Vocational Rehabilitation Services Manual C-1000: Employment Services

Per Human Resources Code §91.002(2), someone who is "blind" is an individual having not more than 20/200 visual acuity in the better eye with correcting lenses or visual acuity greater than 20/200 but with a limitation in the field of vision such that the widest diameter of the visual field subtends an angle no greater than 20 degrees.

Relevant excerpts from 34 CFR §361.48 Scope of Vocational Rehabilitation Services for Individuals with Disabilities:

"(b) Services for individuals who have applied for or been determined eligible for vocational rehabilitation services. As appropriate to the vocational rehabilitation needs of each individual and consistent with each individual's individualized plan for employment, the designated State unit must ensure that the following vocational rehabilitation services are available to assist the individual with a disability in preparing for, securing, retaining, advancing in or regaining an employment outcome that is consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice:

(19) Technical assistance and other consultation services to conduct market analyses, develop business plans, and otherwise provide resources, to the extent those resources are authorized to be provided through the statewide workforce development system, to eligible individuals who are pursuing self-employment or telecommuting or establishing a small business operation as an employment outcome.

(20) Customized employment in accordance with the definition of that term in §361.5(c) (11).

(21) Other goods and services determined necessary for the individual with a disability to achieve an employment outcome."

(Authority: Sections 7(37), 12(c), 103(a), and 113 of the Rehabilitation Act of 1973, as amended; 29 USC §705(37), 709(c), 723(a), and 733)

The role of the customer in the VR process is to consider information and make informed choices about services that the customer believes will help him or her achieve a successful employment outcome. Customers should be actively involved in developing an IPE with the help of a VR counselor.

Customers must:

• attend meetings with the VR counselor and other staff members;
• attend scheduled appointments with service providers and prospective employers;
• communicate issues to the VR counselor and participate in problem solving;
• make and implement decisions;
• identify needed resources; and
• expect to work in a competitive integrated employment situation that is consistent with their unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice.

C-1005-1: Nontraditional Provider

A nontraditional provider is an individual who does not have a bilateral contract and who can help a customer achieve an employment goal. Nontraditional providers are available for services such as Job Skills Training, Work Experience Services, Vocational Adjustment Training and Bundled Job Placement.

Using a Nontraditional Provider

A nontraditional provider can be used when:

• the customer needs to learn skills for a job or Work Experience Services that a traditional bilateral contract provider does not have, such as welding, use of commercial construction equipment, or use of medical equipment; or
• the services are needed in an area with no available approved and credentialed providers.

The fees for nontraditional providers are listed throughout this chapter and in C- 400: Training Services.

Refer to the VR-SFP sections on Service Description/Scope, Procedures, and Outcomes Required for Payment.

Note: VR-SFP sections on Staff Qualifications and Purchasing Fees do not apply to nontraditional providers.

Setting Up a Nontraditional Provider

The steps to set up a nontraditional provider as a vendor are as follows:

Step 1: VR staff must explain the following to a potential nontraditional provider:

• Customer confidentiality requirements
• Nondisclosure of information requirements
• Ethical requirements and considerations
• Expectations of the services that nontraditional providers provide

Step 2: If the individual agrees, the VR staff member follows the procedures in D-200: Purchasing Goods and Services on linking a vendor. Field staff collects all information necessary to establish the nontraditional provider and submits the information to the regional quality assurance specialist.  

Step 3: The regional quality assurance specialist, or designee, must approve the nontraditional provider and must:

• maintain a file on the nontraditional provider that contains all required documents;
• review all submitted documents to ensure they meet the requirements for a nontraditional provider; and
• send an email containing the RHW specifications that Provider Services needs to link the nontraditional provider as a vendor.

The regional quality assurance specialist or designee must contact Provider Services each time the link specification needs to be turned on or off to issue, replace, or update a service authorization.

Step 4: Field staff requests Service Record Approval via email. The regional quality assurance specialist or designee approves or denies in RHW and sends a courtesy email to field staff. This is to ensure that a nontraditional provider serves no more than five customers.

