MCB Policy Manual
Updated 8-14-12 with two changes in the Procedures section (XVII.) as follows:
1) updated information in the Independent Living Program procedures regarding Part B vs. Older Blind (OB), and 2) updated information on Purchase of Hearing Aids.
TABLE OF CONTENTS
Michigan Commission for the Blind
Michigan Department of Labor & Economic Growth
CONSUMER SERVICES POLICY MANUAL
PURPOSE
The purpose of this manual is to provide policy for the provision of rehabilitation services by the Michigan Commission for the Blind to individuals in Michigan who have an impediment to employment resulting from blindness. The intent is that all phases of this manual shall comply with and fully implement the requirements of pertinent federal laws and regulations and state laws and regulations.
THE MICHIGAN COMMISSION FOR THE BLIND MISSION STATEMENT
To provide opportunities to individuals who are blind or have visual impairments to achieve employability and/or function independently.
THE MICHIGAN COMMISSION FOR THE BLIND PHILOSOPHY
The Michigan Commission for the Blind believes . . .
. . . That the pursuit of employment and/or independence by individuals who are blind is of primary social and legislative importance to be valued, aided and encouraged;
. . . That rehabilitation is a cooperative venture between the agency and the individual, with the individual having primary responsibility for personal successes and failures;
. . . That each individual is different with different strengths, weaknesses, interests and aptitudes, requiring vocational rehabilitation counseling, planning and training specific to the individual's needs and desires;
. . . That positive attitudes toward blindness held by the general public, by employers, by the Michigan Commission for the Blind staff, and by individuals who are blind, are key factors leading to employment and independence for individuals who are blind;
. . . That participation and support by the individual's family and the community increases the probability of rehabilitation success;
. . . That anti-discrimination laws, policies and procedures be upheld, and affirmative action hiring by employers be encouraged;
. . . That input by organized and individual consumers is essential in developing effective rehabilitation program policies and procedures;
. . . That "skills of blindness," especially Braille reading and writing and travel with a white cane or dog guide, are essential to independence and employment;
. . . That the agency is to be responsive and respectful of state and federal government authority empowering and overseeing agency operations;
. . . That adequate state and federal appropriations be sought to meet the critical needs and growing demands of individuals of all ages who are blind;
. . . That research and technology promoting employment, independence, blindness prevention and vision enhancement be supported;
. . . That input of employees is essential to agency management, and that employees should be provided with the supervision, guidance, training and work environment that moves them toward performance excellence; and
. . . That public and private rehabilitation facilities, colleges and training institutions are essential elements in the rehabilitation process.
LEGAL AUTHORITY
Authority for the operation of the Michigan Commission for the Blind is provided by the federal Rehabilitation Act of 1973 as amended in 1998 in the Workforce Investment Act and by Public Act 260 of 1978 of the state of Michigan as amended.
NONDISCRIMINATION
Eligibility for vocational rehabilitation services is determined without regard to sex, race, age, creed, color, national origin, religion, political affiliation, duration of state residency, marital status or disability.
AFFIRMATIVE ACTION
It is the policy of the Michigan Commission for the Blind to employ, as opportunities become available throughout our organization, the best-qualified individuals, without regard to race, sex, color, religion, national origin, disability, age or other categories of groups protected by law. We are committed to promoting equal employment opportunity by employing and advancing persons based on merit, ability and potential for development.
The Michigan Commission for the Blind will continue to employ and develop employees, adhering to our policy of nondiscrimination, which applies to all aspects of employment including, but not limited to, the following: recruitment, hiring, placement, job classification, training development, promotion, transfer, job assignment, layoffs and grievances. Because members of minority groups are currently underrepresented in the field of rehabilitation, the Michigan Commission for the Blind will promote, initiate and support efforts involving colleges, high schools, community organizations and other interested parties to ensure that highly qualified individuals, including Michigan Commission for the Blind clients from all underrepresented groups, receive training in vocational rehabilitation counseling, rehabilitation teaching, orientation and mobility, and any other areas that would benefit Michigan Commission for the Blind clients.
The Michigan Commission for the Blind will review, identify and correct those internal policies, procedures or work conditions that are barriers, to provide all persons equal employment opportunity.
The Michigan Commission for the Blind will provide services to our clients without regard to race, sex, religion, age, national origin, color, marital status, impairment or political belief.
The Michigan Commission for the Blind will notify staff and clients of the goal, objectives and proper execution of this policy and will maintain a working environment where all employees find equal opportunity for advancement.
PREFERRED MODE OF COMMUNICATION
Standard print for the Michigan Commission for the Blind will be produced in 14-point print in a font that is easily read (Arial or Courier fonts are preferred) with 1.1" margins. This is a reasonably large print, and when documents are provided on disc, it allows people using voice output devices to read without having to scroll off the screen. The Michigan Commission for the Blind will provide individuals with a choice of media for all documents generated for them or for information from the agency. Choices will include standard print, large print, Braille, disc, E-mail or tape. To the extent possible, the Michigan Commission for the Blind will also accommodate individuals who do not speak or understand English.
CASE FILE MAINTENANCE AND DOCUMENTATION
Counselors/teachers shall maintain a case file for each individual that has been referred for vocational rehabilitation services. That file shall contain all required documentation. This information, when generated by the agency, will be maintained by computer record in the agency computer system. Documentation in the form of a narrative should occur periodically based on the periodic assessment of progress developed in the Individual Plan for Employment or at other times as necessary to provide continuity of services and appropriate follow-up. Any information regarding an individual's case file generated by an outside source and any document requiring the signature of a counselor/teacher or the individual will be maintained in a paper file. The rationale for any decision to provide, alter or deny services shall be documented in the case record. Paper files of closed cases will be maintained for three years in the office in which they were closed. Those files will then be maintained for two additional years at the State of Michigan Records Center maintained by the Department of History, Arts and Libraries. After five years, all paper and computer files will be destroyed.
CONFIDENTIALITY
The Michigan Commission for the Blind shall safeguard the confidentiality of all personal information in our possession regarding an individual. Information about an individual will be shared only with the individual and other parties upon written directions from the individual or for purposes of furthering the individual's rehabilitation program. There are two exceptions to this policy, as follows:
A. Where ordered by a court or law enforcement agency staff, after having consulted with the Attorney General's Office through the Director of Client Services, and having been advised to comply; and
B. For the protection of the individual or others when the individual poses a threat to his or her safety or to the safety of others.
However, when information of a sensitive nature may be potentially harmful to the individual, this information must be released through the appropriate counselor/teacher or supervisor. This policy shall be thoroughly discussed with the individual at the time of application. By signing the application, the individual is indicating he/she is willing to abide by this policy. Information from substance abuse programs (according to Public Act 56, Section 18) and the Social Security Administration must always be removed before information is shared with courts or record-copying services.
Subpoenas should be sent immediately to the Director of Client Services for use in consultation with the Attorney General's Office. Before testifying or providing records in a case, the counselor/teacher should read the following statement:
"The Michigan Commission for the Blind operates under federal and state legislation which requires case information about a client to be held strictly confidential. Please refer to Section 85 of Act 314 of the Public Acts of 1915 (Judicature Act), Section 27.934 and 27a.2165 of the Michigan Statutes Annotated."
Then, if ordered, we must comply with the court.
LEGAL ASSISTANCE
Counselors/teachers shall identify complex and potentially controversial legal issues that require special guidance and consultation. After identifying such issues, the Michigan Commission for the Blind State Director or the Director of Client Services shall work with appropriate Department of Labor & Economic Growth staff in securing the appropriate assistance from the Office of the Attorney General.
Requests for formal Attorney General opinions and letters of advice on issues of general applicability shall be made to the Department of Labor & Economic Growth Director who, in consultation with the Michigan Commission for the Blind, will determine whether to forward the request to the Office of the Attorney General. The purpose of this policy is to enable the Michigan Commission for the Blind and the Department of Labor & Economic Growth to resolve complex legal issues in a timely and cost-effective manner.
Legal assistance and/or legal fees are not services provided to individuals.
TIMELY SERVICES
Counselors/teachers shall process applications and determine eligibility or ineligibility as soon as possible, but the time shall not exceed 60 days from the date of application unless the staff person and the individual mutually agree that an extension is necessary due to exceptional and unforeseen circumstances beyond the control of the individual or agency. Any extension must be for a specific period of time. Similarly, an Individual Plan for Employment will be developed as soon as possible after a person is determined eligible for services, but the time will not exceed 90 days from the date an individual was determined eligible for vocational rehabilitation services unless there is documentation justifying the need for additional time. The Michigan Commission for the Blind will provide all services in a timely and equitable manner.
INFORMED CLIENT CHOICE
Clients shall make informed choices regarding their long-term vocational goal, intermediate rehabilitation objectives, vocational rehabilitation services (including assessment) they receive, service providers and any other part of their rehabilitation programs. This process shall take place in partnership with the appropriate counselor/teacher utilizing the best available information. This information must include, at a minimum, information relating to the cost, accessibility, duration of potential services, the qualifications of potential service providers, types of services offered by the provider, the extent to which those services are provided in an integrated setting and, if available, consumer satisfaction with those services. Vocational rehabilitation services will be provided in-state, provided that this preference does not effectively deny an individual a necessary service. If the individual chooses an out-of-state service at a higher cost than an in-state service, and if either service would meet the individual's rehabilitation needs, the Michigan Commission for the Blind is not responsible for those costs in excess of the cost of the in-state services.
STAFF RESPONSIBILITIES
Counselors/teachers have the following responsibilities:
A. To respect the individual, who has the right and responsibility to participate in all decisions regarding his/her vocational future;
B. To facilitate with the individual the achievement of an employment outcome, economic self-sufficiency, independence, inclusion and integration into society;
C. To provide individualized services in an organized, planned manner and to exercise sound professional judgment in carrying out that responsibility;
D. When unable to work through a conflict with an individual, to involve management and to remind the individual or his/her representative of his/her rights and the availability of assistance from the Client Assistance Program; and
E. To return phone calls within two working days.
CONFLICT RESOLUTION
An individual or his/her representative may attempt to resolve any issues regarding his/her case by discussing the circumstances with his/her counselor/teacher and/or the counselor’s/teacher's supervisor.
If at any time an individual or his/her representative is dissatisfied with any determinations made by his/her counselor/teacher, he/she or his/her representative may request an informal Administrative Review conducted by a Michigan Commission for the Blind administrator, a formal Fair Hearing conducted by a Department of Labor & Economic Growth administrative law judge or Mediation utilizing mediators from the Michigan Supreme Court Community Dispute Resolution Program. In the case of Mediation or a Fair Hearing, the individual or his/her representative will be provided an opportunity to select from at least two qualified professionals to handle the proceedings. A request for any, or all, of these processes may be initiated through a written request with itemizations of your concerns to the Michigan Commission for the Blind Hearings Coordinator. The Michigan Commission for the Blind will pay for the administrative costs of these services.
If a Fair Hearing is requested, it will be conducted within 60 calendar days of the request. The Administrative Law Judge will provide a report of his/her findings and a decision to the Michigan Commission for the Blind and to the individual or his/her representative within 30 calendar days of the completion of the Fair Hearing. This decision must be based on the provisions of the approved State Plan, the provisions of the 1998 Amendments to the Rehabilitation Act, Public Act 260 and the Michigan Commission for the Blind policy.
Either party may request a review of the Administrative Law Judge’s decision by the Director of the Department of Labor & Economic Growth within 20 calendar days of the issuance of that decision. An individual or his/her representative must request this review in writing to the Michigan Commission for the Blind Hearings Coordinator. The Department of Labor & Economic Growth Director has up to 20 calendar days to notify an individual or his/her representative if a review of the decision is being conducted. The Department of Labor & Economic Growth Director cannot delegate the responsibility for this decision. During this time, both parties may submit additional evidence and information relevant to the final decision under review. The Department of Labor & Economic Growth Director may not overturn the decision or any part of the decision that supports the individual’s position unless the Department of Labor & Economic Growth Director concludes, based on clear and convincing evidence, that the Administrative Law Judge’s decision is clearly erroneous on the basis of being contrary to the laws cited above. If notice is not served, the Administrative Law Judge's decision is final. Within 30 calendar days, the Department of Labor & Economic Growth Director will notify the individual or his/her representative of the final agency decision and the grounds for the decision, in writing. The final decision, either by the Administrative Law Judge or the Department of Labor & Economic Growth Director, if a review is conducted, will be implemented pending civil action filed by either party in any state or federal court with competent jurisdiction. If an action is filed, the court shall review all pertinent information, hear additional evidence if requested by either party, render a decision based on the preponderance of the evidence and grant such relief as the court determines appropriate.
If an Administrative Review is requested, a Michigan Commission for the Blind administrator not directly involved with the case will be assigned to review the information and make recommendations for possible resolution of the issue. This review will be conducted within 10 days of the request, and recommendations will be made within 10 calendar days of when the Administrative Review was conducted. Recommendations arising are not binding to either party. An Administrative Review shall in no way deny or delay an individual’s right to a Fair Hearing.
Mediation is another form of dispute resolution that may be requested by an individual or his/her representative with an unresolved issue regarding his/her case. This process is voluntary on the part of both parties. Entering into the Mediation process will in no way deny or delay the Fair Hearing process. The mediation process should commence within 20 calendar days of the request and in a location convenient to both parties. Mediation proceedings are confidential and may not be used by either party as evidence during any subsequent due process hearing or civil proceeding. Parties may be asked to sign a "confidentiality pledge" before entering the process. If an agreement is reached during the Mediation process, the parties will receive a written copy within 20 calendar days of the agreement.
CLIENT ASSISTANCE PROGRAM
The Client Assistance Program is available to assist individuals in resolving disputes with Michigan Commission for the Blind consumer services. The Client Assistance Program staff will also answer questions and provide information regarding agency services. The following are the primary objectives of the Client Assistance Program:
A. To provide information, advice and clarification to individuals about their rights, responsibilities and the services available from the Michigan Commission for the Blind;
B. To advocate for the fair and mutually satisfactory resolution of individual complaints including assistance in the appeals process.
C. To report to management on the type and frequency of individual complaints, dissatisfactions and misunderstandings for program assessment purposes.
Counselors/teachers are to make individuals fully aware of the services of the Client Assistance Program at the time of application, at the initiation of the Individual Plan for Employment and at case closure. Clients must also be informed of the Client Assistance Program phone number. That number is 800-288-5923.
DATA COLLECTION
The Michigan Commission for the Blind shall collect and utilize data necessary to complete federal and state reports. Other data will be collected as necessary to manage the program.
COMMUNITY RESOURCE UTILIZATION
The Michigan Commission for the Blind shall comply with the provisions of all written agreements with individuals, service providers, referral resources and other organizations. The Michigan Commission for the Blind shall assure that maximum utilization is made of public, vocational and technical training programs and other community resources in providing vocational rehabilitation services. To the extent possible, services will be provided in integrated community settings. Service providers, materials and facilities must be accessible. Personnel used by service providers must be qualified in accordance with any applicable national, state or recognized licensing or registration requirements or other comparable requirements that apply to the profession/discipline of the personnel providing services.
Service providers must take affirmative action to employ and advance in employment qualified individuals with disabilities. Service providers must obtain the services of individuals who are able to communicate in the native languages of applicants/eligible individuals who have limited English speaking ability and must ensure that appropriate modes of communication for all applicants/eligible individuals are used. Finally, service providers must have adequate and appropriate policies and procedures to prevent fraud, waste and abuse.
RATES OF PAYMENT
The regional supervisor must approve any exceptions to payment amounts in the fee schedule. The duration of each major service must be determined on an individual basis and be reflected in that individual's Individual Plan for Employment or subsequent amendments. Non-mandated agency services provided during the eligibility determination and assessment of rehabilitation needs must be justified in the case record. There are no absolute time limits on the provision of specific services or on the provision of services to an individual. Vendors must be given a written authorization simultaneous with or prior to the purchase of a service. If an emergency arises which does not allow sufficient time to transmit the written authorization to the vendor, the responsible counselor/teacher or his/her supervisor may give oral authorization, which must be documented immediately in the case file. The authorization to the vendor must be made no later than the working day following the oral authorization and there must be a notation in the case narrative as to the cause and action which was taken. The Michigan Commission for the Blind, as a state agency, is exempt from paying sales tax on goods and services.
EQUIPMENT PURCHASE
Equipment (a single item or components of a working unit) which costs more than $1000, purchased for an individual by the Michigan Commission for the Blind, will be tagged according to state policy and will remain the property of the Michigan Commission for the Blind for a period of three years from the date of delivery. During the three years this equipment will be reclaimed by the counselor/teacher if the equipment is no longer necessary as dictated by the details of the individual's Individual Plan for Employment or if there is evidence that equipment is being abused. The Michigan Commission for the Blind will be responsible for the repair and routine maintenance of the equipment while the individual's case remains open. The individual is responsible for the proper care and handling of this equipment while it is in his/her possession.
CLIENT PARTICIPATION IN COSTS
Individuals will be encouraged, to the extent possible, to contribute financially to the costs of achieving the goals outlined in their Individual Plan for Employment.
COMPARABLE BENEFITS
Prior to providing any rehabilitation services to an eligible individual or to members of the individual's family, the Michigan Commission for the Blind shall determine whether comparable services and benefits exist under any other program and whether those services and benefits are currently available to the individual. If comparable services and benefits are currently available, the Michigan Commission for the Blind shall utilize them, in whole or in part, to offset the cost to the Michigan Commission for the Blind. If comparable benefits exist but are not available at the time needed to achieve the individual's rehabilitation objectives, the Michigan Commission for the Blind shall provide the services until the comparable benefits and services become available. If acquiring comparable benefits would delay the provision of rehabilitation services to any individual who is determined to be at extreme medical risk, based on documentation by an appropriate qualified medical professional, or an immediate job placement would be lost due to a delay in the provision of comparable services and benefits, the Michigan Commission for the Blind will proceed with those services. The Michigan Commission for the Blind may proceed with the following services without determining the availability of comparable services:
A. Assessment for determining eligibility and priority for services;
B. Assessment for determining rehabilitation needs;
C. Counseling, guidance and referral;
D. Training and related expenses, except those for higher education;
E. Placement services;
F. Rehabilitation technology; and
G. Post-employment services related to items A-F above.
SERVING CLIENTS WITH COMMUNICABLE DISEASES
The Michigan Commission for the Blind will serve individuals with human immunodeficiency virus (HIV), AIDS, hepatitis and other communicable diseases if those individuals meet the general criteria for eligibility. In order to ensure safety, staff must follow the safety procedures provided under the Procedures section of this manual. The procedures will be reviewed annually to assure that they reflect the most current professional practices.
