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TWC will execute a fee-for-service contract with Boards to deliver Summer Earn and Learn services to students with disabilities. Boards will be paid established fees based on completion of the deliverables as specified in Section 1.8.3 SEAL Services Payment Structure. The fees are intended to pay for delivery of the service or services associated with the deliverable, including materials and supplies. This chapter describes the contract statement of work and associated deliverables and requirements. Board subcontractors providing services for the SEAL program must meet the same requirements and level of experience as required of the Board. The Board and Board contractor staff that provide services described in this chapter must comply with the requirements in the following sections.
The Summer Earn and Learn (SEAL) Program establishes a mechanism by which pre-employment transition services (Pre-ETS) are provided to students with disabilities, as required under Title IV of the Workforce Innovation and Opportunity Act (WIOA), which modified the Rehabilitation Act of 1973 (Rehabilitation Act). SEAL is a statewide strategy that includes Work Readiness Training and Paid Work Experience for students with disabilities. It will be offered in each local workforce development area (LWDA) during the summer months, when students are out of school.
SEAL includes basic work-based learning and training services for students with disabilities that provide:
The objective of the SEAL program is to increase work-based learning opportunities for students with disabilities through Texas' integrated workforce system, thereby providing participants with foundational employment skills and better preparing them for successful transition to postsecondary education and employment.
Provide to students with disabilities workplace readiness training, work experience, and transferable skill learning opportunities while they earn compensation for time worked on the job site.
Before SEAL Program services are provided to participants, the Board must:
Joint planning committees assist in:
Boards are responsible for identifying, recruiting, and developing employment opportunities and worksites in both the public and private sector for paid work experience placements.
Board efforts to develop work experience opportunities should target high-growth occupations, skilled trades and crafts, and other high-demand occupations in the local workforce development area.
Work experience placements must be designed to help the participants gain work skills, build self-confidence, network with others, receive guidance and feedback on performance, and explore various career fields.
As the area job market grows or changes, Boards are encouraged to provide work experiences that enable a greater number and variety of career choices for the program participant.
Boards will develop worksites with employers that are able to provide a minimum of five weeks of paid work experience at a single hourly wage that is determined by the Board to be appropriate for the Local Workforce Board area in which the work is performed. VR participants may not work over 40 hours per week.
The hourly wage must also comply with the Fair Labor Standards Act (FLSA). Boards can negotiate the number of hours per week of work available for each participant with identified employers. Boards will also explain the employer supervisor and/or manager responsibilities for the SEAL participants as described in Section 1.5.4.1 Worksite Placement.
VR participant wages must be paid in a timely manner and must include other costs associated with payroll, such as federal income tax withholding, Federal Insurance Contributions Act expenses, workers' compensation insurance, and any fees associated with payroll processing. Boards may set an hourly wage rate for the paid work experience component that is consistent with or based on the hourly wage the Board uses for paid work experience under the WIOA Title I formula youth program.
Board and VR staff must coordinate and partner to build relationships with employers. VR staff will contribute their knowledge of employers who have successfully hired VR participants in the area.
VR staff will assist the Board in providing disability awareness presentations, worksite analysis, or other forms of assistance to support the Board in working with employers to identify needed participant accommodations, if any, and address any issues or concerns.
Coordinated Board and VR staff efforts to support participating employers will encourage employers to continue serving as SEAL program partners, and to participate in planning, organization, recruitment, and possible retention of employment opportunities for students with disabilities.
VR counselors in local VR offices will identify current VR participants who may be appropriate for the SEAL program and initiate the referral process to the Boards as determined by the joint planning committee for that LWDA.
If available slots for the program are not filled, Boards will be required to engage in additional outreach and recruitment efforts in coordination with local VR offices.
In addition to students who are current VR participants, candidates for SEAL can also include potentially eligible students who have not applied and been determined eligible for VR services but meet the definition of Student with a Disability as established by WIOA.
Both current VR participants and potentially eligible students must meet the following criteria to participate in SEAL:
When the Board is aware of students who are candidates for SEAL participation who also are potentially eligible for VR services, the Board must share necessary information with VR staff about these candidates so that VR can:
During the planning process, the joint planning committee shall determine how required information and documentation will be gathered for student candidates who are potentially eligible for VR services.
