibilities in the delivery of services to students with disabilities this summer. Summer Youth Foundations is designed to be a flexible model, allowing for in-person work experience, where appropriate, and supplementing with remote delivery of additional VR services such as self-advocacy training and career exploration where needed.
In addition, Ms. Pugh reported this year, OOD partnered with the Ohio Statewide Independent Living Council and local Centers for Independent Living to regionalize Ohio’s Youth Leadership Forum. Five sites are meeting virtually this summer to help approximately 70 students with disabilities develop their leadership and advocacy skills (Cleveland, Columbus, Dayton, Canton and Toledo). A variety of state and local leaders have been able to join (e.g. Director Miller, Secretary of State Frank LaRose, city council members, disability advocates, etc.). Feedback from all involved has been very positive.
Also, Ms. Pugh reported OOD's Division of Legal Services has continued to process formal appeals through a combination of remote and in person hearings where needed. The use of remote hearings reduces travel for the appellant and for VR staff and we are incorporating the availability of remote hearings into our policies and procedures so that these efficiencies can continue even after the global pandemic subsides
Ms. Pugh reported Administrative Rules 3304-62-2 and 3304-1-08 have been filed with Joint Committee on Agency Rule (JCARR) are open to feedback for council members.
Ms. Pugh state the Combined State Plan was officially approved. There were a series of tweaks with the Rehabilitation Service Administration. The Plan began on July 1, 2020. The federal government will post Plans on-line in the future.
Finally, Ms. Pugh stated the topic for the upcoming Participant Focus Groups is Informed Choice and asked Council members for their suggestions. Council member Smith stated he wants to revisit the current policy and asked Ms. Pugh to send the OOD current policy to see where we are now and how to improve it. Ms. Pugh stated these policies are on the OOD website, and she will send the link.
Council member McKay stated transition aged youth - a lot of youth don’t know what questions to ask. For example, what does informed choice mean, what type of information should they be thinking about, what services does OOD provide, etc. Ms. McKay stated she will look at the policy and provide further comments. She further stated if services are denied they don’t know the reason. Ms. Pugh responded, the Consumer Advisory Council at one point developed a guide for participants and gave a lot of suggestions on how to do that.
Council member Moore stated about deaf individuals – OOD should provide ASL videos explaining informed choice because to have captions I can read that, but for members of the deaf or hard of hearing, they can’t understand that and having information in their native language would be helpful. Ms. Pugh responded, yes, we could identify tools for people to use. A video would be amazing to help them understand how to use those tools.
BSVI Deputy Director Greg Dormer reported during reporting period June 30, 2019 through June 30, 2020, eligibility decisions increased by 0%, plans written increased by 3%, the combined eligible and served decreased by 1%, rehabilitations increased by 0.8%, the average wage increased by 11%, and the average hours increased by 1.7%.
Mr. Dormer reported BSVI and the Provider Management and Contracts Unit have worked together with Helen Keller National Center to review and approve their Comprehensive Vocational Rehabilitation Program and the M-Power programs for support by OOD. This brings a new level of service options to Ohio’s deafblind population.
Mr. Dormer stated the comprehensive vocational rehabilitation program is for adult consumers 18 years of age and older who have a combined vision and hearing loss and want to gain independence and employability skills. The program provides individualized training that is tailored to meet the unique cultural and communication
needs of each student. HKNC’s person-centered training approach includes five major areas: orientation and mobility, technology, independent living, communication, and vocational exploration and training.
Mr. Dormer stated the M-power program is a two-week summer program for young adults, ages 16 to 23. This training is conducted by a team of experts – including deaf-blind facilitators and mentors. The program is designed to assist young adults who are deaf-blind to explore their vocational and educational interests and encourages them to take a more active role in planning their future. This program has integrated activities that promote self-determination and self- advocacy skills.
In addition, Mr. Dormer further reported the Personal Care Assistance program has developed and implemented a policy and procedure package that went in to effect program has previously had no policy and procedures to govern the program, relying on the Ohio Administrative Code to provide program guidance.
Mr. Dormer reported BSVI staff (Katie Frederick and Sarah Kelly) presented at the State of Ohio Office of Disability Inclusion ADA symposium on August 6 on accessibility in the workplace for employers related to blindness and low vision. Katie Scheetz and Jessica Folsom presented to the OOD transition community of practice on sensory impairments to better prepare staff working with transition students to work with students with sensory impairments. Mr. Dormer will be participating in an interview with VoiceCorps on August 20.