Step 5: The regional quality assurance specialist monitors the number of customers the nontraditional provider serves for each service. After a nontraditional provider serves five customers for any service, the nontraditional provider is permanently delinked from RHW for that service.

Nontraditional providers are only permitted to work with five VR customers before they are required to become bilateral contract providers.

When working with nontraditional providers, the sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 17: Basic Employment Services must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 17 do not apply. Refer to C-1005: Noncontracted Providers for this information.

C-1005-2: Transition Educator Provider

A transition educator provider is an individual who is not a provider with a bilateral contract and:

• has a master's degree or a bachelor's degree in rehabilitation, psychology, education, or related field (includes being a certified Texas Educator); and
• is currently or has been an employee of a school system, a Texas Education Service Center, a college, or a university within the past fiscal year.

Using a Transition Educator Provider

Transition educator providers must be approved annually to ensure that they continue to meet qualifications.

Transition educator providers are available for services such as Vocational Adjustment Training, Bundled Job Placement, Vocational Adjustment Training Work Experience Services, and Job Skills Training. A transition educator provider may be used when:

• the services are needed in an area with few or no approved and credentialed providers; or
• the customer has received services from a teacher in the school system and the teacher has agreed to continue to provide work readiness or employment service for the customer when the school's work readiness or employment services are not available, for example, during summer break or after graduation.

The fees for transition educator providers, which are lower than fees for a provider with a bilateral contract, are listed throughout this chapter and in C- 400: Training Services. Refer to the VR-SFP sections on Service Description/Scope, Procedures, and Outcomes Required for Payment. Note: VR-SFP sections titled Staff Qualifications and Purchasing Fees do not apply to transition educator providers.

Setting Up a Transition Educator Provider

The steps to set up a transition educator provider as a vendor are as follows:

Step 1: VR staff members must explain the following to the potential transition educator provider:

• Customer confidentiality requirements
• Nondisclosure of information requirements
• Ethical requirements and considerations
• Expectations of the services that transition educator providers provide

Step 2: If the individual agrees to become a transition educator provider, VR staff must collect and submit the following to the regional quality assurance specialist or designee:

• Copy of the transition educator provider's transcripts, which indicates a master's degree or a bachelor's degree in rehabilitation, psychology, education, or related field
• Proof that the transition educator is currently or has been an employee of a school system, a Texas Education Service Center, a college, or a university within the past fiscal year

Follow the procedures in D-200: Purchasing Goods and Services on how to link a vendor.

A transition educator provider must provide proof of employment at a school system, a Texas Education Service Center, a college, or a university annually.

Step 3: The regional quality assurance specialist or designee must approve the transition educator provider using the following procedures:

• Maintain a file on the transition educator provider that contains all required documents
• Review all submitted documents to ensure they meet the requirements for a transition educator provider
• Send an email containing the RHW specifications that Provider Services needs to link the transition educator provider as a vendor

Step 4: The regional quality assurance specialist or designee requests that the transition educator provider be delinked from RHW at the time designated as the end of year, or collects proof that the transition educator provider is or has been an employee of a school system, a Texas Education Service Center, a college, or a university within the current or past fiscal year.

When working with transition educators, the sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 17: Basic Employment Services must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 17 do not apply. Refer to C-1005: Noncontracted Providers for this information.

C-1007-1: Non-Bundled Job Placement Services

Non-Bundled Job Placement services include training on the employment data sheet, application, and résumé. These services are purchased when a customer does not need assistance from a provider to be placed in a job. A customer can receive one or more of the Non-Bundled Job Placement services. Non-Bundled Job Placement services should not be bought when Bundled Job Placement services or Supported Employment services will be purchased. These services may be provided remotely when the VR counselor has indicated approval of remote service delivery on the VR5000, Referral for Provider Services form. For more information, refer to VR Standards for Providers (VR-SFP) 3.4.8 Remote Service Delivery.

See VR-SFP 17.3 Non-Bundled Job Placement Services, for more information, including outcomes for payment and fees.

The following premiums are available for Non-Bundled Job Placement. Refer to the links below for additional information:

• VR-SFP 20.3 Autism Premium;
• VR-SFP 20.11 Blind Premium;
• VR-SFP 20.5 Deaf Service Premium; and
• VR-SFP 20.6 Mileage Premium.