Boards must work collaboratively with the local VR staff to plan, identify, and recruit candidates for SEAL. The joint planning committee must work together to develop outreach and recruitment materials for SEAL and must share information regarding outreach activities or opportunities in the local workforce development area.
VR staff can assist Boards in ensuring that all outreach and recruitment materials are available in formats accessible to students with disabilities.
If any outreach materials or activities contain identifying information about current VR participants, then the joint planning committee is responsible for ensuring confidentiality as well as securing required releases of information.
Boards may include out-of-school students funded by WIOA Title I in SEAL after filling all VR-funded slots.
VR staff will determine eligibility for participation in SEAL and/or for other VR-funded services. Boards must work closely with VR staff to provide necessary documentation for Board-referred participants.
This information will be identified by VR staff during SEAL planning and specified in local procedures for SEAL participants.
Boards may co-enroll students and enter their information into The Workforce Information System of Texas (TWIST) if the Board decides to provide additional non-VR services to the students, provided that those services are funded through other sources available to the Board.
Boards must provide the following services to SEAL participants:
Boards must review the qualifications and experience of Board and contractor staff who will provide Work Readiness Training to ensure appropriate knowledge, skills and abilities regarding instructional techniques, working with youth, and methods for appropriately matching a student with a disability to a work site.
Staff working directly with SEAL participants must have:
It is preferred but not required that these staff also have experience working with people with disabilities.
Students participating in the SEAL program must receive between six (6) to ten (10) hours of Work Readiness Training. The Board may elect to provide the training, or, if the Board chooses not to provide the training, the Board must notify VR staff to allow VR staff sufficient time to arrange for the student to receive similar training from a VR provider. Work Readiness Training provided by the Board may occur prior to or during the paid work experience component. Topics that must be covered include:
The Board must specify the curriculum used to deliver Work Readiness Training and provide this information to TWC per section 1.7. The Board must implement services using instructional approaches that meet each VR participant's educational and disability needs. All training materials must be available in a format that is appropriate to the VR participant's needs, including regular print, large print, braille, recorded audio and/or video files on flash memory, and must be provided in the VR participant's preferred language.
Work Readiness trainers are responsible for maintaining attendance records, curriculum, lesson plans, and documentation as proof required training topics were completed.
All curricula and attendance records must be available for review by VR staff upon request. VR staff can assist in making sure all materials and media used in the training are accessible to the VR participants who have accessibility needs.
Boards must ensure that students completing Work Readiness Training are offered a worksite placement.
If the Board does not choose to deliver Work Readiness Training, VR staff may be able to arrange similar training through an existing Vocational Adjustment Training (VAT) provider. This determination should be made as early as possible in the planning process, to allow VR sufficient time to identify potential VAT providers. This determination should also consider the number of participants relative to the number of VAT providers in the area.
When the decision has been made to provide Work Readiness Training through a VAT provider, the training must be provided with adequate time to complete the training before the SEAL job placement begins.
VAT services will be provided as they would for participants outside of SEAL, in compliance with the VR Standards for Providers and the Vocational Rehabilitation Services Manual.
Payment for VAT will be made by the VR counselor directly to the provider. In instances where VAT is provided, the Boards will not be paid for Work Readiness Training.
After the completion of the Work Readiness Training, the participant will be assigned to a worksite that has been selected by the Board or the Board's contractor.
Boards are responsible for developing worksite placements that are available for a minimum of five weeks in duration. Boards must collaborate with VR staff to identify appropriate work placements for each SEAL participant, as well as accommodations that may be needed at a particular worksite.
The work experience placement must consider the participant's interests, abilities, capabilities, informed choice, and proximity to home. Work experience placements should also be determined based upon feedback and information provided by VR staff.
Once it has been determined that a worksite is appropriate for a SEAL participant, it is recommended that the Boards meet with VR staff, the participant, the participant's parent or legal guardian, and any other representatives as appropriate to discuss strategies, services and expectations for successful participation.
Boards will place the participant at the worksite and provide a point of contact for the participant to utilize in the event of any concerns about the placement. Boards are responsible for notifying the VR counselor, the participant, and the participant's parents or guardian of the VR participant's worksite placement at least one week prior to the first day of work experience to ensure sufficient time for the participant to make any necessary arrangements to participate.