The Michigan Commission for the Blind shall make a good-faith effort to contact all individuals who have been referred, to inform them of application requirements. All individuals referred to the Michigan Commission for the Blind for rehabilitation services shall be assigned to work with a counselor/teacher based on geographic location or need for a specific sub-program and shall be registered in the computerized case management system. If an individual moves, his/her file will be transferred to the appropriate counselor/teacher in his/her new geographic region.
A contact by phone or by letter shall be made as soon as possible, not to exceed five working days of receipt of the referral. The name and phone number of a friend or relative shall be obtained for use at times when the staff is having difficulty getting in touch with the individual. No funds for case services may be expended on an individual until the individual is considered to have submitted an application for services.
An individual is considered to have submitted an application when the individual, or as appropriate, the individual's parent, family member, guardian, advocate or authorized representative, has signed an agency application form or has otherwise submitted a signed, written request for services, or has otherwise requested services and has provided information necessary to initiate an assessment for determining eligibility and priority of services, and the individual is available to complete the assessment process.
At the time of application, an individual should have a thorough understanding of what services and outcomes he/she might anticipate. An individual should also understand the choices he/she will need to make as well as his/her rights and responsibilities. He/she must be made fully aware of the availability of the Client Assistance Program. The individual or, as appropriate, the individual's designee, should sign the application. If the individual or his/her representative does not wish to sign the application, this should be documented on the application form and if a reason is given, this too should be documented. Services may be provided in spite of this refusal to sign. Once the application process has been completed, funds may be authorized to cover expenses related to assessing the individual's eligibility for services.
During this process and throughout the vocational rehabilitation process, thorough demographic information, including information about secondary disabilities, must be obtained to ensure appropriate reporting of data in federal reports.
In order to be eligible for Michigan Commission for the Blind rehabilitation services:
A. An individual must have a visual impairment as defined by Public Act 260.
DEFINITION OF LEGAL BLINDNESS: THE INDIVIDUAL’S VISUAL ACUITY WITH BEST CORRECTION MUST BE 20/200 OR WORSE IN THE BETTER EYE OR HIS/HER VISUAL FIELDS MUST SUBTEND AN ANGLE OF LESS THAN 20 DEGREES IN EACH EYE.
or
THE INDIVIDUAL MUST HAVE A VISUAL ACUITY WITH BEST CORRECTION 20/100 OR WORSE IN THE BETTER EYE WITH A PROGNOSIS OF RAPID DETERIORATION.
B. The impairment must constitute or result in a substantial impediment to employment and/or independent living for the individual.
C. It is presumed that the individual can benefit in terms of an employment and/or independent living outcome.
D. In the case of vocational rehabilitation consumers, a determination is made that the individual requires vocational rehabilitation services to prepare for, enter into, engage in, or retain gainful employment.
Individuals who are allowed Social Security Disability Insurance beneficiaries or are Social Security Supplemental Income recipients and meet the Michigan Commission for the Blind definition of visual impairment are automatically eligible for vocational rehabilitation services without additional tests or procedures to assess "intent" of applicants that would hinder speedy access to vocational rehabilitation services. These individuals are considered to be an "individual with a significant disability and should be presumed eligible for services." This information must be documented in the Certification of Eligibility.
There is no state residency requirement for the provision of rehabilitation services. Aliens may be eligible for services if they have the appropriate work permit; non-immigrant aliens may work if they have certain permits and may therefore be eligible for vocational rehabilitation services. The Director of Client Services must be consulted in any matters relating to eligibility of Michigan Commission for the Blind staff or their families, to ensure appropriate handling and confidentiality.
Eligibility for vocational rehabilitation services is based on an assessment of an individual’s functional limitations as they relate to impediments to employment. Functional limitations in the following areas should be considered when determining the impediments to employment:
A. Mobility – the physical and psychological ability to travel to and from destinations in the community. This includes orientation – the ability of the individual to know where he/she is, where he/she wants to go and how to get there, as well as the ability to adapt and adjust to new environments;
B. Communication – the ability to effectively exchange information through spoken or written words, sign, Braille concepts, gestures or any other means. This includes language – the ability to place labels and meaning to objects, actions and concepts such as who, what, where, when, and how. This also includes Braille literacy – the ability for an individual to read and write Braille or written words at a level appropriate for his/her age;
C. Self-care – the ability to manage one's own living situation, thereby allowing participation in training or work activities. This includes management of special health and safety needs;
D. Self-direction – the ability to plan, initiate, problem-solve and carry out goal-directed activities;
E. Interpersonal skills – the ability to make and maintain personal, family and community relationships;
F. Work tolerance – the capacity to effectively perform job requirements with or without accommodations; and
G. Work skills – the ability to do specific tasks required for a particular job.
Where possible, it is absolutely necessary to use pre-existing information and thorough counseling interviews to determine the individual's functional limitations. Regardless of the age of the information, it must reflect the current functioning of the individual. To document a substantial impediment to employment, the counselor/teacher may obtain information from a variety of sources, such as direct observation; statements from the individual, the individual's family or others involved in the individual's activities; medical, psychological and other diagnostic reports; and/or records from the Social Security Administration, Veteran's Administration and educational institutions. Assistive technology and services must be used to the extent possible in gathering additional assessment information. To the extent possible, additional assessment should be obtained in realistic, integrated employment settings.
In the special case of the Michigan Commission for the Blind, it is important to obtain visual acuities where there is a question regarding the individual's legal blindness. If this information is not available from currently existing sources, an optometric or ophthalmological exam must be obtained. In the case of an obvious visual disability such as a person who has two enucleated eyes or a person who has been known to the Michigan Commission for the Blind in the past, it is not necessary to obtain these reports for determining eligibility.
If an individual is determined eligible, a Certificate of Eligibility must be completed and signed by the appropriate counselor. If the counselor believes the individual is not eligible due to the severity of the impairment such that the individual cannot benefit from services, the procedures for a trial work experience must be followed. If the individual's visual impairment does not meet the criteria for eligibility stated above, the individual must be referred to the appropriate office of Michigan Rehabilitation Services, Michigan Department of Labor & Economic Growth.
Only individuals who are considered most severely impaired, i.e., who have three or more functional limitations based on the list above, are eligible for supported employment service. If appropriate, this must be documented in the Certification of Eligibility.
Prior to determining an individual incapable of benefiting from vocational rehabilitation services in terms of an employment outcome due to the severity of the individual’s disability, his/her counselor or teacher/counselor must undertake an extensive assessment to support such a determination. A written plan must be developed outlining exactly how this determination will be made, either through a Trial Work Experience or Extended Evaluation. This plan must periodically assess the individual’s abilities, capabilities and capacity to perform in work experiences, which must be provided in the most integrated setting possible, consistent with the informed choice and rehabilitation needs of the individual. Preferably, a Trial Work Experience can be developed. This work experience should be in the least restricted environment and as integrated as possible, considering the informed choice of the client. This experience could consist of supported employment or on-the-job training. The activity should be of a duration and variety that will allow the counselor or counselor/teacher to make a decision about the individual’s ability to benefit from services in terms of an employment outcome. During this time, appropriate supports such as job coaching, assistive technology devices and personal assistance services must be provided.
If an individual cannot participate in a Trial Work Experience, then an Extended Evaluation should be completed. The agency should provide only those services necessary to make an eligibility decision regarding the individual’s ability to benefit from vocational rehabilitation services in terms of an employment outcome. These particular services will be terminated when the counselor or teacher/counselor is able to make a decision.
To the extent necessary, in order to make a determination of the goals, objectives, nature and scope of vocational rehabilitation services to be included in the individual's Individual Plan for Employment, there will be a comprehensive assessment of the individual's rehabilitation needs. This assessment will be limited to that information which is necessary to identify the rehabilitation needs of the individual and to jointly develop an Individual Plan for Employment with the individual. To the maximum extent possible and appropriate, this assessment will use primarily existing information and any information that can be provided by the individual and by the family of the individual.
The comprehensive assessment will focus on the unique strengths, resources, priorities, interests and needs, including the need for supported employment, of eligible individuals. It will be conducted in a timely and efficient manner. It will be carried out in the most integrated setting, consistent with the informed choice of the individual. To the degree needed, the assessment will include information about the following areas as they relate to the individual:
A. An analysis of pertinent medical, psychiatric, psychological, and neuropsychological factors, and other pertinent vocational, educational, cultural, social, recreational, and environmental factors and related functional limitations that affect the employment and rehabilitation needs of the individual;
B. An analysis of the individual's personality, career interests, interpersonal skills, intelligence and related functional capacities, educational achievements, work experience, vocational aptitudes, personal and social adjustments, and employment opportunities;
C. An appraisal of the individual's patterns of work behavior and services needed to acquire occupational skills and develop work attitudes, work habits, work tolerance, and social and behavior patterns suitable for successful job performance; and
D. An assessment, through provision of rehabilitation technology services, of the individual's capacities to perform in a work environment, including in an integrated setting, to the maximum extent feasible and consistent with the individual's informed choice.
Current general medical information is necessary when an individual is being referred to the Michigan Commission for the Blind Training Center for services. An individual who is blind may be more reliant upon his/her hearing, so special consideration should be given for the possible need of an audiological assessment. This must be discussed fully with the individual to make him/her aware of the importance and availability of such an assessment.
The comprehensive assessment must include referral of the individual to appropriate resources for assistance in rehabilitation and any other relevant issues. Goods and services necessary to complete the assessment shall also be provided.
JOINT DEVELOPMENT
An Individual Plan for Employment shall be promptly developed (time period not to exceed 90 days) after an individual has been determined eligible, unless the staff person and the individual mutually agree that an extension is necessary due to unforeseen circumstances beyond the control of the individual or the agency. The individual or his/her representative and his/her counselor/teacher, taking into consideration the needs of the individual, will agree upon the Individual Plan for Employment. The Individual Plan for Employment shall be designed to achieve the employment objectives of the individual, consistent with the unique strengths, resources, priorities, concerns, abilities and capabilities of the individual. It will include those services necessary to achieve his/her chosen vocational outcome. The case record must contain documentation supporting the development of the vocational goal, the rehabilitation objectives, and the nature and scope of services in the Individual Plan for Employment and the Individual Educational Plan. The individual or, as appropriate, his/her representative, and the counselor/teacher must sign the Individual Plan for Employment. A copy of the Individual Plan for Employment shall be provided to the individual or his/her representative in the individual's chosen mode of communication and, to the extent possible, in his/her native language.
CONTENT
Each Individual Plan for Employment shall include a statement of:
A. A description of the specific employment outcome that is chosen by the eligible individual, based on the comprehensive assessment for determining vocational rehabilitation needs, including an assessment of career interests for the individual. The plan shall, to the maximum extent appropriate, include services and employment in integrated settings. If the employment is not projected to be in an integrated setting, the case record must contain a justification for the non-integrated setting. The vocational goal does not have to be exact, but should identify a particular profession or occupation;
B. The specific vocational rehabilitation services to be provided to achieve the employment outcome, including, if appropriate, rehabilitation technology services and on-the-job and related personal assistance services, provided in the most integrated setting that is appropriate for the service involved and consistent with the informed choice of the eligible individual;
C. The projected dates for the initiation of each vocational rehabilitation service, the anticipated duration of each service, a timeline for the achievement of the employment outcome, and the cost of each service;
D. A description of the entity chosen by the eligible individual, or as appropriate, his/her representative, that will provide the vocational rehabilitation services and the methods used to procure those services;
E. A description of the criteria to evaluate progress toward achievement of the employment outcome;
F. How, in the words of the individual, or, as appropriate, in the words of the individual's representative, he/she was informed about and involved in choosing among alternative goals, objectives, services, providers and methods used to procure or provide services;
G. The terms and conditions for the provision of vocational rehabilitation services, including:
1. The responsibilities of the individual in implementing the Individual Plan for Employment;
2. The extent of the individual's participation in the cost of the services;
3. The extent to which goods and services will be provided in the most integrated settings possible, consistent with the informed choices of the individual;
4. The extent to which comparable services and benefits are available to the individual under any other program;
5. The entity or entities that will provide the services, and the process used to provide or procure the services;
H. The rights of the individual and the means by which the individual may express and seek remedy for any dissatisfaction, including the opportunity for a review of counselor/teacher determinations;
I. The availability of assistance from the Client Assistance Program;
J. The basis on which the individual has been determined to have achieved an employment outcome;
K. A statement concerning:
1. The expected need for post-employment services, based on an assessment during the development of the Individual Plan for Employment;
2. A reassessment of the need for post-employment services prior to the determination that the individual has achieved an employment outcome;
3. A description of the terms and conditions for the provision of any post-employment services, including the anticipated duration of those services subsequent to the achievement of an employment outcome by the individual; and
4. If appropriate, a statement of how post-employment services will be provided or arranged through cooperative agreements with other service providers.
L. If applicable, a description of how services for a student who is receiving special education services are coordinated with the Individual Education Plan for that individual in terms of the goals, objectives and services identified in the Individual Education Plan; and
M. Information identifying other related services and benefits provided pursuant to any federal, state or local program that will enhance the capacity of the individual to achieve his/her vocational objectives.
INDIVIDUAL PLAN FOR EMPLOYMENT FOR SUPPORTED EMPLOYMENT
In addition to the above items, an Individual Plan for Employment for Supported Employment of the most significantly impaired individuals must contain the following:
A. A description of the Supported Employment Services to be provided by the Michigan Commission for the Blind; and
B. A description of the extended services needed and identification of the source of extended services or, in the event that identification of the source is not possible at the time the Individual Plan for Employment is developed, a statement explaining the basis for concluding that there is a reasonable expectation that services will become available.
ANNUAL REVIEWS AND AMENDMENTS
The counselor/teacher shall review an individual’s Individual Plan for Employment with the individual as often as necessary, but at least once each year, to assess the individual's progress in meeting the goals and objectives identified in the Individual Plan for Employment. At that time, the individual or his/her representative will be afforded an opportunity to review his/her Individual Plan for Employment and jointly redevelop and agree to its terms. Each Individual Plan for Employment will be amended as necessary. Any major change to a goal, objective or service resulting from such a review or at any time will require an amendment. Amendments shall not take effect until agreed to and signed by the individual or the individual's designee. Amendments shall be incorporated into and affixed to the Individual Plan for Employment.
Rehabilitation services shall be provided, as necessary, to an individual to assess his/her eligibility for services, to more specifically determine what services are necessary to attain his/her vocational objective, and to help him/her achieve his/her vocational objective.
Prior to receiving these services, an individual shall have an introduction to the "Skills of Blindness" as defined by the Michigan Commission for the Blind: the concepts, attitudes and techniques necessary for a blind or visually impaired individual to maximize his/her potential according to his/her individual abilities, needs and aspirations.
These services shall be provided according to the following categories:
A. Assessment for determining eligibility and priority for services
B. Assessment for determining vocational rehabilitation needs
C. Vocational rehabilitation counseling and guidance
Individuals shall receive extensive vocational rehabilitation counseling and guidance, as necessary, to assist in establishing an appropriate vocational objective and in developing an Individual Plan for Employment. These services may also be ongoing to assist individuals in dealing with any impediments to success throughout the rehabilitation process.
D. Referral and other services
Referral and other services to help applicants and eligible individuals secure needed services from other agencies
Individuals shall be made aware of the services of the Client Assistance Program during the application process and throughout the vocational rehabilitation process, but especially when a conflict arises between the individual and his/her counselor/teacher.
E. Physical and mental restoration services:
1. Corrective surgery or therapeutic treatment that is likely, within a reasonable period of time, to correct or substantially modify a stable or slowly progressive physical or mental impairment that constitutes a substantial impediment to employment
2. Diagnosis of and treatment for mental or emotional disorders by qualified personnel in accordance with state licensure laws
3. Dentistry
4. Nursing services
5. Necessary hospitalization (either inpatient or outpatient care) in connection with surgery or treatment and clinic services
6. Drugs and supplies
7. Prosthetic, orthotic or other assistive devices, including hearing aids
8. Low-vision services:
Eyeglasses and visual services, including visual training, and the examination and services for the prescription and provision of eyeglasses, contact lenses, microscopic lenses, telescopic lenses and other special visual aids prescribed by personnel that are qualified in accordance with state licensure law and shall be provided by the Michigan Commission for the Blind
9. Podiatry
10. Physical therapy
11. Occupational therapy
12. Speech or hearing therapy
13. Treatment of either acute or chronic medical complications and emergencies that are associated with or arise out of the provision of physical and mental restoration services or that are inherent in the condition under treatment
14. Special services for the treatment of individuals with end-stage renal disease, including transplantation, dialysis, artificial kidneys and supplies
15. Other medical or medically related vocational rehabilitation services
F. Vocational and other training:
Vocational and other training services, including personal and vocational adjustment training, books, tools, and other training materials, except that no training or training services in an institution of higher education (universities, colleges, community or junior colleges, vocational schools, technical institutes or hospital schools of nursing) shall be paid unless maximum efforts have been made by the counselor/teacher and the individual to secure grant assistance in whole or in part from other sources to pay for the training
G. Maintenance Policy Statement
(35) Maintenance means monetary support provided to an individual for expenses, such as food, shelter, and clothing, that are in excess of the normal expenses of the individual and that are necessitated by the individual's participation in an assessment for determining eligibility and vocational rehabilitation needs or the individual's receipt of vocational rehabilitation services under an individualized plan for employment. The Michigan Commission for the Blind shall not require any SSI or SSDI consumer’s money toward maintenance.