The service authorization for a premium is issued at the same time the non-bundled service authorization is issued.

The VR counselor:

• completes the VR5000, Referral for Provider Services form, and attaches medical or psychological reports, case notes, vocational testing, or employment data collected by VR staff that will assist the provider to work with the customer;
• indicates on the VR5000, Referral for Provider Services form, when the services may be provided remotely, or in a setting where the trainer and customer are in the same location, or using a combination of methods;
• ensures that the service authorization for a Non-Bundled Job Placement service is issued;
• monitors the customer's progress with both the customer and the service provider;
• provides any instruction or intervention necessary to foster the success of the customer;
• reviews and approves the VR1841, Non-Bundled Job Placement Services Data Sheet, Application, and Résumé Training form or equivalent documentation, and/or the VR1842, Non-Bundled Job Placement Services Interview Training Report, ensuring that all outcomes required for payment are achieved and that the individual providing the service to the customer held all required staff qualifications; and
• ensures that the invoice is paid.

For students or youth with disabilities, Non-Bundled Job Placement services can be purchased after VAT Preparing for a Job Search Training has been previously purchased, when the student’s or youth’s circumstances indicate a need for additional training to achieve their IPE goals.

Nontraditional providers and transition educator providers can be used when all requirements outlined in C-1005: Noncontracted Providers have been met.

When working with nontraditional providers and transition educator providers, the VR sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 17: Basic Employment Services must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 17 do not apply. Refer to C-1005: Noncontracted Providers for this information.

C-1007-2: Bundled Job Placement Services

VR counselors can purchase Bundled Job Placement services from contracted providers if the VR counselor believes that the customer is going to need more assistance than VR staff can provide to achieve the customer's employment goal. If any Non-Bundled Job Placement service (such as Employment Data Sheet, Application and Résumé Training, or interview training) has been purchased, the Bundled Job Placement services purchased from an ESP must be reduced.

When a customer's circumstances indicate that Bundled Employment Services need to be purchased after Non-Bundled Job Placement Services have been provided, a reduction of payment will be applied to the fee of the Bundled Employment Service, except for students or youth with disabilities.

The customer must work 90 days in the same position. If a customer loses a job before the 90-day benchmark, the customer's progression towards completion of the benchmark ends. When the customer becomes employed again, the day count will start at day 1 for the new position.

The 90-day count for successful closure will start over anytime a customer:

• Loses their job;
• Changes employers;
• Changes positions with same employer;
• Receives a promotion; or
• Quits their job voluntarily.

Each benchmark should only be paid once for each customer between Active Status (customer has an IPE) and Closure Status of a VR case. On a case-by-case basis, it may be necessary to purchase benchmark(s) more than once.  When the VR counselor determines a customer needs the supports of a job placement provider for an additional placement, the VR counselor must consult with the VR supervisor for approval.  Before obtaining VR supervisor approval, the VR counselor must document in a case note why the customer requires another placement and what interventions and/or services have been provided to the customer to address needs, circumstances, behaviors, and/or other employment barriers since the first purchase of the service.

See VR-SFP Chapter 17: Basic Employment Services, 17.4 Bundled Job Placement Services, for more information, including outcomes for payment and fees.

The following premiums are available for Bundled Job Placement. Refer to the link for each for additional information:

• VR-SFP 20.3 Autism Premium;
• VR-SFP 20.11 Blind Premium;
• VR-SFP 20.4 Criminal Background Premium;
• VR-SFP 20.5 Deaf Service Premium;
• VR-SFP 20.6 Mileage Premium;
• VR-SFP 20.7 Professional Placement Premium; and
• VR-SFP 20.8 Wage Premium.

Any planning meeting related to the placement plan between the customer, provider, customer’s circle of supports, and VR staff may be conducted remotely. Refer to VR-SFP 3.4.8 Remote Service Delivery for additional information.

The VR1845B, Bundled Job Placement Services Plan Part B should indicate if a customer’s case is eligible for a premium. The service authorization for a premium must be issued with the Bundled Job Placement—Benchmark A service authorization and the service authorization remains open until the achievement of Bundled Job Placement—Benchmark C.