It is the intent of the SEAL program that the paid work experience will give a participant the opportunity to:
The Board is responsible for recruiting employer participation and developing worksites for placement of SEAL participants. As part of this responsibility, the Board is responsible for orienting the employer supervisor and/or manager to their responsibilities, which are as follows:
When a Board subcontracts SEAL functions to a third party, a participant may not be placed in a worksite that is within the subcontractor's organization. SEAL participants are expected to be placed within public or private employers outside of TWC, the Board, and any subcontractor organizations. While VR will pay Boards for deliverables as detailed in Section 1.8.3, VR participants must complete at least five weeks of paid work experience to qualify as successful completion of the program and to receive payment for the retention deliverable.
Should an employer require drug screening and/or background checks, the Board or its subcontractor must notify the VR counselor in advance. The Board may pay for the cost of the VR participant and/or support providers drug screening and/or background check where necessary.
The Boards will provide ongoing worksite monitoring to ensure the participant is successful at the job and address any issues. The Boards will be responsible for keeping the VR staff informed about participant progress and/or issues on a consistent basis, while collaborating with the VR staff to resolve worksite issues or make needed changes. The Boards will be responsible for conducting at least one monitoring visit for each SEAL participant. If appropriate, monitoring visits may be conducted electronically.
Monitoring is defined as observing the SEAL participant at the worksite placement, while working. The worksite monitoring visit must be documented on the Worksite Monitoring form, and include observations and documentation of interaction with student, employer, and/or work experience trainer. Boards may not bill for the monitoring deliverable if the visit was not conducted during a time period that the participant received wages. Wage documentation must indicate that the student was present at the worksite during the monitoring visit.
Boards must coordinate with the VR participant's VR counselor to ensure that all verbal and written communications between the Board and the VR participant are conducted in the VR participant's preferred language. If the participant needs additional individualized supports, the VR staff will provide case management services to arrange, provide, and/or purchase those supports. As Boards become aware of the need for these supports, they must timely consult with the VR counselor. The VR counselor will determine if the supports are appropriate for purchase with VR funds.
VR counselors can purchase the following support goods or services for both eligible and potentially eligible students who are SEAL participants:
VR counselors must have sufficient notice to arrange for and purchase needed support goods or services.
If a potentially eligible student participating in SEAL needs additional services and supports (such as transportation assistance or equipment), the student must apply for VR services and be determined eligible by the VR counselor for VR to purchase these services.
VR staff may arrange and purchase work experience trainers as needed for VR participants in SEAL. Work Experience training services are provided by a Work Experience trainer when a VR participant needs more training and support than is occurring at the Work Experience site.
Training provided by the Work Experience trainer can include:
Work Experience training occurs after Worksite Placement has been secured. Work Experience training can only be authorized by VR staff and is based on the amount of assistance and/or supervision the VR participant will need to meet the job expectations. The work experience trainer will gradually reduce the time spent with the VR participant at the Work Experience site as the VR participant becomes better adjusted, more independent and no longer needs training support.
VR staff may arrange and purchase interpreter services as needed for VR participants in SEAL. An interpreter conveys messages between individuals without contributing to the dialogue.
Interpreter services are provided by qualified interpreters and include:
Board or contractor staff are responsible for contacting VR staff at least one week in advance to request an Interpreter or Work Experience Trainer to support a student's placement at the worksite. VR staff must be in agreement that a Work Experience Trainer or Interpreter is necessary for the student, based on the student's support needs, prior to arranging the service.
The SEAL participant must work a minimum of four hours a week to constitute as one week of work. This minimum is set to allow flexibility for students with the most significant disabilities to participate in the program. Boards should expect that most participants will be able to work substantially more hours than the minimum.
VR participants must complete at least five weeks of paid work experience to qualify as successful completion of the program and for the Board to receive payment for the retention deliverable. Activities that help ensure worksite retention include providing advance notice of worksite placement, conducting monitoring visit(s), maintaining communication with the SEAL participant and worksite supervisor, and coordinating with VR staff to address any employer or participant needs. To meet the requirements for the Worksite Retention deliverable, The Board must verify that the SEAL participant worked a minimum of four hours per week and/or a minimum of 20 hours over the five-week placement duration. The Boards must submit supporting documentation which should include hours worked, start/end date of worksite placement, and wages.