Finally, Mr. Dormer reported the ILOB program re-opened the option for in-person services, with an emphasis on remote/virtual services remaining as the preferred option whenever possible. Feedback has been positive, and providers are working in partnership with the VRC’s and the consumers to ensure the safety of our consumers and our providers.
Council member Smith thanked BSVI Director Dormer and OOD for not forgetting about the deafblind population.
Chairs Comments
Dr. Peters reminded everyone that sign language interpreters were being provided at today’s OOD Council meeting and she thanked everyone for their patience.
Dr. Peters stated OOD Council member David Baker has resigned. Mr. Baker took a position with the Reynoldsburg City Schools Board of Education.
Dr. Peters stated OOD has not heard from the Governor’s Office about OOD Council members who applied to renew their membership on the Council.
Lastly, Dr. Peters reminded the public to submit written comments to Ms. Marchi.
Council Members Discussion/Comments
Council member Smith asked if the subcommittees are meeting do to COVID-19. He also asked about extending the full Council meetings by one hour. Chair Peters responded that last year the Council was exceeding the time. The Council agreed to extend the meeting by one hour from 10:00 - 12:00 to 10:00 – 1:00. She stated the Council receives meeting materials before the meeting so members should be able to jot down questions, etc. before the meeting.
Council member McKay stated the VR Policy subcommittee needs to set a date for their next meeting. The Policy subcommittee to meet in January or April. VR Policy subcommittee co-chairs are to make the determination on a meeting date.
Dr. Peters stated the Annual Report subcommittee meets prior to the November Council meeting to discuss the items for the Annual Report letter. The Annual Report subcommittee members to report out at the full Council meeting with a draft Annual Report.
Ms. Peters further stated Council member Morris is chair of the WIOA Subcommittee and he will need to follow-up with subcommittee members to identify a date and work with Deputy Director Pugh and Ms. Marchi.
Public Comment
There were no public comments.
Adjourn
Council member Gerhardt moved to adjourn the meeting, seconded by Council member Moore. Motion carried.
PUBLIC COMMENT
From: Harris Capps <harriscapps007 at gmail.com<mailto:harriscapps007 at gmail.com>>
Sent: Sunday, October 11, 2020 5:12 PM
To: Marchi, Shirley <shirley.marchi at ood.ohio.gov<mailto:shirley.marchi at ood.ohio.gov>>
Subject: Unanswered Question to the Board
Hello,
I am a parent, guardian, and advocate for my son Matt who has significant Intellectual and Developmental Disabilities (IDD).
I am also on the Board of Directors for a national disability organization; one that supports Special Wage Certificate employment.
There is one implied question that has yet, to the best of my knowledge, to be answered.
There is of course OOD's actions to implement Competitive Integrated Employment. Running in tandem with those actions by other organizations, are numerous attempts to phase out Special Wage Certifications under the FLSA 14 (c). OOD is no doubt in support of the elimination of Special Wage Certifications.
Assuming efforts like a legislative "add-ons" to the "Raise The Wage Act" and "Transformation to Competitive Employment Act" Bills are passed in the next congress, OOD will have a solemn responsibility.
That is, to place into competitive employment, persons with IDD and other disabilities who are unable, because of there more severe disabilities, to gain this type of employment.
This is not, as many well-intentioned but uneducated persons would paint an easy task. In fact, competitive employment for many will be unattainable. That is a fact... not well-intentioned vague promises for a job in the "great bye and bye".
So... As the OOD Council, what are your very specific plans to ensure "competitive employment" for people like my son, Matthew, who loves going to work at his Vocational Center?
My son does not understand the difference between a paycheck for one penny to a paycheck for one thousand dollars.
Again, the OOD Council must soon explain to all employees using FLSA 14(c) employment, what are you going to do? Are you going to relegate Matthew to a Day Services Program with little to do and NO Pay, or have him waste all day looking at TV? Both of these alternatives will undoubtedly cause negative behavioral issues to increase dramatically. And this will truly be discrimination against a class of disabled persons.