The VR counselor:

• completes VR5000, Referral for Provider Services form, and attaches medical or psychological reports, case notes, vocational testing, or employment data collected by VR staff that will assist the provider to work with the customer;
• schedules the job placement meeting with the customer and the provider;
• completes the VR1845A, Bundled Job Placement Services Placement Plan Part A and the VR1845B, Bundled Job Placement Services Plan Part B and Status Report electronically through discussion with the ESP and the customer to identify:
  • whether the customer will receive Basic or Enhanced Bundled Job Placement services (through completion of the Support Needs Assessment);
  • the customer's negotiable and nonnegotiable employment conditions;
  • skills, abilities, experience, training, and education that relate to the training and job to be obtained;
  • measurable employment goals using the six-digit Standard Occupational Classification (SOC) system codes; and
  • any premium services the ESP may be authorized to receive upon completion of Benchmark C.
• indicates on the VR1845B or service authorization when the services can be provided in person at or away from job site, remotely, or combination, in person and remotely. Note: TWC-VR does not allow use of non-video telecommunication (phone) or text messages to customers to conduct visits. It is best practice to conduct the in-person visits at the customer's job site, unless there are restrictions that prevent the Job Placement Specialist from entering the job site;
• indicates for Benchmarks B and C on the VR1845B or service authorization whether the visits can be done in person and/or remotely at or away from the customer’s job site;
• prints both forms for required signatures from the VR counselor, job placement specialist, and the customer;
• ensures that VR staff will send the service authorization and electronically fillable forms to the job placement specialist so the forms can be completed with the updated status required for invoicing;
• monitors the customer's progress with both the customer and the ESP;
• provides any needed instruction or intervention necessary to foster the customer's success;
• refers to the Standards for Providers (SFP) 17.4 Bundled Job Placement Services for the service definition, process and procedures, and outcomes required for payment prior to approving any invoices for payment:
  • 17.4.2 Bundled Job Placement—Benchmark A,
  • 17.4.3 Bundled Job Placement—Benchmark B,
  • 17.4.4 Bundled Job Placement—Benchmark C; and
• ensures that the invoice is paid.

The customer must work 90 days in the same position.

When a customer is placed in a new position with the same or new employer, a new 90 day count of employment is required to complete Bundled Job Placement Services. Each Benchmark should only be purchased once for each customer. 

When the VR counselor determines a customer needs the supports of a job placement provider for an additional placement, the VR counselor must consult with the VR supervisor for approval.  Before obtaining VR supervisor approval, the VR counselor must document in a case note why the customer requires another placement and what interventions and/or services have been provided to the customer to address needs, circumstances, behaviors, and/or other employment barriers since the first purchase of the service.    

See VR-SFP Chapter 17: Basic Employment Services, 17.4 Bundled Job Placement Services, for more information on the Service Description, Process and Procedures, Outcomes Required for Payment and Fee.

For more information on how to establish and set up nontraditional providers and transition educator providers, see C-1005: Noncontracted Providers.

Nontraditional providers and transition educator providers can be used when all requirements outlined in C-1005: Noncontracted Providers have been met.

When working with nontraditional providers and transition educator providers, the VR-sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 17: Basic Employment Services must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 17 do not apply. Refer to C-1005: Noncontracted Providers for this information.

Basic Job Placement Fees

The fee schedules for nontraditional provider Basic Job Placement services are:

• Benchmark A – 5th day of paid employment – $528.00
• Benchmark B – 45th day of paid employment – $264.00
• Benchmark C – 90th day of paid employment – $528.00

The fee schedules for transition educator provider Basic Job Placement services are:

• Benchmark A – 5th day of paid employment – $720.00
• Benchmark B – 45th day of paid employment – $360.00
• Benchmark C – 90th day of paid employment – $720.00

For more information on how to establish and set up nontraditional providers and transition educator providers, see C-1005: Noncontracted Providers.