(Authority: Sections 12(c) and 103(a)(7) of the Act; 29 U.S.C. 709(c) and 723(a)(7))
(i) Examples: The following are examples of expenses that would meet the definition of maintenance. The examples are illustrative, do not address all possible circumstances, and are not intended to substitute for individual counselor judgment.
Example 1: The cost of a uniform or other suitable clothing that is required for an individual's job placement or job-seeking activities.
Example
2: The cost of short-term shelter that is required in order for an individual
to participate in assessment activities or vocational training at a site that
is not within commuting distance of an individual's home.
Example 3: The initial one-time costs, such as a security deposit or charges for
the initiation of utilities, that are required in order for an individual to
relocate for a job placement.
Example 4: The costs of an individual's participation in enrichment activities
related to that individual's training program.
This policy was approved by the Michigan Commission for the Blind Board at its December 10, 2010, meeting.
H. Transportation in connection with the rendering of any vocational rehabilitation service
Every effort must be made to assist individuals in becoming totally independent in their travel. In those instances where financial assistance in connection with the rendering of vocational rehabilitation service is appropriate, individuals shall be reimbursed for the cost of their travel and related expenses at state rates. The most economical and practical mode of transportation must be used. The "state travel agent" must be utilized to make air travel arrangements unless, under unusual circumstances, an exemption is obtained from the Michigan Department of Labor & Economic Growth.
I. Services to family members
Vocational rehabilitation services to family members of an applicant or eligible individual to enable the applicant or eligible individual to achieve an employment outcome
J. Interpreter, intervenor and reader service
Interpreter services for individuals who are deaf, tactile interpreter services for individuals who are DeafBlind, intervenor services for individuals who are DeafBlind, and reader services for individuals determined to be blind
K. "Skills of blindness" training
Among these personal adjustment skills are orientation and mobility, communications, Braille, cooking and related rehabilitation teaching.
L. Recruitment and training
Recruitment and training services to provide new employment opportunities in the fields of rehabilitation, health, welfare, public safety, law enforcement and other appropriate public service employment
M. Work-related placement services
Job search assistance, placement assistance and job retention services including job coaching and other supportive services to individuals to obtain or maintain suitable competitive employment in the community
N. Supported Employment Services
Supported Employment Services shall be provided to those individuals who, by the Michigan Commission for the Blind definition, have the most significant disabilities; for whom competitive employment has not traditionally occurred or for whom competitive employment has been interrupted or intermittent as a result of a significant disability; and who, because of the nature and severity of their disabilities, need intensive Supported Employment Services from the Michigan Commission for the Blind and extended services after transition in order to perform this work. Among specific services funded under Title VI, Part C (Supported Employment) are:
1. A supplemental assessment to help develop, finalize or reassess an Individual Plan for Employment for Supported Employment
2. Job development and job placement
3. Provision of time-limited services needed to support an individual in employment as follows:
a. Intensive on-the-job skills training and other training and support services needed to achieve and maintain job stability;
b. Follow-up services with employers, the supported employee, parents and guardians, and others for the purpose of supporting and stabilizing the job placement;
c. Discrete post-employment services (following transition to extended services) that are not available from the extended service provider and are needed to maintain job placement; and
d. Other services listed in this section of the manual.
An Individual Plan for Employment for Supported Employment must state how follow-along contacts will be made twice a month once the vocational rehabilitation program obligations have been met. The individual's choice of a suitable employment outcome goal must be stated as well.
O. Personal assistance services
Personal assistance services are services designed to assist an individual with a disability to perform daily living activities on or off the job that the individual would typically perform without assistance if the individual did not have a disability. The services must be designed to increase the individual's control in life and ability to perform everyday activities on or off the job. The services must be necessary to the achievement of an employment outcome and may be provided only while the individual is receiving other vocational rehabilitation services. The services may include training in managing, supervising and directing personal assistance services.
P. Post-employment services
Post-employment services may be provided to ensure that the employment outcome remains consistent with the individual's strengths, resources, priorities, concerns, abilities, capabilities and interests. These services are available to meet rehabilitation needs that do not require a complex and comprehensive provision of services and, thus, should be limited in scope and duration. If more comprehensive services are required, then a new rehabilitation effort should be considered. Post-employment services are to be provided under an amended Individual Plan for Employment, thus a re-determination of eligibility is not required. Post-employment services are available to assist an individual to maintain employment. Some examples are: the individual's employment is jeopardized because of conflicts with supervisors or co-workers and the individual needs mental health services and counseling to maintain the employment; services are needed to regain employment; the individual's job is eliminated through reorganization and new placement services are needed; services are needed to advance in employment; or the employment is no longer consistent with the individual's strengths, resources, priorities, concerns, abilities, capabilities and interests.
Q. Occupational licenses, tools, equipment, initial stock and supplies
R. Rehabilitation technology
Rehabilitation technology including telecommunications, sensory, rehabilitation engineering, and other technological aids and devices are provided to meet the needs of and address the barriers confronted by individuals with disabilities in areas including education, rehabilitation, employment, transportation, independent living, integration into the community, and recreation. Rehabilitation engineering includes the systematic application of engineering sciences to design, develop, adapt, test, apply and distribute technological solutions to problems confronted by individuals with disabilities in functional areas such as mobility, communications, hearing, vision and cognition.
Consumers who are interested in obtaining rehabilitation technology services will participate in an assessment which is designed to determine the type of rehabilitation technology needs for that consumer to achieve his/her vocational goal. This assessment may be done by a rehabilitation teacher, by a rehabilitation counselor or by an adaptive technology specialist. A report which outlines the type of equipment recommended, as well as training needs should be provided by the person performing the assessment. The consumer needs to demonstrate his/her ability to use this equipment before the equipment is purchased. The individual rehabilitation technology needs will be outlined in the IPE.
S. Youth Low Vision and Transition Services
Youth Low Vision Services and Transition Services include a coordinated set of activities designed within an outcome-oriented process that promotes movement from school to post-school activities, including postsecondary education, vocational training, integrated employment (including supported employment), continuing and adult education, adult services, independent living or community participation. These activities must be based upon the individual student's needs, taking into account the student's preferences and interests, and must include other post-school adult living objectives and, if appropriate, acquisition of daily living skills and functional vocational assessment. Transition services must promote or facilitate the accomplishment of long-term rehabilitation goals and intermediate rehabilitation objectives identified in the student's Individual Plan for Employment. Services must be coordinated with the goals, objectives and services identified in an individual's Individual Educational Plan. Transition services are not meant to remove the responsibilities of school systems under the special education laws. They are meant to augment and enhance those services already being provided. The services may start as soon as appropriate, but they should start no later than age 14. (See Youth Low Vision Policy and Procedures under "Other Michigan Commission for the Blind Programs.")
T. Other goods and services necessary for the individual with a disability to achieve an employment outcome
SELF-EMPLOYMENT, TELECOMMUTING AND SMALL BUSINESS
A. Self-employment
Creating ones own earnings and opportunities in the form of a business, contract work or freelance activities, characterized by minimal costs and no employees
B. Telecommuting
Services provided by computer or telephone at home for an outside employer—not self-employment and not a small business
C. Small Business
An independently owned and operated company with one or more employees. The following conditions must be met before an Individual Plan for Employment will be written to establish a small business:
1. The individual must submit a letter of intent to his/her counselor or counselor/teacher.
2. The individual must demonstrate the financial skills to maintain a successful business or identify the appropriate outside financial resources he/she will use (i.e., an accountant) to meet his/her financial obligations.
3. This policy, the procedure and the resource packet must be reviewed with the individual.
4. The individual must prove, by financial and/or legal documents, that he/she will have controlling interest in the business.
5. The individual must submit a business plan completed in collaboration with a qualified business planner. This plan will outline the start-up costs and identify the required long-term supports necessary to successfully operate the business.
6. All financial resources must be explored before the agency will participate in the establishment of a small business and then only with the start-up costs outlined in the business plan.
7. A longer period than the required 90 days for follow-up will be established in a case where the employment objective reflects the establishment of a small business. The time period will be agreed upon between the counselor/teacher and the individual. During this time, monthly financial reports and progress reports regarding the goals outlined in the business plan will be provided to the agency by the individual.
8. The individual will demonstrate knowledge of laws regarding business ownership or obtain a resource that provides legal consulting for the business.
The individual’s counselor/teacher will assist in this process by helping the individual make informed choices by arranging for appropriate assessments, assisting in determining accommodations, and providing resource information.
See MCB’s Small Business Procedures for the establishment of small businesses (section XVII, "Procedures.")
Vocational rehabilitation services may also be provided to groups of individuals according to the following categories:
A. The establishment, development or improvement of a public or other nonprofit community rehabilitation program that is used to provide services that promotes integration and competitive employment;
B. Telecommunications systems that have the potential for substantially improving vocational rehabilitation service delivery methods and developing appropriate programming to meet the particular needs of individuals with disabilities, including telephone, television, video description services, satellite, tactile-vibratory devices and similar systems as appropriate;
C. Special services to provide recorded material or video description services for individuals who are blind, captioned television, films or video cassettes for individuals who are deaf, tactile materials for individuals who are deaf-blind and other special services that provide information through tactile, vibratory, auditory and visual media;
D. Technical assistance and support services, such as job site modification and other reasonable accommodations, to businesses that are not subject to Title I of the Americans with Disabilities Act of 1990 and that are seeking to employ individuals with disabilities; and
E. Small business enterprises operated by groups of individuals with the most severe disabilities under the supervision of the Michigan Commission for the Blind, including enterprises established under the governing regulations of the Randolph-Sheppard Program, including management services and supervision, initial expenses, acquisition of equipment, initial stocks and supplies.
(See section XVII, "Procedures.")
COMPETITIVE REHABILITATIONS
An individual who is determined rehabilitated has, at a minimum, maintained, for a period of 90 days, an employment outcome that is:
A. The result of services provided under the individual's Individual Plan for Employment;
B. Commensurate with the individual's abilities, capabilities, interests and informed choice;
C. In the most integrated setting possible, consistent with the individual's informed choice; and
D. The individual and the counselor/teacher agree that the employment outcome is satisfactory and that the individual is performing well on the job.
The case record must contain evidence of the above criteria and evidence that the counselor provided referral to assist the individual in securing needed services available through other agencies. The Michigan Commission for the Blind considers individuals working full time in the community, at competitive wages, with significant fringe benefits, to be the most desirable rehabilitation outcome. However, individuals meeting the above criteria under Supported Employment programming and individuals meeting the criteria for Homemakers are also valued rehabilitations. For competitive rehabilitations including Supported Employment cases, there must be information in the case record that an individual is compensated at or above minimum wage but not less than the customary wage and level of benefits paid by the employer for the same or similar work performed by individuals who do not have disabilities.
HOMEMAKER REHABILITATIONS
To close an individual's case in which he/she is rehabilitated with the vocational goal of Homemaker, case recording must demonstrate substantial services were provided and that those services contributed significantly to the individual's vocational goal. The individual must be personally performing substantial work in each of four core areas in order to be considered successfully rehabilitated: Kitchen Skills, Travel Skills, Home Management, and Communication Skills. This information must be documented in the case record. Individuals over age 55 who meet the requirement of a severe impediment to employment but who are not capable of competitive employment and who are not capable of performing substantial work in the four core areas mentioned above shall be referred to the Michigan Commission for the Blind Independent Living Program.
CLOSURES BASED ON INELIGIBILITY
An individual who is determined ineligible at any time in the vocational rehabilitation process must be notified in writing of the reasons for the ineligibility determination. The determination for closing a case because the individual is incapable of benefiting from vocational rehabilitation services must be based on clear and convincing evidence and the case record must contain evidence of an extended assessment. A determination of ineligibility made prior to the initiation of an Individual Plan for Employment must include:
A. The reasons for such a determination;
B. The rights and remedies available to the individuals, including, if appropriate, recourse to the processes such as an Administrative Review, Mediation or a Fair Hearing; and
C. The availability of services through the Client Assistance Program.
A decision based on a finding that an individual is incapable of achieving an employment outcome is made only in full consultation with the individual or his/her designee and will be reviewed within 12 months and annually thereafter if requested by the individual or his/her designee. This review need not be conducted if the individual has refused, the individual is no longer present in the state, the individual's whereabouts are unknown or the individual's medical condition is rapidly progressive or terminal. An ineligibility decision made after an Individual Plan for Employment has been developed must contain items A and B above and is treated as an amendment to the Individual Plan for Employment.
CLOSURES OTHER THAN INELIGIBILITY
If an individual's case is closed for any reason other than ineligibility, the case record must document that the individual declines to participate in the program or is not available to complete an assessment and that the VR counselor/teacher has made a reasonable number of attempts to encourage the individual's participation. If possible a notice should be sent to the individual.
EXTENDED EMPLOYMENT
An individual who is working in Extended Employment (i.e., employment in a community rehabilitation program) shall have his/her employment status reviewed annually to determine if the individual is ready to pursue employment in an integrated community-based position. This review must include input from the individual or his/her representative to determine the interests, priorities and needs of the individual for employment in or training for competitive employment in an integrated setting, which could very likely include supported employment.
The Michigan Commission for the Blind intends to evaluate all applicants without delay to determine eligibility for services (i.e., within 60 days) and to provide services to all eligible individuals until such time as a reduction in services must be imposed due to a shortage of funds, staff or other resources. In the event such a shortage should occur, the Michigan Commission for the Blind will implement an Order of Selection for services to assist individuals who are legally blind and who are found eligible on and after the implementation date. Services will be provided without restriction to all individuals who have completed an Individual Plan for Employment prior to the implementation date and to those in a Trial Work Experience in order to determine eligibility. There will be no restriction of services to individuals receiving post-employment services. A waiting list will be maintained by category and by application date of all those eligible individuals. Within categories, individuals will be served on a "first come, first served" basis. Individuals in Category A will be served first. Other categories will be served in ascending order based on the availability of funds. All principles will be applied uniformly throughout the state.
In the event the Michigan Commission for the Blind is under an Order of Selection, information about alternative services will be provided to individuals who are not in open categories. In addition, referrals will be made to other appropriate sources of services. A standard Michigan Commission for the Blind Referral Form will be used for this process.
CATEGORIES FOR THE ORDER OF SELECTION
It is understood that Public Safety Officers will receive priority for services within each category.
A. Individuals with the most significant disabilities
B. Individuals with significant disabilities
C. Individuals with less significant disabilities
D. Individuals with non-significant disabilities
DEFINITIONS
A. Eligible Individuals: Individuals with a disability and requiring vocational rehabilitation to prepare for, enter, engage in or retain employment and/or independent living will be considered eligible. In the specific case of the Michigan Commission for the Blind, the definition of disability only includes individuals with a visual acuity of 20/200 or less in the better eye with best correction, or a limitation of the field of vision not greater than 20 degrees, or a visual acuity of 20/100 in the better eye with a deteriorating condition as a primary disability. Individuals may have other conditions (secondary disabilities), which will be taken into consideration when determining their eligibility for services. DeafBlind individuals and individuals who are blind as a result of traumatic brain injury are classified under federal guidelines as special categories. However, they are still considered blind by the Michigan Commission for the Blind.
B. Functional Limitations: Limitations in life skills as delineated by the following seven functional areas:
1. Mobility—the physical and psychological ability to travel safely to and from destinations in the community. This includes orientation: the ability of a individual to know where he/she is, where he/she wants to go, and how to get there, as well as the ability to adapt and adjust to new environments.
2. Communication—the ability to effectively exchange information through spoken or written words, sign, Braille, concepts, gestures, or any other means. This includes language: the ability to place labels and meaning to objects, actions, and concepts such as who, what, where, when, and how. This also includes Braille literacy: the ability for an individual to read and write Braille or written words at a level appropriate to his/her age.
3. Self-care—the ability to manage one's own living situation, thereby allowing participation in training or work activities. This includes management of special health and safety needs.
4. Self-direction—the ability to plan, initiate, problem-solve, and carry out goal-directed activities.
5. Interpersonal skills—the ability to make and maintain personal, family, and community relationships.
6. Work tolerance—the ability to effectively perform job requirements with or without accommodations.
7. Work skills—the ability to do specific tasks required for a particular job.
C. Most Significantly Disabled Individuals: Eligible individuals who have limitations in three or more of the listed functional areas and will require multiple services over an extended period of time.
D. Significantly Disabled Individuals: Eligible individuals who have limitations in two of the listed functional areas and who will require multiple services over an extended period of time.
E. Less Significantly Disabled Individuals: Eligible individuals who have limitations in one of the listed functional areas and who will require multiple services over an extended period of time.
F. Non-significantly Disabled Individuals: Eligible individuals who have a limitation in one of the listed functional areas, but who will not need multiple services over an extended period of time.
G. Public safety officer: An individual serving the United States, a state, or a unit of government, with or without compensation, in any activity pertaining to:
1. The enforcement of the criminal laws, including highway patrol, or the maintenance of civil peace by the National Guard or the Armed Forces; or
2. A correctional program, facility, or institution where the activity is potentially dangerous because of contact with criminal suspects, defendants, prisoners, probationers, or parolees; or
3. A court having criminal or juvenile delinquent jurisdiction where the activity is potentially dangerous because of contact with criminal suspects, defendants, prisoners, probationers, or parolees; or
4. Firefighting, fire prevention, or emergency rescue missions.
IMPLEMENTATION DETERMINATION
The State Director and the Director of Client Services will continually monitor the budget, referrals, staffing levels and caseload size to determine the necessity of developing an amendment to the State Plan to implement the Order of Selection. If possible, the State Director will make this decision prior to the start of a fiscal year, and it will be incorporated into the State Plan. Upon approval of the Michigan Commission for the Blind Board and the Rehabilitation Services Administration, the plan will be implemented. Examples of reasons to invoke an Order of Selection are as follows:
A. When there is a 20 percent reduction of staff with no ability to fill vacancies, such as in the case of a "hiring freeze."