Regards,
Harris T. Capps, Parent, Guardian and Advocate
ANNUAL REPORT LETTER
November 18, 2020
The Honorable Mike DeWine The Honorable Mark Schultz, Commissioner
Governor Rehabilitation Services Administration
Riffe Center, 30th Floor
77 South High Street Washington, D.C. 20202
Columbus, OH 43215-6117
Dear Governor DeWine and Commissioner Schultz:
It gives me great pleasure to transmit to you this letter outlining the outstanding progress and work completed by the Opportunities for Ohioans with Disabilities (OOD) Council with the assistance of the dedicated staff of Opportunities for Ohioans with Disabilities under the leadership of Kevin Miller, Director for the year 2020. The work of the Council reflects the great success Ohio has had in furthering the goal of increasing employment success for all Ohioans with disabilities. Even with the challenge of coronavirus this year, 2020 has seen the Council meetings transition from in-person meetings to virtual meetings over the internet. It also has seen the active implementation of the subcommittee plan to broaden the participation of the Council members providing another forum for input from consumers, community members, and Council members.
The Workforce Innovation and Opportunity Act (WIOA) subcommittee drafted the required input for OOD’s Vocational Rehabilitation portion of Ohio’s WIOA Combined State Plan. The full Council approved this narrative, which was included in the plan. This plan has since been approved and implemented on July 1, 2020. The Vocational Rehabilitation Policy subcommittee held its first meeting on July 8, and in consultation with OOD VR leadership, they conducted a review of the individualized plan for employment and self-employment policies, rehabilitation technology policy as well as the pre-employment transition services, and transition services policy. The value of the Council's makeup was very evident in this discussion. Members were able to bring the concerns of their constituencies to their comments and suggestions regarding these policies. The Annual Report subcommittee met to develop this letter and again demonstrated that the variety of expertise on the Council ensures robust, helpful assistance to the professional staff in preparing the annual report.
Of special note, the OOD Council provided important input into the actual instrument developed by OOD to elicit participant feedback as it concerns customer satisfaction. This was seen as a key opportunity for the Council to be of service to OOD and the people of Ohio with disabilities. The OOD Council is looking forward to the opportunities provided in 2021 to bring our broadening experience to the service of OOD as we work together on the Comprehensive Statewide Needs Assessment.
In order to better serve the Council and through them, the people of Ohio with disabilities, Doctor Carolyn Peters, chair of the OOD Council, has faithfully participated in the National Coalition of State Rehabilitation Councils networking/informational phone calls as well as represented Ohio at the National Convention of State Rehabilitation Councils.
The OOD Council is honored and pleased to transmit this letter giving a brief accounting of the work conducted by the Council. We would like thank all the Council members, the chair, Doctor Carolyn Peters, the dedicated staff of OOD, Director Kevin Miller and the people of Ohio for giving us this opportunity to be of service.
Yours very truly,
Dr. Carolyn Peters, Chair
Opportunities for Ohioans with Disabilities Council
c: OOD Council Members
OOD Director Kevin Miller
Attachments: OOD Annual Report
OOD Council Roster
OOD ANNUAL APPEALS REPORT
ANNUAL REPORT ON APPEALS PROCESS
State & Agency: OH, Opportunities for Ohioans with Disabilities Agency XGeneral/Combined Blind Fiscal Year FY2020
I. MEDIATION:
A. Requests for Mediation:
1. Pending requests for mediation, October 1 (carryover from prior fiscal year) 0
2. New requests for mediation since October 1 1
3. Total requests for mediation this fiscal year (I.A1+I.A2) 1
B. Disputes Resolved during Mediation Process:
1. Disputes settled prior to the development of a written mediation agreement 0
2. Disputes resulting in a written mediation agreement 0
3. Total disputes resolved during mediation process (I.B1+I.B2) 0
4. Disputes not resolved during mediation process 0
C. Mediation Requests Carried Over:
1. Mediation requests pending resolution, September 30 (I.A3-I.B3-I.B4) 0
II. IMPARTIAL HEARING PROCESS:
A. Requests for Impartial Hearings:
1. Pending impartial hearing requests, October 1 (carryover from prior fiscal year) 6
2. New requests for impartial hearings since October 1 51
3. Total requests for impartial hearings this fiscal year (II.A1+II.A2) 57
4. Number from Line II.A3 which had also been through the mediation process this fiscal year 0
B. Disputes Resolved during Impartial Hearing Process:
1. Disputes resolved without IHO decision 32
2. IHO decisions favoring the individual 0
3. IHO decisions favoring the agency 7
4. Total IHO decisions (II.B2+II.B3) 7
5. Total disputes resolved during impartial hearing process (II.B1+II.B4) 39
6. Disputes not resolved during impartial hearing process 11
C. Impartial Hearing Requests Carried Over:
1. Impartial hearing requests pending, September 30 (II.A3-II.B5-II.B6) 7
III. REVIEW OF IHO DECISIONS:
Has your agency established a process for review of IHO decisions? Yes X No
NOTE: If no, skip Section III.