If a VR participant's behavior is a concern, Boards must address the behavior before termination because of the behavior. If behaviors are harmful to the VR participant or others, appropriate actions must be made to ensure that all parties remain safe.
Reasons for terminating services based on behavior may include:
Every effort must be made to inform the VR counselor before termination of SEAL services. When the VR counselor cannot be informed before termination, the VR counselor must be informed in writing within one work day after termination. The Board must maintain documentation that the VR counselor was informed of termination. If the SEAL participant is terminated from the position for reasons outside of participant’s control, the Board will be responsible for developing a new worksite placement for the participant. The Board may not bill for a secondary placement deliverable if a new worksite placement is necessary.
Texas Family Code §261.101 requires a professional person who has cause to believe that a child's physical or mental health or welfare has been adversely affected by abuse or neglect by any individual to immediately (within 48 hours) report the suspected abuse.
Texas Human Resources Code §48.051 requires a professional individual (such as any TWC contractor) to make a report if there is cause to believe that an individual age 65 or older or an individual with a disability is being abused, neglected, or exploited.
Any TWC contractor is a professional and is required to report any allegations or incidents of abuse, neglect, or exploitation.
To report allegations of abuse, neglect, or exploitation, the individual who has cause to believe that abuse, neglect, or exploitation has occurred:
If a licensed professional is involved as an alleged perpetrator, the information must also be reported to the appropriate professional licensing agency.
If injuries are sustained during an alleged incident, appropriate medical personnel must be contacted.
Any Board or Board's employee or subcontractor that has cause to believe that a child who is a minor, an adult with a disability, or an individual 65 years of age or older is at risk of or in a state of harm due to abuse, neglect, or exploitation must immediately report the information to the appropriate investigatory agency (see the table below). If the incident is a threat to health or safety, the local law enforcement agency must also be notified.
Reporting suspected abuse, neglect, or exploitation directly to the appropriate investigatory agency is required, regardless of the circumstances.
If the alleged abuse, neglect, or exploitation occurs in… |
…then the Board that has cause to believe abuse, neglect, or exploitation has occurred, reports the information to the following: |
---|---|
|
Texas Department of Family and Protective Services Voice: 1-800-252-5400 |
|
Texas Department of Aging and Disability Services 1-800-458-9858 |
a Texas Department of State Health Services licensed substance abuse facility or program |
Texas Department of State Health Services 1-800-832-9623 |
the Criss Cole Rehabilitation Center at: Texas Workforce Commission |
Report incident to the incident report mailbox for TWC Risk and Security Management at IncidentReports.RSM@twc.state.tx.us The Criss Cole Rehabilitation Center Policy Manual (Word) has additional reporting requirements. |
a hospital licensed by the Texas Department of State Health Services |
Texas Department of State Health Services Complaint Hotline: 1-888-973-0022 |
A Board is responsible for any abuse, fraud, misconduct, or waste that is committed by the Board's staff or subcontractors.
If abuse, fraud, misconduct, or waste is reported, the Board must provide the assigned TWC contract manager with:
Boards must report all allegations of fraud, misconduct, and waste to TWC Fraud Reporting.
If a VR participant is observed using alcohol or drugs, or any other evidence of substance abuse by the VR participant exists, the Board must:
In response to the COVID-19 pandemic, Boards must ensure customer compliance with CDC and OSHA safety recommendations, as well as any state or local requirements pertaining to Personal Protective Equipment (PPE). To ensure compliance with CDC recommendations, Boards may request a one-time $5 PPE fee per participant for any SEAL participant placed at a worksite in person. Boards may request the PPE fee using the Summer Earn and Learn invoice template.
Boards must maintain sufficient records of SEAL participants and deliverables for the purposes of documenting, invoicing, program planning, monitoring, and service delivery. These records are considered supplemental information needed by the Board and its subcontractors for operational, documentation, and invoicing purposes.