B. When 75 percent of case service funds are encumbered prior to April 1 in any given fiscal year.
C. When the average caseload size exceeds 100 individuals.
D. When severe budget limitations are placed on the Michigan Commission for the Blind due to limited funding authority or restrictions on obligating federal funds.
IMPLEMENTATION
A. At the time of application, the individual will be advised of the Michigan Commission for the Blind policy regarding Order of Selection for services. Definitions of priority categories and the criteria used in assigning individuals to these categories will be explained by the counselor/teacher.
B. At the time an applicant is determined eligible for services, the counselor will assign that individual to the highest priority category for which he/she is qualified. The category and the rationale for the decision must be documented in the case record. The counselor must clearly describe how the functional limitations restrict the individual's capacity to obtain, maintain or prepare for employment.
C. The individual will be advised, in writing, as to which category he/she has been assigned and which categories are currently being served. He/she must also be given the opportunity to appeal that decision and be given information about the Client Assistance Program to assist him/her in an appeal.
D. Once an individual is assigned to a specific category he/she cannot be moved from that category unless new circumstances occur that would put the individual in a higher category. If an individual is accidentally placed into a category higher than appropriate, the individual must be advised, in writing, of the error and the changes that will be made. He/she must also be given the opportunity to appeal that decision.
E. All individuals for which an Individual Plan for Employment has not been written on the date the Order of Selection is implemented will be advised, in writing, of the situation and advised of their classification. He/she must also be given notification of his/her right to appeal.
F. The State Director, Director of Client Services and supervisors will inform all staff, clients, referral resources and vendors that an Order of Selection is being implemented.
G. Supervisors will be responsible for monitoring the provision of services according to the Order of Selection. They will review assignments to categories and the provision of services to individuals based on the principles of the Order of Selection.
H. Categories will be opened on the basis of the availability of resources. Individuals within categories will be served on a "first come, first served" basis.
I. The Director of Client Services will monitor the activities of the Order of Selection to determine if any changes need to be made in terms of the number of individuals served by opening or closing additional Order of Selection priority categories.
SERVICE GOALS AND PROJECTED OUTCOMES
When preparing the Amendment to the State Plan regarding an Order of Selection for public review and comment, the Agency State Director and Director of Client Services will prepare a projection of the service goals and projected outcomes for each category based on the best current information regarding available resources for the projected time frame.
BUSINESS ENTERPRISE PROGRAM
BEP VENDING STAND TRAINING (VST) PREREQUISITES
The Michigan Commission for the Blind Business Enterprise Program (BEP) is looking for 5-10 energetic, customer oriented blind people per year who wish to enter a career with a possibility of earnings up to $100,000 or more. Following is a brief list of steps that will lead to a successful placement of a blind person in an interesting and challenging career.
Commission VR Counselor familiarizes self with BEP career. Such a career is small business dealing in retail food, beverage and snack items either sold directly to customers via a counter (manual) operation or through automated vending machines. Aptitudes for this business include mechanical, mathematics, human relations and organizational. It must be clear to the client that a career in this field is a complex occupation requiring the combination of a lot of patience, human relations and business acumen.
INITIAL CONTACT:
The VR Counselor calls the BEP Trainer. The purpose of this call is for the BEP Trainer to collect the initial intake information on the applicant, and to explain to the counselor the prerequisites the client must possess.
The information collected from the VR Counselor during this initial conversation includes client name, address, phone number, social security number, age, years the client has been blind, the skills of blindness the client possesses, and whether the counselor has observed the client using these skills effectively. The Trainer will also ask the Counselor if this person would be a good candidate for the BEP; and is the client willing to relocate, or would they rather work for other BEP operators. If the BEP trainer and counselor determine that the client is not ready, the evaluation process can be stopped.
The Trainer will advise the VR counselor of any costs that may be incurred for the client to participate in the VST. Such costs may include the following items: appropriate business attire, note taking materials, talking calculator, transportation, food and lodging for clients during the OJE, or other training related activities. The VR Counselor must be sure the customer is entered onto the MAIN system to facilitate any payments to the customer.
The BEP trainer will e-mail to the Counselor a BEP student packet and a list of local operators interested in offering job shadow experience to Voc Rehab clients. The packet contents include: a welcome memo from the BEP administrator describing the packet, the BEP assessment, VST entry requirements (i.e., equipment needed), MCBTC guidelines, BEP training contract, VST grading system, and information about the required business math class.
ACCEPTANCE FOR VENDING STAND TRAINING
1. COUNSELOR INFORMATION: The Trainer will e-mail the Counselor a copy of the BEP assessment process so that the Counselor understands and can explain the training program requirements to the customer. Two areas need to be emphasized. First, the customer needs basic computer literacy skills to successfully complete the assessment. Second, all applicants to the VST must pass a security clearance. Any legal involvement should be reviewed at this point to determine if the applicant would be able to pass a security check.
2. JOB SHADOW: If the applicant has not worked in a BEP facility a job shadow experience is required. Part of the application/training process requires that the applicant take responsibility for fulfilling various requirements. The customer will contact a local operator from a list provided by the BEP Trainer. This job shadow experience should be scheduled to include the facility’s full business day (from opening to close). In addition to the list of job shadows close to the customer’s home, the customer will receive a student packet of information (as above).
3. APPLICANT INTERVIEW: The interview appointment is a full day interview. With the VR Counselor’s approval, the applicant contacts the BEP Trainer to schedule the interview, which will take place from 9:00 to 3:00. The Counselor may need to make special arrangements for the client to participate in the interview, i.e., transportation, hotel, etc. The student must bring a picture ID, comfortable walking shoes and wear proper business attire for a job interview. During the interview, the Trainer looks for the applicant's interest in the Business Enterprise Program, the applicant’s social and interpersonal skills, etc. The interview may be conducted with a group of potential students, or individually, depending on the level of interest and schedules. During the interview, the applicant will meet a variety of BEP operators, and operators will have an opportunity to ask questions of the clients.
Due to heightened security requires in many public buildings, a security check will be required of all trainee applicants. The Trainer will provide the information necessary for the security clearance to the applicant in advice, and collected during the interview process.
4. VST ASSESSMENT: Following a successful interview, he student is then scheduled for the assessment at MCBTC (See MCBTC Guidelines for BEP Trainees and other Boarders in Section XVII, Procedures). When a low-vision or hearing evaluation is necessary, the hearing or low-vision evaluation must be completed fore the assessment commences. The VR Counselor schedules the 2 week assessment. The assessment may be conducted at a facility other than the MCBTC, as long as the assessment requirements are fulfilled. The student must successfully complete all parts of the assessment before program entry. However, if the student does not meet the standard in a part of the assessment the first time, they may repeat just that particular segment, and are not required to repeat the entire assessment. Without exception, the completed assessment, including all segments, must be emailed to the Trainer within two weeks following completion, and no less than four weeks prior to entry into the BEP training program.
5. BUSINESS MATH: Following the job shadow, interview and assessment, the client must also pass a college level business math college course, or a Business Math course approved by the BEP administrator. They must pass the course with at least 75%.
6. WAITING LIST: All documents from above, including final math grade must be received at least 4 weeks prior to the first day of class. The student's name is then put on the list for the next available class.
7. CLASSROOM TRAINING: On the first day of class, VST students meet with BEP and MCBTC staff. Materials for the training program are distributed. Students sign a training contract which details expectations for class participation. Students are expected to attend all training activities. Punctuality and attendance are critical to the training program. Dependability and reliability are necessary to be successful as a Business Enterprise operator.
8. ON THE JOB EXPERIENCE (OJE): Each student must successfully complete a minimum of 4 weeks of on-the-job experience (OJE) in a manual operation and 4 weeks in an automated vending facility. At the end of the fifth week of classroom training, the BEP trainer provides OJE assignments to the students and their counselors. OJE assignment information includes the name, phone number and address of the OJE trainers.
The VR Counselor is responsible for making food, lodging and transportation arrangements for each OJE student. Service authorizations for OJE training payments are to be provided to the OJE trainer 2 weeks prior to commencement of the OJE. Each OJE trainer is paid $30/day for each day that they work with a VST student. Service authorizations for lodging and transportation are to be provided to the hotel or student, as appropriate, 2 weeks prior to OJE commencement. Students are responsible for their own meals during the OJE. Consequently, students must receive meal compensation checks 2 weeks prior to OJE commencement.
9. BUSINESS EXCELLENCE SUPPORT TEAM (BEST): The BEST meets during the second and fourth weeks of each OJE. The 5 person BEST is comprised of the VR Counselor, the Promotional Agent for the area of the OJE, the BEP Operator/OJE Trainer, the BEP Trainer and the trainee. The purpose of these meetings is to discuss progress, and needs or support the trainee may need to successfully complete the OJE and thus the BEP training program.
10. FINAL REPORT: Within three weeks of completing the OJEs, the BEP Trainer will provide, via e-mail, a final report letter to the counselor. The student receives a copy of the final report in an accessible format for the student. The final report summarizes training, provides test scores and summarizes the OJE reports. In addition, the Trainer provides recommendations for personal equipment specific to each student, and any other supplemental training or services necessary to be fully prepared for licensing as a Business Enterprise Program Operator.
Revised 1 December 2003
OUTLINE OF VST PREREQUISITES
This is an outline of the prerequisites needed, and the steps to follow for the Business Enterprise Program (BEP) vending stand training (VST) process.
1. The Vocational Rehabilitation (VR) counselor contacts the BEP trainer with information about the prospective candidate.
2. The candidate arranges for a job shadow experience.
3. The candidate contacts the BEP trainer to schedule in interview.
4. The VR counselor makes referral for the VST assessment.
5. The candidate must successfully complete a BEP-approved business math course.
6. The potential trainee is places on the VST waiting list after all documentation is submitted, including the final math grade, at least 4 weeks prior to the first day of class.
7. The trainee participates in the training program. The student signs a training contract the first day of class, which outlines student responsibilities.
8. After completion of the 9 week training program, the trainee participates in a minimum of eight weeks of on-the-job experience; 4 weeks in a manual (counter sales) operation and 4 weeks in an automated vending facility.
9. Within three weeks of completion of the OJE, the BEP trainer provides all reports and recommendations to the VR counselor.
10. The BEP trainer provides, via e-mail, a final report.
Please refer to the full description of the process in the document BEP VENDING STAND TRAINING (VST) PREREQUISITES.
INDEPENDENT LIVING PROGRAM
Individuals who are age 55 or older and who have been determined to have a severe impediment to employment, and who are not capable of performing substantial work in the four core areas mentioned in the Homemaker Rehabilitation section of this manual, shall be referred to the Michigan Commission for the Blind Independent Living Program. The main objective of the Independent Living Program is to assist senior citizens who are blind to become independent or maintain their independence such that they will be able to maintain themselves in the community. This reduces the need for costly services such as nursing home care.
YOUTH LOW VISION POLICY AND PROCEDURES
The purpose of the Michigan Commission for the Blind’s Youth Low Vision Program is to allow students to obtain head-borne, low-vision devices which will allow the student to participate as fully as possible in an educational setting. Hand-held low-vision devices and video magnifiers are not covered by the Youth Low Vision Program.
The Michigan Commission for the Blind Youth Low Vision Program serves individuals from birth to 26 years of age who are currently enrolled in a state-sponsored educational program. Eligibility is based on a vision report from either an optometrist or an ophthalmologist indicating visual acuity of 20/70 or less in the better eye, with correction, or a visual field measurement of 20 degrees or less in the better eye.
A student may participate in a low-vision evaluation through the Youth Low Vision program once every other school year and, if indicated, the student may obtain head-borne, low-vision devices at this same interval. Head-borne devices which may be purchased by the Youth Low Vision Program may include, but are not limited to, general-wear glasses, reading glasses, bioptic telescopic glasses, contact lenses and sports goggles.
Comparable benefits, such as vision insurance, shall be used to pay for the cost of any low-vision service prior to Youth Low Vision Program funds being used. Medicaid benefits are not expected to be used to pay for these services. Replacement of broken or lost devices may be done only once within two years of the purchase of the low-vision device. Comparable benefits, including Medicaid benefits, should be considered before Youth Low Vision Program funds are used for replacement of low-vision devices.
The Youth Low Vision Program may provide a student up to two head-borne devices at a time. If a prescription includes a pair of contact lenses to be worn in conjunction with a pair of glasses, this system would count as one pair of glasses. If planned replacement (disposable) contact lenses are recommended, the Youth Low Vision Program may provide two years of planned replacement contact lenses, which includes professional care, one year at a time. The follow-up referral is initiated by the teacher consultant.
Fee Schedule for Youth Low Vision Program
At age 14, a Youth Low Vision student should be referred to the Michigan Commission for the Blind vocational rehabilitation program, if the student meets vision eligibility requirements. If the student is not legally blind, the student should be referred to Michigan Rehabilitation Services for possible eligibility in that program for vocational rehabilitation.
Procedure for referring a student to the Youth Low Vision Program
1. Referrals to the Youth Low Vision Program should come through the intermediate school district teacher consultant to the Michigan Commission for the Blind staff assigned to the geographic area where a student resides. If a student has previously been served under the Youth Low Vision Program, the teacher consultant should contact the Michigan Commission for the Blind staff to request Youth Low Vision Program services. If a student is a new Youth Low Vision Program referral, the Youth Low Vision Program application should be fully completed. A vision report, either from an ophthalmologist or from an optometrist, should accompany the Youth Low Vision application. This vision report should be no more than one year old on the date of application. The cost of obtaining this vision report shall not be paid by the Youth Low Vision Program.
2. A low-vision evaluation appointment should be arranged once the request for Youth Low Vision Program services has been approved. The Michigan Commission for the Blind staff should be informed of the appointment date. An authorization for services and a copy of the Youth Low Vision application should be sent to the low-vision practitioner. A copy of the authorization should be sent to the teacher consultant.
3. The low-vision evaluation appointment should be attended by the teacher consultant and, if deemed necessary, by the Michigan Commission for the Blind staff.
4. The low-vision practitioner should forward a copy of the completed low-vision evaluation report to the Michigan Commission for the Blind staff, as well as to the teacher consultant for the student and parent(s). Recommendations from this report should be discussed with the student, teacher consultant, parent(s), Michigan Commission for the Blind staff, and low-vision practitioner before authorization.
5. The invoice for the low-vision evaluation will not be processed until the low-vision evaluation report is received.
6. Low-vision devices, as deemed necessary, should be authorized by the Michigan Commission for the Blind staff, as long as adequate funding is available. A copy of the authorization for the recommended devices will be sent to the teacher consultant and the low-vision practitioner. These low-vision devices should be dispensed by the low-vision practitioner to enhance the student’s performance in an educational setting.
7. A follow-up letter from the Michigan Commission for the Blind staff will be sent to the Youth Low Vision Program student’s parents within 30 days after the low-vision devices have been authorized.
Approved by the MCB Board at its October 17, 2005, Commission Meeting
MCB Training Center Policies
The mission of the Michigan Commission for the Blind (MCB) is to provide individuals who are blind or visually impaired the opportunity to achieve employment and independence. We believe in the capacity of each blind person to achieve excellence, to be productive, independent and to be involved in the community.
We value each person as an individual and believe that everyone has a right to be treated with dignity and respect. We value activities that include, empower and enable individuals to make their own choices.
The Michigan Commission for the Blind Training Center (MCBTC) is committed to maintaining a safe and effective learning environment for all students and expects that everyone at the Center, both students and staff, will follow these policies and guidelines in order to assure that everyone's rights to respect and courtesy are honored.
Policies: All policies were formally adopted by the MCB Board of Commissioners at their April 24, 2006 meeting, to assure that the Training Center is run in an organized, fair and safe manner.
1. MCBTC shall maintain a learning environment that is free from harassment. No student or staff shall be subjected to harassment by another student or employee.
2. The training center is a state facility and, as such, alcoholic beverages, illegal drugs, and weapons are not permitted in the Center building or on the Center grounds at any time. If a violation of this policy occurs, the student's program will be terminated, and if appropriate, law enforcement may become involved.
3. While we encourage students to learn to prepare meals independently in approved areas, no cooking or cooking devices are permitted in dorm rooms. Food items are allowed in dorm rooms only if kept in closed re-sealable containers provided by the student.
4. In order to maximize opportunities to learn independent travel skills, no student shall park a motor vehicle on training center property, nor shall they operate a motor vehicle while participating in the training center program.
5. The training center is a state facility and, as such, is required to maintain a smoke-free environment. Outdoor smoking areas are designated for such use.
6. Except for family members, adult students shall not have students who have a legal guardian, or minors (anyone under the age of 18), in their dorm rooms or apartments, nor shall adult students enter the dorm room or apartment of a student who is a minor or who has a legal guardian. No sexual contact is permitted between an adult and a student who is a minor or who has a legal guardian.
7. Students are required to participate in all scheduled classes. Three unexcused absences or excessive tardiness in a one month period shall result in program termination for the student.
8. It is the responsibility of the consumer, parent or legal guardian, rehabilitation counselor, and other designated staff to discuss and record in writing all special guidelines, procedures and instructions for any student as necessary to maintain health, safety, or special programmatic issues, that would impact participation in the center program for that student or other student(s) or staff. Individualized guidelines, procedures and instructions may be written for any student with special programming needs.
Additional Policies for Students who have a Legal Guardian
Please note that the policies listed below pertain only to minor students or to other students who have a legal guardian:
9. Students shall remain on Training Center grounds unless they have written permission of their legal guardian.
10. No sexual contact is permitted.
11. Only adult students will be assigned to second floor dormitory rooms. Students who are minors or who have a legal guardian are not permitted on the second floor.
FEE SCHEDULE
The Michigan Commission for the Blind will pay usual, customary and reasonable fees for a service that is not specifically named on the following list. Usual means a fee regularly charged and received for a given service. The fee determined to be the usual fee shall not exceed the lowest fee that is regularly charged other public agencies or the general public. Customary means a fee within the range of usual fees charged by service providers of similar training and experience for the same service within the same specific and limited geographic area. Reasonable means a fee that meets the above two criteria or is justifiable considering the special circumstances of the particular case in question.