1. Requests for Review of IHO Decisions:
2.
1. Requests for review of IHO decisions in process, October 1 (carryover from prior
fiscal year)
2. New requests for review of IHO decisions since October 1
3. Total requests for review of IHO decisions this fiscal year (III.A1+III.A2)
B. Reviews of IHO Decisions Completed:
1. IHO decisions favoring the individual sustained
2. IHO decisions favoring the individual reversed
3. IHO decisions favoring the agency sustained
4. IHO decisions favoring the agency reversed
5. Total reviews of IHO decisions completed (Sum of III.B1 through III.B4)
6. IHO decisions not reviewed (II.B4-III.B5)
C. Reviews of IHO Decisions Carried Over:
1. Reviews of IHO decisions pending, September 30 (III.A3-III.B5)
IV. CIVIL ACTIONS:
A. Civil Actions Filed:
1. Civil actions pending, October 1 (carryover from prior fiscal year) 2
2. New civil actions filed this fiscal year 0
3. Total civil actions this fiscal year (IV.A1+IV.A2) 2
B. Civil Actions Resolved:
1. Civil actions resolved in individual's favor (sustaining final administrative decision) 0
2. Civil actions resolved in individual's favor (reversing final administrative decision) 0
3. Civil actions resolved in agency's favor (sustaining final administrative decision) 0
4. Civil actions resolved in agency's favor (reversing final administrative decision) 0
5. Total civil actions resolved (Sum of IV.B1 through IV.B5) 0
6. Civil actions not resolved 2
C. Civil Actions Carried Over:
1. Civil actions pending, September 30 (IV.A3-IV.B5-IV.B6) 2
V. TYPES OF COMPLAINTS/ISSUES
INVOLVED IN DISPUTES:
Mediation (a)
Impartial Hearings (b)
Reviews of IHO Decisions (c)
Civil Actions (d)
1. Applicant eligibility for VR 4
2. Nature/contents/scope of IPE 27
3. Quality of counseling services 3
4. Delivery/quality of other VR services 0
5. Cost of services 10
6. Termination of services/service record closure 12
7. All other complaints/issues 1
VI. DESCRIPTION OF DUE PROCESS PROCEDURES - See Attached.
VII. FINAL IHO AND REVIEW DECISIONS – See Attached.
Person to contact if questions arise about this form (print name): Matt Lampke
Phone: 614-288-1697 E-mail address (if applicable) matt.lampke at ood.ohio.gov<mailto:matt.lampke at ood.ohio.gov>
Authorized Signature Date: 10/2/20
EIS UPDATE
Opportunities for Ohioans with Disabilities Council Meeting
Division of Employer and Innovation Services Update
November 18, 2020
NDEAM Virtual Hiring Events
In celebration of October’s National Disability Employment Awareness Month (NDEAM) Opportunities for Ohioans with Disabilities (OOD) hosted five Virtual Hiring Events in several areas throughout Ohio to facilitate interviews for Employer Partners and OOD candidates.
OOD facilitated a total of 231 interviews for 165 job seekers with 35 employers throughout the state. There have been 29 confirmed hires so far. Below is an area breakdown:
October 1, Columbus: 52 interviews with 12 employers
October 8, Cincinnati: 57 interviews with 12 employers
October 15, Cleveland: 41 interviews with 10 employers
October 22, Canton: 57 interviews with 9 employers
October 29, Toledo: 24 interviews with 11 employers
On November 2, OOD also hosted a Meijer Hire Day to facilitate interviews for open positions throughout the state. A total of 48 interviews were conducted with 25 confirmed hires to date.