Boards and any subcontractors associated with the SEAL program must retain financial and supporting documents, statistical records, and any other records pertinent to the services provided under the SEAL program. All records must be maintained in a paper or secure electronic format and in a safe and confidential manner. The records and documents must be kept for seven (7) years after the date of submission of the final invoice or until all billing-related questions are resolved, whichever is later.
Boards and any subcontractors associated with the SEAL program must allow on-site monitoring visits and desk reviews, as deemed necessary by TWC to review all pertinent records. Boards and any subcontractors associated with SEAL must remedy in a timely manner, any weaknesses, deficiencies, or program noncompliance found as a result of a review, audit or investigation, and monitoring visit conducted by TWC.
Paper is the preferred method for storing records.
Stored paper documents must be protected:
The Board assumes all business risk associated with lost records. Lost records could result in adverse action against the Board.
Records stored on desktop computers or on portable devices (for example, on laptops, USB flash drives, hard drives, CDs, and DVDs) must be protected as required in 1.6.3 Confidentiality and 1.6.4 Data Encryption.
Portable devices must be protected from theft, tampering, or damage. The Board is responsible for all data collection and assumes all business risk associated with lost data. Lost data could result in adverse action against the Board.
Records that are stored entirely or partially in the cloud must be stored in compliance with the Federal Risk and Authorization Management Program (FedRAMP), or must be able to be made compliant in a short, defined period of time, as independently verified and validated by a FedRAMP-accredited third-party assessment organization (3PAO).
The Board must comply with TWC's requirement that all data remain in the United States and meet TWC's stringent privacy and security requirements.
TWC's privacy and security requirements include the following:
The Board must notify TWC about new or unanticipated threats or hazards or about safeguards that cease to function, as the issues are discovered.
In accordance with Federal Acquisition Regulation 52.239-1, the Board must do as follows:
If the Board chooses to run its own automated scans or audits, results from the scans or audits may, at TWC's discretion, be accepted in lieu of vulnerability scans performed by TWC; however:
All Boards, contractor employees, and subcontractors must keep VR participant and employee information confidential.
The Board must provide physical safeguards for confidential records, such as locked cabinets or encrypted file storage, and ensure that the records are available only to authorized staff members as needed to provide goods or services. VR participant case records must be stored in a secured location where there is maximum protection against fire, water damage, theft, and other hazards.
If a breach of confidentiality is discovered, the Board must report it immediately to the:
VR policy and federal law requires that all email messages that contain confidential information must be sent using the level of encryption required by publication 140-2 of the Federal Information Processing Standard (FIPS).
If a Board is not equipped to use the FIPS 140-2 level of encryption, the Board must ask a VR staff member who is equipped to send the email message. The same message can then be used to send encrypted information back to VR, when the directions are followed accurately.
If the Board fails to use the FIPS 140-2 level of encryption, the Board must report a breach of confidentiality to the assigned TWC contract manager.
Boards must demonstrate business procedures and internal controls that prevent the following practices:
Boards, Board employees and subcontractors must:
Each Board must submit a description of its SEAL program services to TWC by April 1st of each year. The program description must:
TWC will pay the Boards for achievement of the deliverables described in Sections 1.4 SEAL Preparation, 1.5 SEAL Services, and 1.9 Required Reporting by applying the payment structure listed in Section 1.8.3 SEAL Services Payment Structure. Boards must retain documentation to support completion of each deliverable. TWC is not obligated to pay unauthorized costs or to pay more than the amounts listed for each deliverable in Section 1.8.3.
TWC will not purchase or pay for stipends for any component of the SEAL program.
If an advance payment for approved working capital expenses is received, the Board shall review and timely submit a complete reconciliation of actual expenditures paid from those funds within seventy-five (75) days of receipt of advanced funds. See Section 1.8.5 Working Capital Advance for more information.
TWC will pay Board costs for mileage incurred by Board or Board contractor staff associated with performance of the Pre-ETS worksite monitoring deliverable.
TWC will
The allowable amount for payment is based on the round-trip travel only and determined on the distance traveled between:
Where possible, the Board must include multiple cities and worksites in each worksite monitoring trip for which TWC pays mileage costs.