Job Development and Job Placement
The total amount for job placement and job development services is $3,000. The Job Development and Job Placement vendor will receive $500.00 when the intake assessment has been completed. The vendor will receive $1,000.00 when the consumer is placed in a job and they will receive the final $1,500.00 after the consumer has been on the job for 85 – 90 days. The vendor may invoice the staff person after the consumer has been on the job for 85 days. MCB will pay standard mileage from the vendor’s home base to the potential employment site. If the vendor is working with two or more consumers, they must prorate the cost for mileage between the consumers. If the vendor is required to travel outside of the region, hourly wage of $25.00 may be assessed. Verification of travel distance and mileage must be verified by MapQuest or Map Blast when the invoice is submitted.
Assistive Technology (Revised July 2006)
Experienced level: Must have accumulated 250 or more face-to-face contact hours of instruction. The hourly rate is $80.00.
Beginner level: The hourly rate is $65.00.
Rehabilitation Teachers and Orientation and Mobility Instructors (Revised July 2006)
Experienced level: Must have 250 or more face-to-face contact hours of instruction. The hourly rate is $65.00.
Beginner level: The hourly rate is $50.00.
MCB Training Center substitute teachers will be paid at the rate of $35.00 per hour as of June 2011. This rate does not include benefits.
Vendors will be compensated for drive time at the rate of $25.00 an hour. Drive time will be paid based on actual drive time; for example, if a vendor drives 15 minutes to a consumer's appointment, he/she will receive compensation at the rate of one-fourth of the hourly rate. Vendors will also receive mileage reimbursement at the standard state rate.
Counselors and teachers must use actual mileage, which can be obtained from www.mapquest.com or a similar source which gives actual miles and drive time.
Lodging (Revised July 2006)
If lodging is needed in order to complete training, specifically long-distance (e.g., distance from Southeast Michigan to the Upper Peninsula), it will be supported with documented receipts, preferably at the state rate.
Cancellations (Revised July 2006)
In order to maintain MCB's costs, consumers must be responsible for canceling their appointment with vendors within 12 hours; otherwise, the consumer could be responsible for some of the cost that accrued. If notification by the consumer is less than 12 hours, and if the vendor is already in route to the set appointment, the vendor will be allowed to invoice MCB for drive time and mileage.
Business Enterprise Program On-The-Job Training (Revised June 2006) $30.00 per day plus meals
Child Care (Revised July 2006) Child care will be provided based on eligibility from Department of Human Services (DHS). MCB will pay the difference between the amount that DHS pays and what the child care facility charges (up to $135 per week).
College Tuition, Private School or Out-of-State School (Revised June 2006) Same Rate as the University of Michigan
Community Rehabilitation (Revised June 2006) Same rate as Michigan Rehabilitation Services, Department of Labor & Economic Growth, unless specifically stated
Interpreter Service (Revised June 2006) Varies depending on freelance or agency providers (range from $30.00 to $60.00 per hour)
Intervenor Service (Revised June 2006) $11.00 per hour
Low-Vision Assessment (Revised May 2008) $80.00 per unit, which consists of one half-hour
Low-Vision Devices (Revised June 2006) Two times the provider's invoice cost
Medical Records Requested (Revised June 2006) $15.00
Ophthalmological Consultation (Revised June 2006) $20.00
Reader Service (Revised June 2006) Minimum Wage
Driver Service Minimum wage. If no public transportation is available and driver services are needed, the driver will use his or her own personal car. The driver will be reimbursed at the state's standard mileage, and the driver will be paid minimum wage per hour including wait time. When public transportation is available and the client elects to use a driver, the driver will be reimbursed only the cost of the least expensive public transportation.
Third Party Payment for Services (Revised June 2006)
Occasionally, an individual is eligible for the sponsorship of his/her Vocational Rehabilitation Services through a third party. Usually this is the result of a work-related accident, automobile accident, or long term illness covered by insurance. However, occasionally a foreign government is willing to pay for services to their citizens in our country. In the case of an insurance-related case, our first effort should be to communicate with the insurance carrier to obtain the carrier's approval, in writing, to pay for the costs of any vocational rehabilitation services the Michigan Commission for the Blind might provide. Services arranged by the Michigan Commission for the Blind at the Michigan Commission for the Blind Training Center and at Detroit Receiving Hospital-University Health Center should be billed at the current rate for services at those two facilities. All other services should be billed at the current rate being paid by the Michigan Commission for the Blind. The bill should be sent to the company in the form of a letter. The company's check should be made payable to the State of Michigan.
In the event a company will not agree to cover the cost of services, assistance should be obtained through the individual's attorney, if he/she has an attorney. Assistance may also be sought through the Bureau of Worker's Disability Compensation. If there will be a significant delay in services, the Michigan Commission for the Blind shall proceed with services and request that the attorney seek reimbursement for the Michigan Commission for the Blind when the case is settled.
The Michigan Commission for the Blind will charge third parties at the following rates:
Services at the MCB Training Center, $2,093.00 per week
Services for Daytime-Only Students at the MCB Training Center, $1,000.00 per week
School District Students at the MCB Training Center, $250.00 per week
Teaching or Counseling Service, $75.00 per hour
Travel and Related Expenses (Revised January 2007)
In-State Travel
Lodging, state rate: $65.00 plus local taxes
Breakfast, $7.25
Lunch, $7.25
Dinner, $16.50
Michigan Select Cities: (Benton Harbor, Charlevoix, Detroit, Mackinac Island, Petoskey, all of Wayne County, and all of Oakland County)
Lodging, $65.00
Breakfast, $8.75
Lunch, $8.75
Dinner, $21.00
Out-of-State Travel, All Other
Lodging, Actual costs
Breakfast, $ 8.75
Lunch, $ 8.75
Dinner, $ 20.50
Out-of-State, Select Cities (See State of Michigan travel regulations.)
Lodging, Actual Cost
Breakfast, $11.00
Lunch, $11.00
Dinner, $22.00
Mileage Reimbursement, State rate
Premium Rate, State rate
MICHIGAN
COMMISSION FOR THE BLIND
OFFICES AND SERVICE
DELIVERY AREAS
EASTERN REGION
DETROIT OFFICE
Cadillac Place
3038 W. Grand Boulevard
Suite 4-450
Detroit, Michigan 48202-6038
313-456-1646
Vocational Rehabilitation Geographical Territories: Counties of Wayne, Monroe,
Macomb, Oakland.
Independent Living Geographical Territories: Counties of Wayne, Oakland and Macomb.
FLINT OFFICE
Flint State Office Building
125 E. Union, 7th Floor
Flint, Michigan 48502
810-760-2030
Vocational Rehabilitation Geographical Territories: Counties of Huron, Lapeer,
St. Clair, Sanilac, Tuscola, and Genesee.
SAGINAW OFFICE
Jerome T. Hart Office Building
411 E. Genesee
Saginaw, Michigan 48607
989-758-1765
Vocational Rehabilitation Geographical Territories: Counties of Arenac, Bay,
Gratiot, Isabella, Midland, Clare, Gladwin, Iosco, Ogemaw, Roscommon, Osceola,
Mecosta, Montcalm, and Saginaw.
Independent Living Geographical Territories: Counties of Huron, Lapeer, St.
Clair, Sanilac, Tuscola, Saginaw, Genesee, Osceola, Clare, Mecosta, Isabella,
Midland, Montcalm, Gratiot, Montmorency, Alpena, Crawford, Oscoda, Alcona,
Roscommon, Ogemaw, Iosco, Gladwin, Arenac and Bay.
LANSING OFFICE
Victor Building, 2nd Floor
201 N. Washington
Post Office Box 30652
Lansing, Michigan 48909
517-373-6425
Vocational Rehabilitation Geographical Territories: Counties of Clinton, Eaton,
Ingham, Jackson, Hillsdale, Washtenaw, Lenawee, Ionia, Saginaw, Shiawassee, and
Livingston.
Independent Living Geographical Territories: Counties of Ionia, Clinton, Eaton, Ingham, Livingston, Jackson, Washtenaw, Hillsdale, Lenawee, and Monroe.
WESTERN REGION
ESCANABA OFFICE
State Office Building
305 Ludington, 1st Floor
Escanaba, Michigan 49829
906-786-8602
Vocational Rehabilitation Geographical Territories: Counties of Keweenaw,
Houghton, Ontonagon, Gogebic, Baraga, Iron, Marquette, Dickinson, Menominee,
Alger, Delta, Luce, Mackinaw, Chippewa, and Schoolcraft.
Independent Living Geographical Territories: Counties of Keweenaw, Houghton,
Ontonagon, Gogebic, Baraga, Iron, Marquette, Dickinson, Menominee, Alger,
Delta, Luce, Mackinaw, Chippewa, and Schoolcraft.
GRAND RAPIDS OFFICE
State Office Building, 2nd Floor
350 Ottawa, NW
Grand Rapids, Michigan 49503
616-356-0180
Vocational Rehabilitation Geographical Territories: Counties of Kent, Muskegon,
Ottawa, Leelanau, Benzie, Manistee, Mason, Grand Traverse, Wexford, Lake,
Osceola, Oceana, Newaygo, and Mecosta, Montcalm.
Independent Living Geographical Territories: Counties of Mason, Lake, Oceana, Newaygo, Muskegon, Ottawa, and Kent.
GAYLORD OFFICE
209 W. First Street, Suite 102
Gaylord, Michigan 49735
989-732-2448
Vocational Rehabilitation Geographical Territories: Counties of Emmet,
Charlevoix, Cheboygan, Presque Isle, Antrim, Otsego, Montmorency, Alpena,
Crawford, Oscoda, Alcona, Kalkaska, and Missaukee.
Independent Living Geographical Territories: Counties of Emmet, Cheboygan,
Presque Isle, Charlevoix, Leelanau, Antrim, Otsego, Benzie, Grand Traverse,
Kalkaska, Manistee, Wexford, Missaukee.
KALAMAZOO OFFICE
1541 Oakland Drive
Kalamazoo, Michigan 49008
269-337-3875
Vocational Rehabilitation Geographical Territories: Counties of Branch, St. Joseph, Berrien, Kalamazoo, Calhoun, Cass, and Allegan, Barry, Van Buren.
Independent Living Geographical Territories: Counties of Allegan, Barry, Van
Buren, Kalamazoo, Calhoun, Berrien, Cass, St. Joseph and Branch.
DEAFBLIND PROGRAM: Statewide.
CENTERS FOR INDEPENDENT
LIVING
EAST REGION
1. Detroit/Wayne Center for Independent Living
2. Oakland & Macomb Center for Independent Living
3. Ann Arbor Center for Independent Living
4. Blue Water Center for Independent Living
5. Capital Area Center for Independent Living
6. Center for Independent Living of Mid Michigan
7. Disability Connections
8. The Disability Network
WEST REGION
1. Community Connections
2. Disability Advocates of Kent County
3. Disability Connection
4. Disability Resource Center
5. Lakeshore Center for Independent Living
6. Northern MI Alliance for Independent Living
7. Superior Alliance for Independent Living
The liaisons will be designated based on the location of the CILs. The
supervisor will identify the appropriate staff person.
(Note: For additional lists, see the Resources page of the MCB website.)
All these forms are available in System 6. The asterisk indicates that coding information is available within System 6 through function key one.
A. (Call or Close Letter)
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
DATE
PREFIX First Name Last Name
STREET
STREET2
CITY, STATE ZIP
Dear First Name,
When you applied for services we agreed on the importance of staying in close touch. Since then I have tried to reach you multiple times both by phone and letter. I have not received any response. Therefore, if I do not hear from you in the next ten (10) days I will presume that you are no longer interested in vocational rehabilitation services from this agency and will close your case. If you are still interested in our services, please get in touch with me.
Sincerely,
FIRST NAME LAST NAME
B. Initial Information - VR Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
INITIAL INFORMATION - VR
Last: First: MI:
Street:
Additional: City:
County*: Zip*:
Phone:
Birthdate:
Marital Status*
Staff:
Date of Referral:
Referral Source*:
Disability Information:
Primary*
Secondary*
Other*
Significantly Disabled*
At Application:
Education Level*
Residence*
Work Status*
Previously Employed?
Year Last Employed:
Hours of Paid Work During Previous Week*
Gross Earnings During Previous Week:
Primary Source of Support*
Medical Insurance Coverage*
Insurance Available from an Employer*
Type of Medical Insurance
Public Support (Y=Yes N=No):
SSI Aged?
SSI Blind?
SSI Disabled?
Temporary Assistance for Needy Families (TANF)?
General Assistance?
Social Security Disability Insurance?
Veteran's Disability Benefits?
Other Disability Benefits?
All Other Public Support Payments?
Total amount of SSI, TANF, & General Assistance:
Worker's Compensation?
Honorably Discharged Veteran?
Public safety Officer injured in line of duty?
Deaf/Blind?
Migratory Agricultural Worker?
Projects with Industry?
Supported Employment Planning Information:
Funding Source*
Case Manager for funding source
Phone number at funding source
C. Closure form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
Client:
Counselor:
CLOSURE FORM
You are considered to be successfully rehabilitated in that you have maintained satisfactory employment for at least 90 days.
Job Title*:
Wages:
Benefits:
Employer*:
Employer's Address
Street:
City: State: Zip:
The following services contributed to your success:
This employment is commensurate with your abilities, capabilities, interests
and informed choice.
This employment is in the most integrated setting possible, consistent with your informed choice.
You and I agree that your employment outcome is satisfactory and that you are performing well on the job.
You and I have assessed the need for post-employment services and have agreed on the following services and how they will be provided:
You are also aware that unplanned post-employment services are available if necessary to maintain your employment.
As indicated in your application, if you are dissatisfied with any determination made by your vocational rehabilitation staff person, you may request an Administrative Review with your counselor's supervisor or you may request a formal hearing by contacting the Michigan Commission for the Blind Hearing Coordinator at 517-373-2062. Please be reminded that you may receive assistance from the Protection and Advocacy Service at 1-800-288-5923.
Client's Signature: Date:
(or Designee)
Counselor's Signature: Date:
D. Demographic Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
DEMOGRAPHIC INFORMATION
Title*: Last: First: M.I.: Birthdate:
Residential Address:
Street:
City:
County*:
State: Zip:*
Directions to home:
Mailing Address (if different):
Address:
City:
State: Zip*:
Contacts:
Home Phone:
Work Phone:
Fax:
E-Mail:
Preferred Communication form:*
Manual Communication? TDD?
Contact Person: Contact Phone:
Other Information:
Sex M/F:
Race*
Hispanic?
Arab-American-Chaldean?
English speaking?
If No, language used:
Registered voter?
If No, want to register?
School-to-Work Student?
Location*
School contact information:
Caseload Manager/Number*:
Office Number*:
E. Diagnostic Service Authorization
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
DIAGNOSTIC SERVICE AUTHORIZATION
AUTHORIZATION #: Date
Issued:
Budget Account*:
Client:
Vendor SSN*:
Vendor Name:
Pay to Number:
Address:
Description of Service*:
Service Dates: Thru
Serv. Type:
Unit Price:$ per Unit: No. Units: Amt:$
Service detail:
Agency Object:
Void After:
Total amount authorized: $
Authorized Signature:
Authorizer's Name:
Please Submit invoices to the authorizer and Address above. Authorization is hereby given to provide the services describe above. Payment can only be made for the services authorized and at the rates authorized. If there is any change required in this authorization the Vendor must contact the authorizer first. Payment will be made promptly upon receipt of properly prepared invoices.
Authority: P. A. 260 of 1978, as amended Index:
Completion: Mandatory PCA:
Penalty: Services may not be provided
F. Eligibility form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
Client:
Counselor:
CERTIFICATION OF ELIGIBILITY
The above individual has the following impairments:
These impairments result in the following functional limitations and
significant impediment to employment:
This individual can benefit from the following services:
It is presumed that this individual can benefit in terms of an employment
outcome.
Counselor's Signature: Date:
G. Eye Exam Report
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
Client:
Address: Phone:
Birthdate: Sex (m/f):
Counselor:
EYE EXAMINATION REPORT
NOTE TO EXAMINER
You are hereby authorized to release the information requested below to the Michigan Commission for the Blind (MCB). This exam is at the patient's expense unless this form is accompanied by an MCB Service Authorization.
Client Signature: Date:
(or Designee)
1. History:
A. Age at onset of significant visual defect:
B. Injuries, infections, surgeries, hereditary factors:
2. Diagnosis:
R.E.:
L.E.:
3. Describe Abnormal Findings:
R.E.:
L.E.:
4. Intraocular Pressure in mm. Hg. (specify instrument used)
R.E.:
L.E.:
5. Vision Measurements:
Without
Correction: Distance: R.E.: 20/ L.E.: 20/
Near: R.E.: 20/ L.E.: 20/
With
Correction: Distance: R.E.: 20/ L.E.: 20/
Near: R.E.: 20/ L.E.: 20/
Correction Needed:
RE:
L.E.:
Addition:
6. Peripheral Field of Vision: Provide a
verbal description of visual fields and
attach copies of the charts, if available.
7. Prognosis ("X" appropriate terms):
Patient's vision is considered ("X" appropriate terms) – Stable:
Deteriorating:
Capable of improvement:
Uncertain:
8. Treatment Recommended:
9. Functional limitations caused by visual condition:
The following 3 criteria substantiate a disability for purposes of determining eligibility for rehabilitation services from MCB (please check all that apply):
1. Visual acuity in the better eye is
20/200 or less with best
correction.
2. Visual fields are limited to subtending an angular distance not greater
than 20 degrees.
3. Visual acuity is 20/100 or less in the better eye with a progressively
worsening condition.