Web-based Trainings for Employers
Since May 2020, the Division of Employer and Innovation Services (EIS) has hosted free monthly web-based training for employers with a total attendance count of 1,655. Topics of these trainings have included: “Mental Health Disabilities in the Workplace”, “Supporting Employees with Disabilities During COVID-19”, “Disability Etiquette”, “Inclusive Hiring: Applicants with Disabilities”, “Navigating the Reasonable Accommodation Process”, and “Accessibility Hour with OOD”. All trainings are recorded and archived on our website: https://ood.ohio.gov/wps/portal/gov/ood/information-for-employers.
Our next training, “Job Developers and Job Coaches in the Workplace” takes place on Thursday, November 19 at 10 a.m. More information can be found on our website: https://ood.ohio.gov/wps/portal/gov/ood/information-for-employers/employer-resources/job-developers-and-job-coaches-in-the-workplace. OOD Council members are welcome to attend.
Comprehensive Statewide Needs Assessment Survey
OOD Council members have received a link to a draft version of the Comprehensive Statewide Needs Assessment (CSNA) survey for individuals with disabilities. We welcome your feedback.
BVR BRIEFING
Bureau of Vocational Rehabilitation
OOD Council Briefing- November 18, 2020
Program Performance: The following table summarizes Federal Fiscal Year 2020 performance for the Vocational Rehabilitation (VR) program. Due to COVID-19, performance is down slightly as compared to last year. Average wage and hours worked both have increased.
Eligibility Decisions: 9/30/19 – 18,395; 9/30/30 – 15,941; Percent Change -13%
Plans Written: 9/30/19 – 13,947; 9/30/30 – 12,873; Percent Change -8%
Eligible + Served: 9/30/19 – 36,900; 9/30/30 – 35,308; Percent Change -4%
Rehabilitations: 9/30/19 – 5,735; 9/30/30 – 4,959; Percent Change -13.5%
Average Wage: 9/30/19 – $11.41; 9/30/30 – $11.92; Percent Change 4%
Average Hours: 9/30/19 – 26; 9/30/30 – 26.5; Percent Change -13%
Programmatic Updates:
* Vocational Rehabilitation staff continue to work remotely. OOD completed a systematic review of remote service delivery (summary report included in your meeting materials) and the feedback has been overwhelmingly positive. Next steps include exploring the need for technology training for VR participants, review of needs of individuals for whom remote services are not a viable option and incorporation of remote services into existing VR Fee Schedule definitions.
* In response to feedback from individuals with disabilities received at OOD’s Participant Focus Groups, the VR Area Managers implemented a new case transfer process designed to improve efficiency, consistency, and communication for our staff and program participants. The new process was recently piloted with approximately 40 college students and the overall feedback about the changes were very positive. Staff were able to complete the transfers in a timely manner, communication was clear between the outgoing/incoming OOD counselor and the participant and the overall customer experience was improved.
* The VR Customer Satisfaction Survey was updated for FFY 2021 (beginning October 2020). FFY 2020 Survey results are included in your materials. A total of 588 VR program participants completed surveys in FFY 2020.
* Questions for VR participants regarding informed choice have been finalized and staff will be directly contacting individuals with disabilities on our caseloads to gather their feedback on this topic. The Informed Choice Policy is coming due for it’s biannual review and this feedback, as well as feedback from other stakeholder groups, will assist OOD in revising this policy and procedure.
REMOTE SERVICES FINAL
OOD Remote Services Review:
Customer Response March 2020 to September 2020
Background
In March 2020, Opportunities for Ohioans with Disabilities (OOD) transitioned to serving participants remotely as a result of the COVID-19 pandemic. Essentially, the landscape of counseling and case management activities shifted from the historical “in-person” model of conducting business with OOD participants to a virtual platform for both initiation and delivery of services.
At the same time, many of OOD’s vocational rehabilitation providers also initiated the use of technology to deliver services to OOD participants. While not all services easily translated to a remote model, providers found that many services such as job development, pre-employment transition services and job coaching could be successfully conducted in a virtual setting.
Since transitioning to remote services, OOD recognized the need to do an assessment of this service delivery model to verify that OOD participants were being successfully served. To accomplish this, during August 2020, OOD initiated a more systematic review of remote service delivery to asses customer and stakeholder response to the use of remote service delivery.