C-1007-3: Job Skills Training

VR purchases Job Skills Training when a customer needs more training and support than that provided by the employer. The employer, customer, Job Skills Trainer, and VR counselor are involved in the training plan and monitor the customer's performance. All Job Skills Training is goal-focused on and in-line with the customer's goals and abilities as documented on the VR3314, Job Skills Training Referral. Job Skills Training is limited to a total of 200 hours per customer for the life of a customer's current VR case.

Job skills training:

• teaches skills;
• reinforces skills; and
• develops or sets up accommodations and/or compensatory techniques to increase the customer's independence and ability to meet employer expectations.

The counselor, customer, provider, and the employer are all involved in the decision to allow remote Job Skills Training at a work site. The employer must agree to allow use of the technology, internet and/or devices to be used by the customer at the job site. The use of the technology, internet and/or devices should not exclude or stigmatize the customer. Remote Job Skills Training must be supplemented with in person Work Experience Training away from the job site.

Job Skills Training can be purchased for Extended Services for Youth with Disabilities when all other available resources for Extended Services, such as Medicaid Waiver Programs, natural supports, other public agencies, and/or private nonprofit organizations are not available for a customer. The goals for Job Skills Training must address the Extended Service needs of the customer. Before a Job Skills Trainer can provide Job Skills Training for Extended Services to a customer, a VR3472, Contracted Service Modification Request form must be approved by the VR Division Director. A new VR3472, must be approved by the Director of the VR Division for every 200 hours of Job Skills Training authorized for the customer.

VR must stop purchasing Job Skills Training for Extended Service when any of the following occur.

The customer:

• no longer needs Extended Services to maintain employment;
• can receive Extended Services from another resource(s);
• has receive Job Skills Training for a total period of four years;
• has reached the age of 25; or
• no longer meets the definition of a "youth with a disability."

Job Skills Training cannot be purchased for adult customers to provide Extended Services.

Refer to VRSM C-1202-3: Extended Services and to VR-SFP Chapter 17: Basic Employment Services, 17.5 Job Skills Training for additional information.

Refer to VR-SFP 17.5.1 Job Skills Training Service Description for details on how and when remote training may be purchased.

The VR counselor:

• completes VR3314, Job Skills Training Referral, and attaches medical or psychological reports, case notes, vocational testing, or employment data collected by VR staff to assist the provider to work with the customer;
• ensures VR3314 or service authorization comments indicate whether the training can be done as a combination of remote and in-person training for a customer or if the training should all be done in person;
• when applicable, ensures a VR3472, Contracted Service Modification Request form is approved by the VR Division Director to purchase Job Skills Training for Extended Services for “youth with disabilities”;
• identifies goals to be addressed with the customer on VR3314;
• ensures that VR staff sends the service authorization and VR3314 to the provider;
• monitors the customer's progress with both the customer and the service provider;
• when necessary, approves additional goals to be addressed with the customer and notes the approval in an RHW case note;
• when necessary, approves additional Job Skills Training hours;
• when applicable, continually evaluates the customer’s need for Extended Services and the availability resources other than VR to provide the Extended Services for a “youth with disabilities”;
• provides any needed instruction or intervention necessary to foster the customer's success;
• reviews and approves VR3315, Job Skills Training Progress Report, ensuring that all outcomes required for payment are achieved and that the individual providing the service to the customer held all the required qualifications; and
• ensures that the invoice is paid.

See VR-SFP Chapter 17: Basic Employment Services, 17.5 Job Skills Training for more information on Job Skills Training, for more information on the Service Description, Process and Procedures, Outcomes Required for Payment and Fee.

The following premiums are available for Job Skills Training. Refer to the link for each for additional information:

• VR-SFP 20.3 Autism Premium;
• VR-SFP 20.11 Blind Premium;
• VR-SFP 20.10 Brain Injury Premium;
• VR-SFP 20.5 Deaf Service Premium; and
• VR-SFP 20.6 Mileage Premium.

The service authorization for a premium is issued at the same time the Job Skills Training service authorization is issued.

Noncontracted Providers

Nontraditional providers and transition educator providers can be used to provide Job Skills Training when all requirements outlined in C-1005: Noncontracted Providers have been met.