(Please print clearly or type)
Examiner:
Address: Phone:
Examiner's Signature: Date:
Authority: P.A. 260, as amended: Completion:
Mandatory
Penalty: Non-payment of Service
ALL SERVICES WILL BE AVAILABLE TO INDIVIDUALS REGARDLESS OF RACE, SEX, RELIGION, AGE, NATIONAL ORIGIN, COLOR, MARITAL STATUS, IMPAIRMENT OR POLITICAL BELIEF
H. General Medical Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client:
Address: Phone:
Birthdate: Sex (m/f):
Counselor:
GENERAL MEDICAL EXAMINATION REPORT
NOTE TO EXAMINER
You are hereby authorized to release the information requested below to the Michigan Commission for the Blind (MCB). This exam is at the patient's expense unless this form is accompanied by a MCB Service Authorization.
Client Signature: Date:
1. History of disabling condition:
2. General Inspection:
3. Height: Weight: Pulse Rate:
Blood Pressure: Cardiac Rhythm:
4. Findings ("X" only if abnormal):
()Head & Neck --
Eyes ()Ears
()Nose and throat
()Thyroid ()Lungs
()Cervical Nodes
()Chest –
Heart
()Abdomen - Masses
()Hernia ()Genitor – Urinary ()Rectum
()Extremities -- Weakness ()Paralysis ()Amputation
()Neuro-Muscular – Speech ()Gait ()Reflexes
()Tremors ()Coordination
()Mental State – Emotional Stability ()Mentality
5. Laboratory Studies:
()Urine –
Date: ()Albumen ()Sugar
()Blood – Date: ()HGB: ()Serology
6. Diagnosis:
7. Characteristics of Impairment ("X" appropriate terms):
STATUS: ()Improving
()Stable
()Deteriorating
PROGNOSIS: ()Remediable by
treatment
()Improvement by treatment
()Not Remediable
()Terminal
8. Lifting/Carrying Restrictions ("X" appropriate terms):
0-5 lbs. Never:
() Occasionally: () Frequently: ()
6-10 lbs. Never: () Occasionally: () Frequently: ()
11-20lbs. Never: () Occasionally: () Frequently: ()
21-25 lbs. Never: () Occasionally: () Frequently: ()
26-50 lbs. Never: () Occasionally: () Frequently: ()
51-100 lbs. Never: () Occasionally: () Frequently: ()
9. Standing, Walking & Sitting:
Please estimate the hours that our client
might tolerate the following activities
during a workday:
Standing hours/day
Walking hours/day
Sitting hours/day
10. Additional Functional Limitations
(i.e. driving, bending, climbing
exposure to dust, exposure to fumes, etc.):
11. Medication (please specify type,
dosage, schedule and potential side
effects):
12. Recommendations (please indicate any
additional diagnostic studies,
treatments or referrals to specialists necessary):
(Please print clearly or type)
Examiner:
Address: Phone:
Examiner's Signature: Date:
Authority: P.A. 260, as amended: Completion:
Mandatory
Penalty: Non-payment of Service
ALL SERVICES WILL BE AVAILABLE TO INDIVIDUAL REGARDLESS OF RACE, RELIGION, AGE, NATIONAL ORIGIN, COLOR, MARITAL STATUS, IMPAIRMENT OR POLITICAL BELIEF
I. Individual Plan for Employment – Amendment Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client:
Counselor:
INDIVIDUAL PLAN FOR EMPLOYMENT – AMENDMENT
The following are changes to your Individual Plan for Employment agreed upon between you and me:
Service*:
Beginning Date: Ending Date:
Vendor:
Sponsor*:
Cost to MCB:
All other aspects of your plan remain the same.
If you are dissatisfied with any determination made by a staff person, you may request an administrative review with that individual's supervisor or you may request a formal hearing by contacting the MCB Hearing Coordinator in writing or by phoning 517-373-3062.
You may contact the Michigan Protection and Advocacy office if you want assistance or representation at an administrative review or hearing. You may contact them at 1-800-288-5923.
Client's (or Designee)Signature: Date:
Counselor's Signature: Date:
J. Individual Plan for Employment Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client: FirstName LastName
Counselor: FNAME LNAME
INDIVIDUALIZED PLAN FOR EMPLOYMENT (IPE)
DOT Code*:
Vocational Goal:
Anticipated Date of Achievement:
Preferred Mode of Communication*:
Consumers may complete this IPE on their own or request technical assistance from a rehabilitation counselor to complete it.
This Individualized Plan for Employment shall be developed and implemented in a manner that affords eligible individuals the opportunity to exercise informed choice in selecting an employment outcome, the specific vocational rehabilitation services to be provided under the plan, the entity that will provide the services, and the methods used to procure the services.
OUTLINE OF SERVICES
Service*:
Beginning Date: FROM Ending Date:
Vendor:
Sponsor*:
Cost to MCB:
To the maximum extent appropriate, the vocational goal and services outlined in this IPE will occur in the most integrated setting.
The following criteria will be used to evaluate progress towards the achievement of the employment outcome:
The agency will have the following responsibilities in implementing this plan:
The consumer will have the following responsibilities in implementing this
plan:
The following comparable benefits are available:
In a supported employment situation, long-term follow along services will be
provided by:
If you are dissatisfied with any determination made by a staff person, you may
request an administrative review with that individual's supervisor or you may
request a formal hearing by contacting the MCB Hearing Coordinator in writing
or by phoning 517-373-2062.
You may contact the Michigan Protection and Advocacy office if you want assistance or representation at an administrative review or hearing. You may contact them at 800-288-5923.
Client's (or Designee) Signature: Date:
Counselor's Signature: Date:
K. Referral Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
Client:
Address: Phone:
Counselor:
REFERRAL FORM
The above named individual is being referred for the following services:
Reason For Referral:
Pertinent Background Information:
Attachments:
Counselor's Signature: Date:
L. Rehabilitation Teacher Diagnostic Report Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client:
Counselor:
REHABILITATION TEACHING DIAGNOSTIC REPORT
MOBILITY
Functional Limitation:
Recommendation:
COMMUNICATIONS
Functional Limitations:
Recommendations:
SELF CARE
Functional Limitations:
Recommendations:
SELF DIRECTION
Functional Limitation:
Recommendations:
INTERPERSONAL SKILLS
Functional Limitations:
Recommendations;
WORK TOLERANCE
Functional Limitations:
Recommendations:
WORK SKILLS
Functional Limitations:
Recommendations:
ADDITIONAL COMMENTS
Rehabilitation Teacher: Date:
M. Rehabilitation Teaching Progress Report Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client:
Counselor:
REHABILITATION TEACHING PROGRESS REPORT
MOBILITY
Objective:
Progress:
COMMUNICATIONS
Objectives:
Progress:
SELF CARE
Objectives:
Progress:
SELF DIRECTION
Objectives:
Progress:
INTERPERSONAL SKILLS
Objectives:
Progress:
WORK TOLERANCE
Objectives:
Progress:
WORK SKILLS
Objectives:
Progress
ADDITIONAL COMMENTS
Rehabilitation Teacher: Date:
N. Release of Information Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client: LastName, FirstName
Address: STREET Phone: TELEPHONE
STREET2
CITY, STATE ZIP
Birthdate: Birthdate Sex (m/f):
Counselor: FNAME LNAME
AUTHORIZATION FOR RELEASE OF INFORMATION
TO WHOM IT MAY CONCERN:
You are hereby authorized to furnish the following specific information to the Michigan Commission for the Blind:
This authorization is good until:
Please send the information to my counselor at the office address above.
Sincerely,
Client Signature: Date:
(or Designee)
Authority: P.A. 260, as amended: Completion:
Mandatory
Penalty: Non-payment of Service
ALL SERVICES WILL BE AVAILABLE TO INDIVIDUALS REGARDLESS OF RACE, SEX,
RELIGION, AGE, NATIONAL ORIGIN, COLOR, MARITAL STATUS, IMPAIRMENT OR POLITICAL
BELIEF.
O. Vocational Rehabilitation Application Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
Client: FirstName LastName
Counselor:
APPLICATION FOR VOCATIONAL REHABILITATION SERVICES
In accordance with the 1998 Amendments to the Rehabilitation Act of 1973 and
Public Act 260 of the State of Michigan, I am applying for vocational
rehabilitation services.
ELIGIBILITY
I understand that in order to be eligible I must have a visual impairment as defined by the Michigan Commission for the Blind (MCB), the impairment must constitute or result in a significant impediment to employment and I must need vocational rehabilitation services in order to prepare for employment. It is presumed that I can benefit in terms of an employment outcome as a result of vocational rehabilitation services unless the MCB can demonstrate by clear and convincing evidence that I am not capable of an employment outcome. This determination of eligibility will, to the extent possible, be based on existing information and will be completed within 60 days, unless my counselor and I mutually agree that an extension is necessary due to exceptional and unforeseen circumstances beyond my control or the agency's control and I sign an agreement that an extension of time is warranted. The extension must be for a specific period of time.
If I am eligible, an Individual Plan for
Employment (IPE) will be written with my direct participation. In the
development of this plan I will be given comprehensive information in order to
assist me in making appropriate choices of service with my counselor. My
counselor and I will review this plan every 12 months to assess my progress
towards my Employment Objective. I will be included in any decisions to
change this plan. I will receive copies of information pertinent to my
case in the media I have indicated, e.g., Braille, tape. large print, computer
disk or regular print.
ORDER OF SELECTION
Under an order of selection, I will be
classified based on the categories below. In the most severe category I
may be eligible for all appropriate paid and non-paid services. In lower
categories I may only be eligible for non-paid services which might include
diagnostic service, counseling and guidance, referral and job placement.
If I am found eligible for services I will be assigned to the highest possible
category. My category may change should my circumstances change.
SELECTION CATEGORIES
1. Individuals with the most significant disabilities;
2. Individuals with significant disabilities;
3. Individuals with less significant disabilities;
4. Individuals with non-significant disabilities;
INELIGIBILITY
If my impairment is judged to be too severe to allow me to benefit from services at any time in the vocational rehabilitation process, I must be allowed to undergo an extended assessment, which may last up to 18 months before I may be determined ineligible. The basis for an ineligibility decision will be recorded in my record and will be certified by an appropriate staff person.
CONFLICT RESOLUTION AND RIGHTS
Most conflicts arise out of miscommunication. The following steps are to assists in the resolution of the conflict:
1. Administrative Review – A meeting between you and your counselor/teacher, his/her supervisor and an agency administrator for the purpose of resolving the conflict.
2. Mediation Services – A meeting between you and your counselor/teacher and his/her supervisor conducted by an impartial professional mediator.
3. Fair Hearing – A hearing before an Administrative Law Judge designed to settle conflicts. The Administrative Law Judge will render a ruling regarding your issues. If you are not satisfied with the decision of the Administrative Law Judge you may appeal this decision to the Director of the Department of Labor and Economic Growth. At no time will the above two forms of conflict resolution be used to delay the scheduling of a Fair Hearing, if you choose.
To request an Administrative Review contact the supervisor in the region at 1-800-292-4200. To arrange for Mediation Services or a Fair Hearing you may contact the Michigan Commission for the Blind Hearing Coordinator at 1-800-292-4200 or by making the request by phone or in writing to your Counselor/Teacher or the Hearing Coordinator. There is no cost to you for these activities. However, the agency will not pay the costs, if any, for an advocate or attorney.
You have the right to be represented by an
advocate of your choosing at any time during the rehabilitation process or the
conflict resolution activities mentioned above. You also have the right
to obtain assistance through the Client Assistance Program (CAP) at any time. CAP may be reached at 1-800-288-5923.
ALL SERVICES WILL BE AVAILABLE TO ME REGARDLESS OF RACE, SEX, RELIGION, AGE, NATIONAL ORIGIN, COLOR, MARITAL STATUS, IMPAIRMENT OR POLITICAL BELIEF.
The above information has been discussed with me and I have received a copy in the media of my choice.
Client Signature: Date:
(or Designee)
P. Vocational Rehabilitation Authorization Form
Department of Labor and Economic Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET, CITY, STATE ZIP
PHONE
SERVICE AUTHORIZATION
AUTHORIZATION #: Date Issued:
Budget Account*:
Client:
Vendor SSN*:
Vendor Name:
Pay to Number:
Address:
Description of Service*:
Service Dates: Thru
Serv. Type:
Unit Price:$ per Unit No.
Units: Amt:$
Service detail:
Agency Object:
Void After:
Total amount authorized: $
Authorized Signature:
Authorizer's Name:
Please submit invoices to the authorizer at address above. Authorization
is hereby given to provide the services described above. Payment can only
be made for the services authorized and at the rates authorized. If there
is any change required in this authorization the Vendor must contact the
authorizer first. Payment will be made promptly upon receipt of properly
prepared invoices.
Authority: P. A. 260 of 1978, as amended Index:
Completion: Mandatory PCA:
Penalty: Services may not be provided
Q. Closure Information – VR Form
DEPARTMENT OF LABOR & ECONOMIC
GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
CLOSURE INFORMATION - VR
Last:
LastName First: FirstName MI: MI
Street:
City:
County*: Zip*:
Phone:
Birthdate:
VR Services Provided:
Assessment Services*
Funding Source *
Restoration*
Funding Source *
Counseling & Guidance*
Funding Source *
Job Finding*
Funding Source *
Transportation*
Funding Source *
Job Placement*
Funding Source *
On-The-Job Supports*
Funding Source *
Maintenance*
Funding Source*
Rehab Technology*
Funding Source*
Other Services*
Funding Source *
Technical Assistance Services (for
self-employment, telecommuting, etc.)*
Funding Source *
Training Services
Disability Related Augmentative Skills*
Funding Source *
College/University*
Funding Source *
Business & Vocational*
Funding Source *
On-the-job*
Funding Source *
Miscellaneous*
Funding Source *
Basic Academic Remedial/Literacy
Training*
Funding Source *
Job Readiness*
Funding Source *
Other Services
Reader Assistance*
Funding Source *
Interpreter Services*
Funding Source *
Attendant Services*
Funding Source *
Information and Referral Services*
Funding Source *
Public Support at Closure(Y=Yes N=No):
Received? Monthly
Amount
SSI Aged?
SSI Blind?
SSI Disabled?
Temporary Assistance for Needy Families (TANF)?
General Assistance (State or Local Government)?
Social Security Disability Insurance (SSDI)?
Veterans' Disability Benefits?
Workers' Compensation?
Other Public Support?
Honorably Discharged Veteran?
Migrant and Seasonal Farmworker*
Projects with Industry?
At Closure:
Level of Education Achieved at Closure*
Employment Status*
Previously Employed?
Year Last Employed:
Hours of Paid Work During Previous Week*:
Weekly Earnings at Closure:
Competitive Employment*:
Primary Source of Support*
Medical Insurance at Closure
Medicaid?
Medicare?
Public Insurance from Other Sources?
Private Medical Insurance through own Employer?
Private Medical Insurance through Other Means?
Status 26 Closure Information:
Occupation Code*
DOT:
Employer*
Information related to closure in other
Statuses:
Reason for Closure*
Supported Employment Closure Information:
Long Term Funding Source*
Supported Employment Status*
Supported Employment Outcome Type*
Date Opened in Supported Employment:
R. IL Application Form
Department of Labor and Economic
Growth
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
Client:
IL Specialist:
INDEPENDENT LIVING PROGRAM APPLICATION
By signature, I acknowledge that I understand my right to appeal which has been discussed with me, and my ability to seek further assistance from the Michigan Protection and Advocacy Service at 800-288-5923 if need be.
By signature, I acknowledge making application for services from the Commission for the Blind, Independent Living Program, and accept the responsibility to cooperate by making a reasonable effort on my own behalf and using all available resources in accordance with the guidelines set up by the Michigan Commission for the Blind.
By signature, I acknowledge that this application has been discussed with me and that I have provided answers to the IL Specialist to be used for program use only.
Client Signature:
Date:
S. IL Eligibility Form
DEPARTMENT OF LABOR AND
ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
IL ELIGIBILITY
Client:
55 years of age or older:
under 55 but multiply disabled:
Client Waived Plan? (Y/N):
By signature, the IL Specialist determines that the client is: 55 years of age or older or under age 55 but multiply disabled, and is severely visually impaired which makes competitive employment extremely difficult to attain, but for whom independent living goals are feasible.
IL Specialist: Date:
T. IL Objective and Needs form
DEPARTMENT OF LABOR AND
ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
STREET, CITY, STATE, ZIP
PHONE
CONSUMER SERVICES DIVISION
IL Intermediate Objectives
Client:
Self-care: Increase client's self care skills to allow greater independence in the home or community.
Communication: Increase client's communication skills to allow greater independence in reading & writing.
Mobility: Increase client's mobility skills to allow greater independence traveling around the home and/or community.
Residential: Increase client's ability to live in a more independent living environment.
Educational: Increase client's basic knowledge of to allow greater independence in performing.
Vocational: Increase client's understanding of vocational options.
Other:
U. IL Open and Closure Information
DEPARTMENT OF LABOR AND
ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
IL OPEN & CLOSURE INFORMATION
Date Client Added:
Caseload Number: Office Number:
Courtesy Title: Last: First: M.I.:
Residential Address
Street: Zip*:
City: County*:
State:
Remarks:
Phone Number: Work Phone:
TDD (Y/N):
Mailing Address
Address: Zip*:
City: State:
DOB:
Race*:
Sex:
Hispanic (Y/N):
Living Arrangement*:
Referral Source*:
Referral Date:
Visual Disability*:
Non-Visual Disabilities (mark Y or N):
Alzheimer's Disease
Amputations
Arthritis
Cancer
Dementia (non-Alzheimer's)
Diabetes (Type I or II)
Epilepsy, CP, MS, etc.
Hearing Impaired
Heart Disease/Surgery
High Blood Pressure
Kidney Failure
Limb Fractures/Injuries
Mental Retardation
Neuropathies, e.g. Diabetic
Other
Other Mental Limitations
Respiratory/Lung Conditions
Stroke
V. IL Closure Form
DEPARTMENT OF LABOR AND
ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
IL CLOSURE REPORT
Client:
Relocated from Nursing Home? (Y/N):
IL Services Prevented Entry into Nursing Home? (Y/N):
Date Closed:
Reason for Closure*:
W. IL Service Authorization
DEPARTMENT OF LABOR AND
ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
IL OB SERVICE AUTHORIZATION
AUTHORIZATION #: Date
Issued:
Budget Account*:
Client:
Vendor SSN*:
Vendor Name:
Pay to Number:
Address:
Description of Service*:
Service Dates: Thru
Serv. Type:
Unit Price:$ per Unit: No.