This review consisted of the following stakeholder/outreach efforts:
• Telephone/remote outreach to participants statewide to gather their feedback regarding remote services. OOD talked to 150 participants from a variety of caseloads and targeted participants in each region of the state as part of this outreach. Survey questions focused on participant satisfaction of service from OOD staff, service from OOD providers and use of remote service delivery. Participants were also given the opportunity to offer any additional comments or recommendations.
• An OOD provider survey sent to vocational rehabilitation service providers to solicit their feedback regarding remote services. All OOD vocational rehabilitation service providers were invited to participate in this survey through OOD’s public email messaging system. A total of 105 responses from provider organizations across the state were received. Questions in this survey focused on both participant engagement with remote services and provider assessment of delivering services remotely.
• A remote services “think tank” conducted by OOD’s Provider and Contract Management Unit (PCMU) consisting of a statewide cross section of OOD staff (Vocational Rehabilitation Counselors, Account Examiner 2s, Vocational Rehabilitation Supervisors and Area Managers) to solicit feedback regarding the delivery of vocational rehabilitation services.
Results
Review of the results across all three initiatives show a general positive response to remote services.
Participant Response
Overall, seventy-seven percent (77%) of participant responses indicated that they were “satisfied” or “very satisfied” working with their counselor by phone, computer or tablet. Participants indicated a quick response from counselors, quick access to the counselor and continuity of services as items that were going well with remote
services. Participants also indicated general satisfaction with service from providers in terms of communication, support given and job coaching.
Notable quotes from participants are as follows:
• “Very satisfied, 10 out of 10. I like working remotely better. I don’t have to set formal appointments and I don’t have to drive to the office for in-person appointments. I like to talk with my counselor when I am thinking about something instead of trying to remember to talk about it during a set appointment time.”
• “I would just suggest that fully remote services be offered more often and not only in a pandemic situation. It is so much easier for those of us with physical health issues to not have to arrange/attend in-person services. Or, at least give the option for individuals to choose which type of services (remote vs. in-person) best meets their needs based on their specific situation.”
• “I believe this way is pushing our generation to take work more seriously, and pushes you to excel in other ways”
• “It is going great! I still am able to get a job without worrying about going into an office and getting sick.”
• “Very Satisfied. I’m getting a chance to talk with OOD by conference calls and other types of meetings. I’m getting bus passes. Everything continues to move forward like I thought it would before OOD started remote services. Even though we haven’t met in the office, the team hasn’t missed a beat.”
Provider Response
The OOD Provider survey yielded results similar to the participant survey. Ninety percent (90%) of providers rated participant outcomes from remote services as acceptable or better, with sixty-six percent (66%) rating outcomes as good to excellent. Eighty-nine percent (89%) of provider responses rated participant engagement as acceptable or better, with fifty percent (50%) of respondents indicating participant engagement was good to excellent. Benefits of remote services reported by providers included decreased travel for participants and staff and decreased “no-show” appointments.
Staff Response
The remote services think tank also reported benefits from remote service delivery similar to the items noted by participants and providers. For example, staff reported that participants do not have to worry about transportation/travel and can engage in services directly from home when working with OOD remotely. From an overall customer service perspective, vocational rehabilitation counselors reported that remote service delivery resulted in time savings from reduced travel which allowed more time to directly engage with participants.
Opportunities
Overall, OOD’s review of remote services indicates a positive customer experience when engaging in these services. However, the review also highlighted some areas of opportunity for OOD to further enhance this type of service delivery. These include:
• Across all three stakeholder groups, access to technology was identified as a barrier for some participants.
• Participants with more intensive needs may require an additional level of support to participate in remote services and at times, the in-person service option may be the best alternative for these individuals.
• In terms of the provider community, the review indicated that some providers may benefit from training/information sharing about delivering remote services.
Next steps
Based on the results of OOD’s review of remote service delivery, it is clear that remote services can be a valuable and useful tool in delivering vocational rehabilitation and case management services to participants. To further improve service in this area, OOD should consider the following next steps:
In process as of 10/2020:
• Purchase of technology for participants: OOD began this process in relationship to its Summer Youth Foundations Program and has recently expanded technology purchases for participants who require it to effectively participate in services. OOD’s Supported Employment & Transition Unit (SETU) will continue to monitor the purchasing of technology within VR.