When working with nontraditional providers and transition educator providers, the VR-sections titled Service Description, Process and Procedures, and Outcomes Required for Payment in VR-SFP Chapter 17: Basic Employment Services must be followed; however, the staff qualifications and purchasing fees outlined in the VR-SFP Chapter 17 do not apply.

Nontraditional providers and transition educator providers cannot be used for Job Skills Training for Extended Services.

Refer to C-1005: Noncontracted Providers for this information.

Fee Chart for Noncontracted Providers

Service	Fee
Nontraditional Provider Job Skills Training-Individual	$22.00 per hour per customer
Transition Educator Provider Job Skills Training- Individual	$30.00 per hour per customer
Transition Educator Provider Job Skills Training-Group	up to $15.00 per hour per customer (no more than one trainer to four customers)

For more information on how to establish and set up nontraditional providers and transition educator providers, see C-1005: Noncontracted Providers.

Creating a Service Record for Job Skills Training in ReHabWorks

A service record must be created with the following specifications for Job Skills Training services.

Service Records for Job Skills Training service:

• Level 1 – Employment Services and Assessments [87100]
• Level 2 – Job Skills Training Contract Required [87100-90910]
• Level 2 – Services from Transition Educator Q or RPSS approval required [87100-6066]
• Level 2 – Services from Non-Traditional Provider Q or RPSS approval required [87100-50544]

Choose the appropriate specifications for Level 3 and 4 based on the core service to be provided.

C-1007-4: On-the-Job Training

On-the-job training (OJT) is a way to help individuals build skills and reestablish employment when they have limited skills, limited work history, and a history of unemployment, legal issues, or incarceration. OJT can be used as a hiring incentive with employers while helping customers to overcome employment barriers. The US Department of Labor offers the Federal Bonding Program, which can provide fidelity bonding for the first six months of employment for hard-to-place customers with a history of incarceration.

OJT is a service for which VR pays an employer to train a VR customer who has been hired as an employee of the business earning the same rate of pay and benefits as other individuals without disabilities hired into the same or similar position. The employer trains the customer in the skills necessary to perform both essential and nonessential job duties. The specifications of the training are established using the VR1609, On-the-Job Training Worksheet and entered into a "Service Authorization" in RHW.

OJT is:

• individualized to the customer's and the employer's needs;
• training for a VR customer who is hired as an employee of the business earning the same rate of pay and benefits as other individuals without disabilities hired into the same of similar position;
• when the customer meets the minimum requirements for a position, but requires formal and/or informal training activities at the employer's work site to acquire the skills necessary for a specific position or occupation; and
• a commitment from the employer to retain the customer as an employee after successful completion of the OJT, if the customer competently performs essential functions of the position or industry.

OJT is a substantial service, as defined in B-600: Closure. Time spent in OJT cannot be counted toward the 90 days of employment required for a successful closure. The start date of employment entered into RHW must be after the date of OJT completion.

Local Workforce Development Board Funding

On-the-job training (OJT) can also be funded through the Workforce Innovation and Opportunity Act (WIOA) if a customer is jointly served by VR and a Local Workforce Development Board (Board) that offers OJT programs. Using WIOA-funded OJT is a comparable benefit and should be documented as such in RHW. However, not all Boards in Texas offer OJT.

OJT opportunities may be developed using the same business development techniques used in regular job placement. OJT is a service that employers can access to offset any additional training costs they may incur from hiring a customer. For further information, see VRSM C-400: Training Services.

The length of OJT depends on the skills to be learned and the customer's learning ability. If the training is longer than three months, VR Supervisor approval is required and approval must be documented in RHW in a case note. The VR Supervisor will consider the following as possible justifications to increase the length of OJT so that a customer can secure successful long-term employment:

• Customer's disability as it relates to the length of time necessary to safely learn and demonstrate the essential and nonessential skills competently
• Certifications, licenses, or class completions required by the OJT
• Requirements of the employer's management, labor boards, and/or unions that must be met

Note: This list is not inclusive. Contact the regional program specialist assigned, as necessary, to discuss the appropriateness of extending OJT beyond three months.