Units: Amt:$
Service detail:
Agency Object:
Void After:
Total amount authorized: $
Authorized Signature:
Authorizer's Name:
Please Submit invoices to the authorizer and
Address above. Authorization is hereby given to provide the services describe
above. Payment can only be made for the services authorized and at the rates
authorized. If there is any change required in this authorization the
Vendor must contact the authorizer first. Payment will be made promptly upon
receipt of properly prepared invoices.
Authority: P. A. 260 of 1978, as amended Index:
Completion: Mandatory PCA:
Penalty: Services may not be provided
X. Youth Low Vision Application
DEPARTMENT OF LABOR AND ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
125 E Union St 7th floor
Flint, MI 48502
(810)760-2030
YOUTH LOW VISION PROGRAM APPLICATION
Eligibility: Youth, age birth through 26 receiving Visually Impaired
Services through the local school district may be eligible based upon one of
the following criteria:
• Visual acuity of 20/70 or less in the best corrected eye
• Visual field restriction less than 20 degrees or less
AN EYE REPORT MUST BE INCLUDED WITH THIS APPLICATION.
Student’s name:
___________________________________________________
(Please Print
Date of birth:
______________________________________________________
Address:
__________________________________________________________
City, state, and zip code:
_____________________________________________
Telephone number, including area code: _______________________________
Vision/Medical Insurance: ___________________________________________
Low Vision Provider
_____________________________________________
(*** List of approved providers available from Michigan Commission f/t Bind
staff)
Teacher Consultant _____________________________Telephone___________
Parent/guardian signature
I am applying for Youth Low Vision services available from the Michigan
Commission for the Blind (MCB) on behalf of my child. In signing this
application, I also authorize MCB staff to share information with the referring
school district and low vision practitioner as necessary to provide optimal
services.
Signature:______________________________Date:
_________
Print name _________________________________________
Services are available to students regardless of race, sex, religion, national
origin, color, marital status, impairment or political belief.
Y. Youth Low Vision Service Authorization
DEPARTMENT OF LABOR AND
ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONSUMER SERVICES DIVISION
STREET
CITY, STATE ZIP
PHONE
YLV SERVICE AUTHORIZATION
AUTHORIZATION #: Date
Issued:
Budget Account*:
Client:
Vendor SSN*:
Vendor Name:
Pay to Number:
Address:
Description of Service*:
Service Dates: Thru
Serv. Type:
Unit Price:$ per Unit:
No. Units: Amt:$
Service detail:
Agency Object:
Void After:
Total amount authorized: $
Authorized Signature:
Authorizer's Name:
Phone: Fax:
Please Submit invoices to the authorizer and
Address above. Authorization is hereby given to provide the services describe
above. Payment can only be made for the services authorized and at the rates
authorized. If there is any change required in this authorization the
Vendor must contact the authorizer first. Payment will be made promptly upon
receipt of properly prepared invoices.
Authority: P. A. 260 of 1978, as amended Index:
Completion: Mandatory PCA:
Penalty: Services may not be provided
Z. Youth Low Vision Evaluation form
LOW VISION EVALUATION
Dept. of Labor & Economic Growth
Michigan Commission for the Blind
Student Name:
Based upon the Low Vision Evaluation provide the following information:
A: HISTORY
1. History of onset of low vision (including, but not limited to onset, duration,
etiology and any ocular surgery):
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________
2. Present spectacle correction:
OD:_________________________ Distance VA: ______
OS:_________________________ Distance VA: ______
ADD OD: _____________ Near VA:
____________
ADD OS: _____________ Near VA: ____________
3. Contact Lenses: (if worn)
Power OD: _________________ Type OD: __________
Power OD: _________________ Type OS: __________
4. Current Low Vision Devices: (list
types, power, and visual acuities with
devices)
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________
5. Diagnosis (“X” appropriate terms):
__ Permanent:
__ Progressive:
Prognosis ("X" appropriate terms):
Patient's vision is considered -
Stable:
Deteriorating:
Capable of improvement:
Uncertain:
B. STUDENT GOALS
________________________________________________________________
________________________________________________________________
________________________________________________________________
C: SUMMARY OF FINDINGS
1. Final Refraction:
OD: _________________________ VA: ______________
OS: _________________________ VA: ______________
At near OD: __________ VA:
_________
OS: __________ VA: _________
2. Nature and Extent of Visual Fields:
________________________________________________________________
________________________________
3. Near Devices: (Provide description
of type, power and visual acuity of near
devices recommended)
___________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
_______
4. Telescopic Evaluation: (Provide type,
power and acuity for each device
recommended)
________________________________________________________________
________________________________________________________________
________________________________________________________________
__________________________________________________________
5. Selective Absorption Filters:
(Provide type and describe the benefit of use over more traditional glare
methods)
________________________________________________________________
________________________________________________________________
______________________
D. RECOMMENDED TREATMENT
1. Description of Recommended Low Vision
Aids: (Include manufacturer, power range and cost for each device)
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
____________________________________________________
Signature of Examiner ________________________________
Examiner (Print) __________________________ Date ______
DEPARTMENT OF LABOR AND ECONOMIC GROWTH
MICHIGAN COMMISSION FOR THE BLIND
CONFIDENTIALITY STATEMENT
This statement of confidentiality applies to all driver and readers with the Michigan Commission for the Blind.
I understand that all information and verbal or written that relates to any and all clients and staff of the Michigan Commission for the Blind is not to be discussed or shared with anyone under any circumstances. Failure to abide by these principles will result in dismissal.
SIGNATURE:
DATE:
(approved by the MCB Commission Board on August 27, 2010)
Preamble
The mission of the Michigan Commission for the Blind (MCB) is to provide individuals who are blind or visually impaired the opportunity to achieve employment and independence. We believe in the capacity of each blind person to achieve his or her individual level of excellence, to be productive and independent, and to be involved in his or her community.
Statement of Fundamental Principles
The Michigan Commission for the Blind believes rehabilitation is a cooperative venture between the agency and the individual, with the individual having primary responsibility for personal successes and challenges, and that each individual is different with unique strengths, challenges, interests and aptitudes which require vocational rehabilitation counseling, planning and training specific to his or her individual needs.
MCB values:
· Empowering and enabling individuals to make their own choices
· Enabling technology that helps consumers integrate into all aspects of society
· A positive, respectful and effective partnership between consumers, MCB, its counselors-staff, and institutions of higher education
· Supporting and empowering students to achieve their academic goals, consistent with their talents, skills, abilities, hopes, and dreams
· The right of any consumer to advocate for himself or herself through due process he or she is not satisfied with decisions made by MCB personnel
A. Prerequisites for college and other post secondary training
Establishing the Individualized Plan for Employment
The consumer-counselor team shall establish the consumer’s vocational goal through the Individualized Plan for Employment (IPE). (See section CFR34 361.45 (6)(2) & (16), Scope of Services from the Rehabilitation Act). When that goal includes the need for postsecondary training-education, the consumer-counselor team shall include in the IPE the following expectations:
· a proposed timeline for completing training-education
· course load
· supplies and equipment
· location of training-education
· types of certificates or degrees to be obtained
Essential Elements/Procedures:
1) College Assessment
Students shall participate in a college assessment to ensure that they have the skills necessary for college participation. Students shall demonstrate competent skills related to educational performance. (See MCB College Assessment.) If students cannot successfully demonstrate competent skill levels in these areas, they shall work with their counselor to receive additional training at the Michigan Commission for the Blind Training Center or another qualified vocational training center, or in another manner consistent with their rehabilitation needs based on informed choice.
2) Prospective students may be asked to participate in vocational exploration which may include:
· job shadowing
· mentoring
· labor market analysis
· volunteer or paid work experience
· others as defined by the IPE
3) Prospective students shall provide a letter of acceptance to the institution of higher learning of their choice, a curriculum outline, and the financial documents identified below in the financial aid policy (MCB Policy B) to their MCB counselor before financial sponsorship by MCB can be provided. Other documents may be identified by the consumer-counselor team which may be needed before entering a college or postsecondary training program.
4) Timelines for completing a postsecondary training or college program is established by these training-educational institutions. Students are encouraged to complete their training or degree within one additional year of these established timelines. Students with additional disabilities, medical issues, family situations, job duties, and/or who are non-traditional students are encouraged to engage their counselor in developing a timeline for completion suitable for their needs.
5) If a student’s attendance at training is interrupted for a period of time and he or she is unable to attend classes for one of the reasons referenced in MCB Policy A - 4, the time period that the student is not attending training-educational programs does not count against the identified timeline according to MCB. A written, dated request, including the reasons for this break in attendance, shall be submitted to the MCB counselor. Students should also be aware that the training-educational establishment may have its own requirements about timelines and that, even if MCB approves a break in attendance, it could jeopardize the attainment of a certificate or degree if the postsecondary institution requires a student to complete his or her program within a specific time frame. Examples of programs that might require a continuum of attendance are those in which rapid advancements are common, such as in computer sciences, medicine, and education.
6) The definition of a full course load is defined by each training-educational institution. MCB students are required to carry a full course load unless their individualized plan specifies otherwise.
7) The decision to participate in a community college, four-year university, out-of-state training-educational program, correspondence, or home-study program shall be based on the individual student’s needs and interests. The MCB consumer-counselor team should refer to policies B and C of this MCB college policy so that the requirements for utilizing accredited and non-accredited institutions, in- and out-of-state institutions, and financial supports are compatible with the student’s institution of choice.
8) The type of degree or certification a student is sponsored for will be based on the student’s vocational goal and whether gainful employment in that vocation requires an associate’s, bachelor’s, or master’s degree, or other type of certificate. MCB, in most cases, provides sponsorship for postsecondary training to the level of degree or certificate which will facilitate gainful employment. If it is clear that an advanced degree will be required for competitive employment, the student’s IPE should reflect this and the student may continue his or her education uninterrupted until her or she obtains the degree identified in his or her IPE.
9) MCB’s standard financial sponsorship is based on semesters held September through April. A possible exception could be two 16-week semesters, or three 10-week quarters. MCB’s ability to financially sponsor summer classes is considered an exception, and a written, dated request must be submitted to the MCB counselor. Approval will be determined within two weeks of the request based on the fiscal budget and availability of funds.
10) If a student decides that his or her vocational goal or plan to obtain his or her vocational goal needs to change, the student and his or her MCB counselor will discuss a new plan with possible guidance by the director of consumer services, and an IPE amendment shall be developed.
11) MCB may provide financial support for up to 24 credit-hours of remedial study if needed and it is not available free of charge. Additional hours may be considered if the consumer-counselor team agrees it is needed.
12) Prior to a student attending his or her training-educational program, the MCB counselor shall provide an explanation of disabled student resources at his or her particular institution and encourage the student to contact the student assistance department to discuss any services or needs he or she may have before or while attending that institution.
The Memorandum of Understanding (MOU) is a written agreement between MCB and state universities and colleges which defines what MCB and each college or university will be responsible for in terms of supplying a student with materials, equipment, and services. The MCB counselor shall explain to a student, prior to his or her enrollment in a college or university, which institutions hold an MOU with MCB and what the student can expect from MCB and that educational institution. Students are encouraged to advocate for their needs by consulting with MCB counselors and the appropriate representative of their college or university, if there are questions related to the provision of these accommodations. If there is a dispute over which entity will provide a necessary accommodation, the Michigan Commission for the Blind shall be responsible for providing the accommodation until the dispute is resolved. The commission shall endeavor to recover the costs for which the educational Institutions shall be responsible.
Policy B. Accreditation
MCB cooperates with colleges, universities, and other degree-granting institutions, including correspondence, home-study and vocational training programs that are accredited by a regional accrediting body recognized by the U.S. Department of Education. Exceptions may be made where accreditation is pending or conditional and the course of study is sufficiently unique to justify use of the institution. Students and their MCB counselor shall discuss the risks and benefits of attending a non-accredited training program or university as it could negatively impact a student’s ultimate vocational goal.
Policy C. Financial Aid
According to state and federal mandates, MCB is to provide financial sponsorship to a student who is eligible for postsecondary training-education to the amount that is not covered through other financial resources. Other financial resources include but are not limited to: grants and comparable benefits. There is no requirement for parents-guardians to provide financial support. Students are required to apply for specified grants identified in MCB Policy C–3. Students are not required to apply for or utilize training or educational loans.
Essential Elements:
1) CFR34 361.53(c) and CFR34 361.53 (b)(10), defines comparable services and benefits as any related service, financial benefit, or assistance available to a consumer to partially or fully pay for the required cost of vocational rehabilitation services.
2) Students who receive a merit scholarship which has a specified purpose shall use that scholarship as designated to defray educational expenses.
3) Other comparable benefits that shall be used towards the cost of postsecondary training or education include financial aid, grants, stipends administered through the student's college or university, employer benefits, workers compensation, health insurance if applicable, and similar public benefits.
4) Comparable benefits do not include Social Security benefits such as Social Security Disability Insurance (SSDI,) Supplemental Security Income (SSI), or unrestricted awards or scholarships based on merit.
5) According to CFR34 361.48(f) students requesting college sponsorship are required to apply for federal financial aid by completing the Free Application for Federal Student Aid (FAFSA).
6) MCB counselors shall utilize the DELEG/MCB Statement of Financial Need Resources and Authorization form as a budgeting tool to help determine the amount of MCB financial support that is needed for the student’s postsecondary training-educational program.
7) Students shall annually submit to their counselors all necessary documents, including the Student Aid Report (SAR) to their counselor by July 1 in order to attend college in the fall, or by November 1 for winter/spring attendance. Consumers who are unable to meet either deadline may be considered for college training starting the following semester.
8) The student’s MCB counselor shall submit the signed copy of the DELEG/MCB Statement of Financial Need, Resources and Authorization form to the financial officer at the college or university. The completed form shall be returned to the student’s MCB counselor. The student’s MCB counselor shall share the information on the DELEG/MCB Statement of Financial Need, Resources and Authorization form with the student and shall give the student a copy of this document.
9) MCB contributions toward college-related costs may include the following:
· tuition and fees for required curriculum courses including electives, as long as the electives fall within the requirements for the certificate or degree. Electives that might fall outside the scope of these requirements may be considered by MCB if a student and his or her MCB counselor agree, in writing, to this exception.
· required textbooks and course materials defined in the course syllabus.
· reader services related to course work and/or activities related to expectations for obtaining the identified certificate or degree
· text books services such as Braille, enlarged print, audio recordings, computer scanned, or other modified materials leading to course work and or activities related to expectations for obtaining the identified certificate or degree
· any costs for room and board that exceed the normal living costs as defined by CFR34 361.5(35)
· rehabilitation technology services and equipment as identified in the IPE; refer to “Scope of Services”—letter R. Rehabilitation Technology, in the MCB Policy Manual, for further details.
10) MCB does not pay for the cost of college applications, required entrance exams or testing fees. MCB counselors may assist consumers with pursuing financial resources to pay for the costs of applications, entrance exams and/or testing fees if the consumer requests such assistance.
11) MCB may pay for the cost of preparation classes or materials for entrance exams if determined appropriate by the consumer-MCB counselor team.
12) MCB may assist with the cost of professional certification exams and/or fees.
13) If a consumer is in default of a student loan, no financial aid, including Pell Grants, will be available to the consumer.
14) MCB is prohibited from paying for any training or related services at an institution of higher education for an individual who owes a refund on a grant or is in default of a student loan unless the individual makes maximum effort to resolve the default. Maximum effort means that the consumer must work out a satisfactory payment plan with the Higher Education Services Corporation (HESC), lending institution, or grantor, and re-establish eligibility for financial aid.
15) Private college attendance, whether in-state or out-of-state, can be sponsored by MCB if the consumer-counselor team agrees that attending the intended program will enhance his or her goal for employment. The contributions for tuition at a private college shall not exceed the highest amount required for tuition for Michigan residents attending a state-supported college or university in Michigan.
16) Out-of-state college attendance can be sponsored by MCB if the student’s identified program is not available in Michigan or the consumer-counselor team agrees that attending an out-of-state college will enhance his or her goal for employment. The contributions for tuition at a comparable program shall not exceed an amount greater than the highest tuition rate for Michigan residents attending a state-supported college or university in Michigan.
17) Out-of-country study (study abroad) shall be funded if it is part of an approved course of study for a student’s approved vocational goal. MCB shall support the cost in an amount no greater than the highest tuition rate for Michigan residents attending a state-supported college or university in Michigan.
18) A student may request assistance from their MCB counselors to help them in locating financial resources if participating in an out-of-state or abroad program or private college will enhance the attainment of their vocational goal.
Policy D. Academic Progress
All students shall perform at least at the minimal performance standards set forth by the training or educational institution. For undergraduate college students, this typically means a minimum cumulative grade point average of 2.0 on a 4.0 scale, equaling a C average. For graduate students, this typically means a 3.0 grade point average equaling a B average. Students should be knowledgeable of their training or educational institution’s requirements for performance so they can avoid probationary status. Students shall provide their grades or performance evaluations to their MCB counselor within two weeks of the end of each semester or training period.
Essential Elements:
1) The student’s chosen curriculum has requirements, as determined by the academic program and/or by the college or university, that should be followed by the student unless exceptions are approved by both the student’s MCB counselor and the academic program director to attain their goal to re-establish good academic standing with MCB.
2) An MCB counselor shall hold an evaluation consultation with a student to assess his or her educational-training performance for any of the reasons listed below. A written plan for correction for an identified area of struggle shall be established between the student and their MCB counselor.
· Classes are dropped for a reason other than “good cause,” when MCB has already paid for the cost of tuition and fees. Good cause may include problems related to obtaining agreed-upon materials, equipment, and/or services, or other influences that disrupt a student’s performance that are clearly not the fault of the student and are communicated and agreed upon between the student and the MCB counselor prior to dropping the class.