• Inclusion of questions regarding remote services in the general customer service surveys: OOD’s Monitoring and Compliance Unit has drafted questions regarding remote services to be included in surveys effective October 1, 2020. These questions should be included on all future general customer service surveys. OOD’s Monitoring and Compliance Unit (MCU) will continue to distribute and analyze these surveys.
By February 2021:
• Exploration of mechanisms for providing technology training for participants: This would benefit participants already familiar with technology by expanding their knowledge of various virtual platforms (Microsoft Teams, Zoom, etc.). For participants unfamiliar with technology, this would provide them with baseline setup of technology, basic use guidance and introduction and practice with various virtual platforms. OOD’s Policy and Training Unit (PTU) in coordination with the Provider and Contract Management Unit (PCMU) will explore opportunities related to these trainings.
• Review of in-person model of service delivery: Across all three reviews, there was indication that there are some participants for whom remote services may not be a viable option. While in-person delivery of services is currently hampered by the COVID-19 pandemic, OOD should still begin to review in-person models to set internal guidance of when counseling and case management activities should be delivered remotely vs. in-person. Ultimately, OOD should be using the service model (in-person, remote or hybrid) that best meets the participant’s needs and choice. Additionally, OOD should begin to consider potential barriers, other than technology, that may limit an individual’s ability to successfully participate in remote services. This will help OOD identify supports and tools that could assist those participants who wish to participate in services remotely but may have more intensive and complex needs. Field management staff will be assigned to initiate and complete this review.
By May 2021:
• Drafting of clear and definitive remote service definitions for applicable fee schedule services. Overall, vocational rehabilitation providers smoothly transitioned to providing remote services at the beginning of the COVID-19 pandemic. However, as OOD considers providing remote services as part of the normal course of business, standard service definitions will support consistency and quality of services on a statewide basis. As part of this, OOD should consider provider training on remote services to assure a robust and qualified statewide provider pool in this area. The Provider and Contract Management Unit will lead this project.
• Review of employment outcomes for participants who engage in remote services: Since the initiation of remote services (March 2020), OOD has placed more than 2,300 participants into employment. OOD should review retention and wage data regarding outcomes achieved and consider conducting outreach to a sampling of these participants in three to six months to assess satisfaction with long-term employment outcomes when connected to remote services. Field management staff will work in conjunction with OOD’s Data and Reporting Unit (DAR) to complete this review.
CUSTOMER SATISFACTION REPORT
Customer Satisfaction Survey Results – Statewide - Quarter 4 FFY 2020 (7/1/20 - 9/30/20)
During the fourth quarter of Federal Fiscal Year 2020 there were 4,044 closure letters generated that included a link to the customer satisfaction survey. Those cases with email addresses, 2,640, also received an automated email message with the toll-free number and survey link encouraging participants to share their experiences with receiving Vocational Rehabilitation Services from Opportunities for Ohioans with Disabilities. From those efforts, there were 147 respondents with the following results:
Question 1 - My current zip code (not graphed)
Question 2 - My current disability (Answered 146)
* Intellectual and Learning 30%
* Auditory and Communicative 18%
* Physical 32%
* Psychosocial and Psychological 26%
* Visual 10%
* Other 22%
Question 3 - My age range (Answered 146)
* 14-24 32%
* 25-34 14%
* 35-44 10%
* 45-54 10%
* 55-64 27%
* 65 and over 7%
Question 4 - It was easy for me to get to the OOD office, to move around in the office and to get in and out of the office. (Answered 146)
* Strongly Agree 35%
* Agree 23%
* Neutral 5%
* Disagree 0%
* Strongly Disagree 2%
* N/A 36%
Question 5 - Materials were given to me in my preferred format (e.g. large print, interpreters provided). (Answered 146)
* Strongly Agree 47%
* Agree 34%
* Neutral 14%
* Disagree 3%
* Strongly Disagree 2%