The supporting documentation for the travel cost billing must be submitted on the SEAL Travel Log (Excel) and includes the following information:
The mileage billable amount is equal to the State of Texas reimbursement rate on the date of the travel, as posted on the Comptroller's website. https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php
All invoices must include at a minimum:
For examples of invoices that include all required elements, see the invoice templates posted to this chapter.
TWC-VR does not accept invoices that are incorrect or that do not include all the required items.
TWC-VR returns incomplete or incorrect invoices and any associated reports to the Board, asks the Board to make the necessary corrections.
The Board resubmits the correct invoice and required documentation for review and payment.
A Board must promptly settle overpayments discovered by TWC.
If a Board discovers the overpayment, the Board must immediately self-report it to the assigned program specialist, other TWC staff, or the contract manager and arrange for reimbursement.
TWC is obligated to pay only for goods and services that lead to the results required for payment, as explained in the Board VR Requirements manual and on the service authorization (purchase order).
TWC will pay, in accordance with the Texas Prompt Payment Act, upon receipt of complete, timely submitted invoices for accepted services in the maximum deliverable payment amount per VR participant served by Board, based on the Payment Schedule listed in Section 1.8.3 SEAL Services Payment Structure. TWC will accept services that are supported by Board documentation of successful completion of the deliverables in the Payment Schedule.
Participants must complete Work Readiness Training if the Board invoices TWC for full payment for that deliverable. If a participant does not complete the Work Readiness training, the Board may request partial payment of $35 per hour for each hour of the training the participant completed.
If the Work Readiness Training is not offered by the Board and the SEAL participants are enrolled in a VAT program conducted by another VR provider, the Board will not receive payment for the Work Readiness Training deliverable.
Boards must offer participants a paid work experience placement that is a minimum of five (5) weeks in duration.
Boards will invoice TWC for each VR participant using the SEAL for Students with Disabilities detailed invoice template. Boards must submit the required supporting documentation with this invoice. Required supporting documentation for each deliverable is listed in Section 1.8.3 SEAL Services Payment Structure. The Board must submit these invoices at least monthly and may submit them weekly, or biweekly.
The invoice will include deliverables submitted for payment, allowable worksite monitoring travel reimbursement, if any, and the number of hours the VR participant worked each week and the Board's established hourly wage rate.
Boards must submit detailed invoices and supporting documentation to APPO@twc.state.tx.us.
Boards must submit one final detailed invoice for the reporting deliverable only and the Program Summary. The final invoice must be submitted within 30 calendar days after the program end date.
Boards may not invoice TWC for an amount that exceeds their contract amount. Boards are responsible for monitoring SEAL expenditures, and if necessary, requesting a contract amendment if the Board anticipates serving more students in SEAL than projected for the initial contract amount. Boards must request a contract amendment by submitting the request to the contract manager with a copy to APPO@twc.state.tx.us at least 30 days in advance of incurring costs that exceed the contract amount or at least 30 days prior to the contract end date, whichever comes first, to allow sufficient time for review and processing. Board requests for contract amendments must include the amount requested and justification for the request. Once a contract amendment is approved, the Board will be notified, and the amendment will be executed.
The Board may not collect money from a VR participant or the participant's family for any SEAL services. If VR and another resource is paying for a service for a participant, the total payment received by the Board for the service must not exceed the payment amount specified below.
Deliverable |
Payment Per Student or Participant |
Required Supporting Documentation |
---|---|---|
1. Planning, Coordination, Registration, and Reporting |
$145 |
SEAL Registration List (Excel) |
2. Work Readiness Training |
$513.75 |
Work Readiness Training Attendance Sheet (Word) |
3. Worksite Identification and Placement |
$700 |
Participant's first timesheet or payroll record following worksite placement |
4. Worksite Monitoring |
$225 |
|
5. Student Wages |
Hourly wage rate plus required fees plus processing fee times the number of hours worked |
Participant timesheet or payroll records |
Worksite Retention |
$200 |
Documentation submitted for Student Wages will suffice, as long as documentation includes hours worked, start/end date of worksite placement, and wages. |
7. Reporting |
$200 |
SEAL Program Summary Report (Word) and SEAL Program Summary Participant Worksite List (Excel) |
*Payment for the Reporting deliverable will be based on the number of participants, which includes students who participate in Work Readiness Training and Paid Work Experience, but excludes students who register but do not participate in either activity.