The following VR services cannot be purchased when a customer is receiving OJT services:

• Job Skills Training
• Bundled Job Placement services
• Supported Employment services

OJT Processes and Procedures

When the VR counselor and customer determine that OJT is appropriate, the VR counselor prepares the customer before approaching employers. The VR counselor ensures that the customer is job ready as discussed in A-406-5: Job Readiness.

The VR counselor identifies an employer that will hire the customer and participate in the OJT program.

VR staff must inform the employer of what TWC expects from participants in the VR OJT program.

Once the employer agrees to provide OJT for a VR customer, the VR counselor and VR staff do the following:

• Assist the employer in establishing itself as a vendor for VR.
• Complete the VR1609, On-the-Job Training Worksheet, with the customer and the employer's representative, recording all required information on the form. As the form is being completed, the VR counselor, customer, and employer negotiate the stipulations of the OJT. It is the responsibility of the VR counselor to ensure the VR1609 is accurately completed.
• Ensure that the information collected on the VR1609 is entered into the service authorizations completely and accurately. Ensure that the service authorization establishes the specifications, expectations, goals, and cost of OJT, and lists the outcomes and documentation required for payment.
• Review the service authorization with the employer to ensure the business understands all the specifications outlined, including, but not limited to, the goals of the customer's training, the invoice process, the documentation requirement, and the fees paid for service.
• Ensure the employer completes VR3316, On-the-Job Training Progress Report. VR3316 must be submitted each time the employer invoices VR for payment of the customer's OJT, or at a minimum of once every 30 days of the OJT. Due dates for VR3316 are included in the service authorization.
• Visit the business site, as arranged and stated on the service authorization, to evaluate the success of the OJT. A summary of each business site visit must be documented in a case note in RHW.
• As necessary, the VR counselor updates the VR OJT Worksheet, completes a new form, and enters the new information into a service authorization.

Purchasing On-the-Job Training

VR may pay OJT fees to an employer for:

• a training expense that is more than the non-OJT training cost for a new employee in the same or similar position; and
• any wasted product produced during the training that is not put into the business's product inventory.

OJT employer payments are based on a sliding scale and the business's size at the work site where the training takes place:

• 1-50 employees—up to 80 percent of cost
• 51-250 employees—up to 60 percent of cost
• 251 employees or more—up to 30 percent of cost

If necessary, a higher percentage of reimbursement may be applied after consultation with the State Office Program Specialist for Employment Re-entry, Work Experience and Proprietary Schools. VR staff follow the purchasing guidelines in VRSM D-200: Purchasing Goods and Services in addition to the applicable guidelines in this section.

Examples of when paying a higher percentage is acceptable include when there is:

• a documented high cost for materials that cannot be put into the employer's product inventory but are needed to train the OJT customer; or
• an extreme cost associated with the trainer needed for the OJT customer because of the skill level, certification, or licensure required for the trainer.

The State Office Program Specialist for Employment Re-entry, Work Experience and Proprietary Schools is required to document the consultation in a case note in RHW.

The VR counselor must negotiate a payment schedule that progressively decreases throughout the training period as the customer's skills increase.

Outcomes Required for Payment

• The employer must submit VR3316, On the Job Training Progress Report, with an invoice. VR3316 must be completed by the employer's representative and document in descriptive terms all the form's requested information.
• VR staff must verify that the customer received OJT as specified in the service authorization.
• Invoice and VR3316, On the Job Training Progress Report, must be submitted a minimum of once every 30 days of OJT. Due dates must be included in the service authorization specifications.

C-1007-5: Apprenticeship Opportunities

If a customer is interested and capable, the VR counselor can explore TWC apprenticeship opportunities with the customer. TWC registered apprenticeships offer opportunities for employment and ongoing training, paid through WIOA funds, to become proficient in a skilled trade or craft.

VR counselors are encouraged to review the criteria at TWC apprenticeship program to determine basic eligibility for an apprenticeship. Customers pursuing apprenticeships must be job ready and meet the qualifications of an offered apprenticeship position before applying. Customers must be able to contact the employers themselves and participate in a panel interview to successfully compete for an apprenticeship position.

After determining that apprenticeship is a feasible alternative for the customer, the VR counselor and customer are encouraged to explore options on the My Next Move website.