Question 6 - After my first meeting with my Counselor, Coordinator or Caseload Assistant, I understood clearly that employment was the goal of the VR program. (Answered 146)
* Strongly Agree 62%
* Agree 25%
* Neutral 8%
* Disagree 1%
* Strongly Disagree 3%
Question 7 - VR staff were polite and professional. (Answered 146)
* Strongly Agree 66%
* Agree 21%
* Neutral 8%
* Disagree 1%
* Strongly Disagree 5%
Question 8 - VR staff helped me understand the kind of services that were available to me. (Answered 144)
* Strongly Agree 60%
* Agree 15%
* Neutral 13%
* Disagree 7%
* Strongly Disagree 6%
Question 9 - VR staff included me in the decisions about my case, including the services listed on the Individualized Plan for Employment (my plan). (Answered 146)
* Strongly Agree 60%
* Agree 18%
* Neutral 8%
* Disagree 6%
* Strongly Disagree 8%
Question 10 - The services on my plan were provided in a timely manner. (Answered 146)
* Strongly Agree 49%
* Agree 25%
* Neutral 12%
* Disagree 5%
* Strongly Disagree 9%
Question 11 - The VR services that I received helped me to become more financially independent. (Answered 145)
* Strongly Agree 33%
* Agree 21%
* Neutral 21%
* Disagree 9%
* Strongly Disagree 17%
Question 12 - The services I received helped me reach my employment goal. (Answered 145)
* Strongly Agree 38%
* Agree 17%
* Neutral 19%
* Disagree 8%
* Strongly Disagree 18%
Question 13 - If services did not result in an employment outcome, were you satisfied with the services that you did receive from VR staff. (Answered 132)
* Strongly Agree 48%
* Agree 19%
* Neutral 12%
* Disagree 8%
* Strongly Disagree 13%
Question 14 - What additional services, if any, would have been helpful to you to reach your employment goal? (Answered 68)
* Transportation
* On site job observation, more career exploration, job market awareness, internships, and connections to employers
* Training
Question 15 - I would recommend OOD to others with disabilities. (Answered 144)
* Yes 78%
* No 22%
Question 16 - Please share with us any comments that you would like about your vocational rehabilitation experience. (Answered 87)
* Very helpful, supportive, professional, and caring staff
* Thankful, satisfied, and appreciative of services
* Frustration with time it takes, feeling nothing was getting done/no progress being made, and amount of communication
BSVI UPDATE
Bureau of Services for the Visually Impaired
OOD Council Briefing- November 18, 2020
During reporting period 9/30/2019 through 9/30/2020, eligibility decisions decreased by 9%, plans written decreased by 3%, the combined eligible and served decreased by 4%, rehabilitations decreased by 8.4%, the average wage increased by 12%, and the average hours increased by 3.2%.
While the overall program numbers for the year were down, BSVI experienced a smaller decrease in performance numbers than many other states and saw a double digit increase in average hourly wages. BSVI also did a better job of moving eligible individuals into plan in 2020 vs. 2019. The program saw a 5.5% increase in the area.
Looking forward into 2021, applications for BSVI services increased each month from July through September, which is an encouraging trend.
Programmatic Updates:
* Berna King has moved into the BSVI Program Manager role previously held by Sarah Kelly. Berna has been with OOD for 20 plus years, most recently as a Vocational Rehabilitation Supervisor. Since taking over she has been meeting with partners and providers over the last few weeks and has begun reviewing the BSVI Multi Point Plan to update and help craft the direction of the division.
* Director Miller, Erik Williamson, Greg Dormer and Berna King presented an update on the program at the National Federation of the Blind Ohio Statewide Convention.
* BSVI Staff held meetings in each of the 5 regions in August and September for all BSVI/ILOB counselors and their supervisors. These meetings were done in lieu of the annual BSVI Statewide Meeting this year.
* Katie Frederick is presenting at OCALI-Con on Thursday Nov. 12 as part of a panel on “Travel Guide for Navigating Systems for Children with Deafness and Blindness”.
Shirley Marchi, Community Relations Liaison
Office of Communications
[Opportunities for Ohioans with Disabilities logo]
400 E. Campus View Blvd.
Columbus, OH 43235
Office: (614) 438-1477
Mobile: (614) 842-3663
[OOD Facebook]<https://www.facebook.com/OhioOOD/>[OOD Twitter]<https://twitter.com/OhioOOD/>[OOD Instagram]<https://www.instagram.com/ohioood/>[OOD LinkedIn]<https://www.linkedin.com/company/ood/>[OOD YouTube]<https://www.youtube.com/channel/UCV3i2M6G6mfQhJX5aEfR4Mw>
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