To be eligible for payment, Boards must document and submit information to demonstrate that:
Boards will be paid one deliverable payment per participant for Worksite Monitoring, regardless of the number of monitoring visits conducted.
Boards must ensure that timesheets or payroll records submitted as supporting documentation for wage payments are complete and accurate.
A Board may request in writing a working capital advance from TWC. This option recognizes the following:
Boards that require a working capital advance may request up to 85% of the total amount the Board would be paid for the Work Readiness Training deliverable for the Board's target number of students. Boards must submit the Advance for SEAL for Students with Disabilities invoice (Excel) to APPO@twc.state.tx.us prior to the effective start date of the service contract. TWC will determine whether to approve an advance payment allowance.
If an advance payment is authorized, TWC will make payment by direct deposit after the contract is fully executed.
Boards must repay the working capital advance at the end of the contract period by submitting the TWC Cash Remittance Form (available at http://www.texasworkforce.org/files/partners/cash-remittance-report-twc.pdf
), along with repayment of the working capital advance, to the address specified on the form within 30 calendar days after submission of the Board's final SEAL for Students with Disabilities detailed invoice. Boards must specify "6" in the Reason Coding column of the TWC Cash Remittance Form, and under the form's Reason Coding descriptions, Boards must type "Remittance of SEAL Advance" in the explanation field for Reason Code 6.
During the SEAL program, the Boards must track the information listed below and submit the SEAL Monthly Progress report to report on the number of students registered and participating to VR. Boards should begin submitting the Monthly Progress report in May, following the Board Program Description. Boards should submit the Monthly Progress Report by the 15th of every month for the program duration.
By the 30th day following the program end date, but in no event later than September 30th following the program end date, Boards must submit a Program Summary report that includes:
The Program Summary report must be submitted on the SEAL Program Summary templates, which include a section that summarizes worksites and worksite monitoring activities. This section of the Program Summary report should include a list and total number of worksites, number of VR participants placed per worksite, host site feedback, and any issues identified and how they were handled. The Program Summary report should be submitted electronically to APPO@twc.state.tx.us.
All Boards must comply with this section.
Boards, their employees, and any subcontractors must perform in a professional manner and dress in business casual attire that is appropriate for the work activity and workplace:
A professional manner is defined as:
Boards and potential contractors must not offer, give, or agree to give TWC staff anything of value.
Anything of value includes prepared foods, gift baskets, promotional items, awards, gift cards, meals, or promises of future employment.
If a violation occurs, corrective action is required and may include contract termination or disqualification from receiving a future contract with TWC.
Real or apparent conflicts of interest might occur when a former VR employee becomes an employee or a subcontractor of a Board.
A Board must not:
The scenarios above do not make up a complete list of real or apparent conflicts of interest. Failure to disclose a conflict of interest can result in contract termination, disqualification from receiving a future contract, and/or recoupment of payments.
Each Board must have a current VR3444, Conflict of Interest Certification, on file with its contract manager.
The Board must develop and adhere to policies and procedures to protect VR participants, VR participant interests, visitors, and the Board's staff.
Boards must have policies and procedures in place before providing services to VR participants and must review and update their policies to ensure continued compliance with the standards. Boards must ensure that their policies and procedures do not conflict with the standards or the requirements of their contract. Boards must develop a written plan and maintain documentation that staff and customers, as appropriate, have been educated on policies and procedures.
At a minimum, Boards must have written policy and procedures on the following:
Boards must provide a safe and secure environment for their employees, VR participants, and visitors.
The Board must report all incidents in accordance with:
An incident is an unusual or unexpected event that compromises or may compromise the health or safety of individuals or the security of property.
The Board must report incidents that involve VR participants, the Board's employees, or subcontractors.
Examples of incidents include, but are not limited to:
All incidents must be reported within one business day to the:
VR policies and procedures require VR employees to report incidents in writing, as required by Texas law, the appropriate licensure and investigating agencies, the standards, and the Board's contract. See 1.5.4.6 Allegations or Incidents of Abuse, Neglect, or Exploitation.