· Dropping a class puts the student at less than his or her identified course load status defined in the IPE.
· A grade of “Incomplete” is taken in a class. The student shall resolve the “Incomplete” grade during the next semester enrolled.
3) When MCB has paid for a class in which an individual has failed, or dropped after the refund date, MCB will not pay for the individual to retake the class. If the student chooses to retake the class, the student shall be required to pay for the class and should contact the Admissions office directly to make those arrangements. Upon completion of the class, the individual will submit their grade(s) to the VR Counselor to determine if minimum achievement levels were met, and if so, MCB will resume paying for program classes.
4) If there is failure by the educational institution or MCB to provide agreed-upon quality materials or services in a timely manner, the consumer shall not be held responsible by MCB for failed or incomplete grades.
· The term “quality materials” means usable, workable materials that allow a student to access and produce information in a reasonable manner that promotes successful performance and does not unduly hinder his or her efforts to meet course expectations. Example: readable Braille or large-print text, correct text editions, accessible up-to-date maps, tables, formulas, etc.
· The term “timely manner” means MCB students receive instructional materials in specialized formats at the same time that their student peers receive their instructional materials. Specialized formats shall be provided in a medium that is usable by a student and may not always be available in the student’s preferred format. Example: an audio version of a text may be provided in full or in installments, if Braille or large print is not available in a timely manner. In situations such as math or science where Braille or large print is essential to learning, such specialized formats shall be provided.
· Students are encouraged to initiate early preparation for obtaining course syllabi and/or communicating with class instructors to obtain textbooks, equipment, and other required materials. Students should then communicate their needs to the appropriate resources in charge of providing accommodations-materials.
· Timeframes for MCB to provide services, equipment and materials may be discussed by the consumer-counselor team and put in writing with the agreed-upon date that those services, equipment, or materials are to be delivered.
· Quality materials and timely services can be disrupted if there is a last-minute instructor or material change. Such occurrences that result in a student falling behind or taking an incomplete would also exempt a student from any financial burden and allow more time for the student to reach required expectations in performance.
Policy E. Exceptions and Complaints
The policies contained in this section on postsecondary education are designed to assist students in achieving ultimate success in their endeavors. Though they are designed to address the needs of all potential student consumers, MCB recognizes that there may be particular circumstances which will require a non-traditional approach to education. The process for addressing these variations is as follows:
Essential Elements:
1) Students needing clarification or adjustments in these policies are encouraged to engage their counselors in constructive communication to most effectively meet individual needs.
2) The MCB counselor may consult with the MCB director of consumer services regarding clarification policies/practices.
3) Students are encouraged to document, in writing, those services and items that they feel have not been provided in a satisfactory manner and actively communicate their needs with their MCB counselor.
4) If resolution is not reached through verbal and/or written communication in regards to a complaint or disagreement with a consumer’s MCB counselor, MCB encourages consumers to advocate for themselves and utilize due process as outlined in the agency’s grievance protocol. MCB Policy Manual – II. General Policies – Conflict Resolution.
CONCLUSION:
The ultimate goal of this policy is to guide the relationship between the Michigan Commission for the Blind and the prospective student who is blind or visually impaired. Through this process, all qualified MCB consumers can obtain a postsecondary certificate or degree and become employed at the level of their greatest capacity. In order to realize this goal:
1) The MCB counselor will assist MCB students in their efforts to become self-empowered so that by the end of the postsecondary training-educational process, the student is functioning at his or her maximum capacity and is prepared to be independent and enter the work force at the level of their capability.
2) The MCB counselor and student will communicate with each other at least once mid-semester unless the consumer and counselor both agree such a meeting is not required.
3) The MCB student will exercise self-determination in obtaining his or her postsecondary degree or certificate through:
· Learning to communicate needs and information in a positive, assertive, self-advocating style
· Actively communicate needs to his or her MCB counselor, appropriate representatives of their chosen educational institution, and other significant professionals involved in postsecondary activities
· Learning and utilizing networking skills
· Identifying and utilizing accommodations and resources
· Exercising his or her greatest capacity for learning and achievement.
The counselor/consumer team will show by signature that this policy has been reviewed and the consumer has received it.
__________________________ _________________________
Student Counselor
Michigan Commission for the Blind
Student Name (Last, First, M.I.)
Social Security No. (Only Last Four Digits):
Name of School:
Student Identification No. & Birth date:
Academic Year:
MCB Counselor, e-mail and office address:
MCB Counselor Telephone & Fax No. (Include Area Code):
I authorize the Michigan Commission for the Blind and the financial aid officer at the above named school to exchange financial, academic, and other information necessary to further my rehabilitation program.
Student Signature: Date:
Parent/Legal Guardian Signature: Date:
(if applicable)
PART B – FINANCIAL AID OFFICER – COMPLETE PER INSTRUCTIONS INCLUDED AND RETURN TO MCB COUNSELOR (Retain Copy for School Records)
STUDENT NAME & STUDENT ID#:_________________________
ACADEMIC SCHOOL YEAR:______________________________
1. Need analysis document (SAR) received - No Yes (if yes, complete below):
a. Student Budget Total $__________
Student Budget includes: (Check ALL that apply):
Tuition/Fees $_________
Books/Supplies $_________
Room/Board $_________
Transportation $_________
Misc Personal Exp $_________
Other (specify) ____________________ $________
b. Expected Family Contribution (EFC) $_________
c. Financial Aid Awarded:
1. Pell Grant $__________
2. Other Grants and Scholarships $__________
3. Need-based loans $__________
4. Work Study $__________
5. Other (specify)
d. Total Resources (Including EFC) $__________
e. Remaining Unmet Need $___________
2. Student has specific aid (i.e. tuition, books) (Check one):
3. Need-based loans (Perkins & Stafford):
Accepted – Gross Amount $__________
Offered – Gross Amount $__________
4. Comments:
FINANCIAL AID ADMINISTRATOR’S INSTRUCTIONS
FOR COMPLETING PART C
INFORMATION:
The purpose of this Statement of Financial Needs and Resources, and Authorization to Provide Services, is to coordinate assistance provided by your office and MCB in meeting student financial need including any special disability-related expenses.
MCB students are to be provided financial aid in the same manner as other students. MCB may supplement this assistance by helping with disability-related costs, Perkins or Subsidized Stafford Loans and Work-Study awards when these are not appropriate for reasons related to the client’s disability, and assisting with remaining financial need. MCB ASSISTANCE WILL NOT EXCEED THE STUDENTS UNMET NEED.
INSTRUCTIONS:
Please complete Part C from your records as follows:
1. a. Enter the amount of student budget used in determining financial need and packaging aid for the student identified in Part A.
b. Enter the expected family/student contribution.
c. Enter the amount of financial aid awarded in each category. If none, enter “0.” Remember not to include scholarships solely based on academic achievement on line C2. Include academic scholarships on line C5 as “other.” Enter the amount that would otherwise have been awarded for Need-based Loans and/or Work Study. This is the figure MCB will use in providing replacement assistance. Do not enter unsubsidized, Plus, or alternative loans.
d. Total the resources available to the student and enter this amount.
e. Enter the student’s remaining financial need by taking the amount of the student budget and subtracting total resources. In addition, subtract any need-based loan if not already approved and accepted. See number 4 below.
2. Check the appropriate boxes to indicate the items included in the budget. If room and board is checked, enter the amount. This will allow MCB to properly plan with students who are receiving welfare or Social Security benefits.
3. Check the appropriate box to indicate whether the student is receiving aid specifically for tuition. If “yes” is checked, enter the amount. This will assure that any MCB assistance provided will not duplicate a tuition award.
4. Check the appropriate box in the Need-based Loan section to indicate the student’s status relative to these loans.
5. Enter any additional comments, information, clarifications, etc. in the space provided. Indicate here if student is enrolled in a non-eligible program or less than part-time and not eligible for financial aid.
MCB staff is responsible for obtaining any information needed beyond what is in the college student worksheet, case file and the college student worksheet, to be reviewed in a year and the student will be held harmless.
[end of College Student Worksheet form]
Background
Back in 1971 State Services for the Blind recognized that many electronic aids, appliances and equipment would become available and benefit some people who are blind in their pursuit of economic and social independence. Also, it was not possible or practical to provide each individual with specialized equipment that would allow:
A. Him/her to compete with his/her sighted peers on a more equitable basis;
B. The motivated student to study on a more independent basis; and
C. Exposure to such equipment so the student had hands-on opportunity to experience the use of equipment that may increase his/her chances of becoming competitively employed as well as opening up new career avenues that were previously closed to him/her.
Consequently, it was a previous Blind Services Administration decision to develop and fund "reading resource rooms" at select universities and colleges under provisions of the Rehabilitation Act of 1973, as amended in 1974, being facilities and services for groups of individuals.
The following criteria was used for the funding of such programs:
A. Number of students who are blind and attending the education institution on a regular and on-going basis.
B. The active involvement of blind students in the development, implementation, and operation of a comprehensive program.
C. The institution's commitment to adequately fund, staff, and provide long term and on-going support for a comprehensive program.
D. Priority was given to the five major state universities.
E. Geographic location of the institution.
Policy
The Michigan Commission for the Blind advocates for staff to work with vocational training and higher education institutions to develop and apply for grants through the Facilities Development Section of the Michigan Commission for the Blind for the establishment of "Communication Resource Programs" to be used by all students who are blind at the institution. In addition, it shall be the responsibility of the counselors/teachers to inform all potential students of the schools that have available communication resource programs and the advantages of attending such institution.
Communication resource programs are to consist of a variety of specialized equipment that will assist the blind student to compete on a more independent basis with his/her sighted peers.
As a minimum, the following criteria will be used in determining the funding of such programs:
A. History of the number of students who are blind and attend the institution on a regular and on-going basis;
B. The active involvement of blind students in the development, implementation, and operation of a comprehensive program at the institution;
C. The institution's commitment to adequately fund, staff, and provide long term and on-going support for a comprehensive program;
D. Priority will be given to state institutions with which we have had a long standing working relationship; and
E. The geographic location of the institution.
The Michigan Commission for the Blind Board adopted this policy at its June 10, 1983. The Michigan Commission for the Blind amended this policy at the June 20, 1994 meeting to allow the purchase of computers and high tech equipment for college students.
The Michigan Commission for the Blind may accept contributions or gifts in cash or otherwise from individuals, associations, or corporations. Contributions and gifts shall be expended as provided by law, in the same manner as monies appropriated for implementing the purpose of this act. The donor of the gift may stipulate the manner in which the gift shall be expended within the guidelines of this act:
A. The Michigan Commission for the Blind is responsible for the agency's gift fund, which is a special account into which gifts, bequests and donations may be received. The purpose of the gift fund is not to relieve the state and federal governments of their responsibilities, but to provide funding for the enrichment of the program. The Michigan Commission for the Blind will insure that priority shall first be given to available state and federal resources. The gift fund may be utilized to capture state, federal, or other funding sources. The purpose of the gift fund is to enable the Michigan Commission for the Blind:
1. To meet certain program goals and objectives which are not otherwise met.
2. To match against additional federal funds
3. To utilize for the acquisition of equipment or special maintenance purchases.
4. To provide a stipend to graduate and undergraduate student interns or practice students who are assigned to work with the Michigan Commission for the Blind staff, with a priority given to those who are blind.
B. To promote the goals and objectives of the gift fund, the Michigan Commission for the Blind State Director or his designee shall have discretionary powers to develop, implement and expend the gift fund monies for this purpose through the public media or other public relations activities.
Procedures
A. The person making the request shall be known as the applicant and the request for the allocation shall be known as the application. The applicant must include all requested information on the application, and show that reasonable efforts have been made to secure funds from other sources or agencies.
1. An allocation from the gift fund may be either in the form of a cash outlay or the direct purchase of services, supplies, materials and equipment to fulfill the request.
2. Any individuals on their own behalf, or that of their group or program, may complete a written application requesting gift fund monies.
B. Applications shall be processed through designated or appropriate Michigan Commission for the Blind staff in accordance with current Michigan Commission for the Blind and Department of Labor and Economic Growth guidelines. The designated or appropriate Michigan Commission for the Blind staff shall maintain a file of all applications received and the final dispensation of each application, and shall insure that all transactions are processed in accordance with this policy, the Department of Labor and Economic Growth and the State of Michigan.
1. Routine applications under $3500 shall be processed within 30 days. Requests exceeding $3500 shall be processed within 60 days, to allow adequate time for Michigan Commission for the Blind Board approval.
2. The gift fund shall not be utilized to reimburse Michigan Commission for the Blind staff or other individuals and agencies that have expended their own personal resources without following the previously stated procedure.
3. The designated or appropriate Michigan Commission for the Blind staff shall be responsible for providing recognition to individuals or groups who have donated to the fund.
C. Appeals may be started within ten working days of the notification date that the application was disapproved. Appeals may be filed in written format, on tape or in Braille. Applicants shall be notified of the final decision regarding their appeals within 30 days of the filing date.
1. Appeals for disapproved applications of $250 or less shall be directed to the Michigan Commission for the Blind State Director or his designee for a final decision.
2. Appeals for disapproved applications over $250 shall be directed to the Michigan Commission for the Blind Board for a final decision.
This policy was approved by the Michigan Commission for the Blind Board at its November 12, 1982 meeting.
The policy of serving people who are employed applies to new applicants as well as individuals previously served and reapplying for service. Any training needed for adjustment to blindness or to develop new skills to use aids and devices as a result of improved technology will be provided by the Michigan Commission for the Blind as a part of an Individual Plan for Employment for the individual who is employed.
The Michigan Commission for the Blind will serve people who are employed, if it is determined they are underemployed or whose job is in jeopardy in accordance with the Rehabilitation Act of 1973, as amended. It is well known that many people who are blind take jobs well below their capacities in order to enter the labor market. When a person who is blind and working substantially below his/her potential applies for service the individual should be provided vocational rehabilitation services to help him/her engage in occupations more consistent with his/her capacities and abilities. This policy does not mean that people who are blind would be found eligible simply to gain a promotion.
In addition to a job being in jeopardy, or being underemployed a person who is blind may need assistance for upward mobility or to find employment in a different occupation. When a person applies for service to the Michigan Commission for the Blind for upward mobility services or for help in finding employment in a new occupation the only services of the Michigan Commission for the Blind that will be provided are guidance and counseling services, and placement services. The Michigan Commission for the Blind will not participate in the purchase of service when a person is employed and requesting upward mobility service or help in placement to change occupations.
Issues that appear to vary from this policy are to be referred by field staff to the Director of Client Services for review.
The Michigan Commission for the Blind participation in the provision of services for aids and appliances, telecommunications, sensory aids, other technical aids and devices, and occupational tools and supplies for people who are employed will be based upon the following criteria:
A. When the Michigan Commission for the Blind participation is requested, a complete evaluation of the job, job site, and alternatives will be completed before services are provided.
B. The provision of services will be incorporated into an IPE.
C. There is evidence from the employer that the job is in jeopardy.
D. There is evidence that the employer will not provide the service needed to maintain employment. In such cases, the employer will be informed of the intent of the Michigan Commission for the Blind to serve as an advocate for the individual in pursuing the employer's responsibility for the purchase of such equipment.
E. If a tangible device is purchased by the Michigan Commission for the Blind, there must be an identifiable agreement for the maintenance of the device to include repair and replacement without the use of Michigan Commission for the Blind funds. If there is a service contract available for any device purchased with Michigan Commission for the Blind funds, the contract will be purchased with Michigan Commission for the Blind funds, providing the individual and the counselor/teacher agree that it is in the best interest to purchase such a maintenance contract. Purchase of such contracts will be limited to one year. If service contracts are not available, the Michigan Commission for the Blind will be responsible for repairs on items purchased with Michigan Commission for the Blind funds for up to one year. Except where there is evidence of the individual's neglect of equipment.
F. Equipment purchased by the Michigan Commission for the Blind shall be owned and maintained by the Michigan Commission for the Blind for a period of one (1) year. Equipment in this policy is defined as any one piece of equipment, or the total components of a working unit, which costs $500, or more. At the end of one year the ownership and maintenance responsibility will be transferred to the individual. Therefore, any replacement or repair of the equipment needed to maintain the individual's employment will be the responsibility of the individual. Although the individual assumes ownership of equipment purchased by the Michigan Commission for the Blind after twelve (12) months, the individual will be strongly encouraged to return equipment that is no longer utilized for training or employment to the Michigan Commission for the Blind for the use by other people who are blind.
G. If the device or equipment needed is similar to that provided to other employees, the Michigan Commission for the Blind will not participate in the purchase of such equipment. An example might be a typewriter, talking calculator, or other office equipment.
H. When a tangible device is needed to maintain employment for a job which is in jeopardy, the individual will be asked to purchase the equipment in full. If this is not possible, the individual will be encouraged to participate in the purchase.
I. When there is evidence that the employer will not purchase the needed device, but would participate in a co-payment, the employer would be encouraged to participate in the co-payment with the same conditions of ownership and depreciation applying as that for co-payment with individuals. At the end of the depreciation period, the title to and ownership of the equipment will be transferred to the employer.
J. The Michigan Commission for the Blind will review all cost associated with the purchase of tangible devices and equipment. The cost shall be reasonable and within the budgetary limits of the Michigan Commission for the Blind. Every effort shall be made by the individual to use comparable benefits. We anticipate that the individuals will be able to utilize comparable benefits along with MCB’s assistance, upon review, to purchase tangible goods to maintain employment. As an agency the Commission for the Blind utilizes comparable benefits, in-kind services and case services funds to achieve employment outcomes.
K. Michigan Commission for the Blind participation in the provision of service when a job is in jeopardy will be limited to one time only with an agreement on record for solving future problems as they might occur.
L. All purchases will be limited to needs at the job site only.
M. When there is Michigan Commission for the Blind participation in the purchase of any tangible device, the individual case record will be maintained in the local Michigan Commission for the Blind office for the duration of the depreciation period.
All other services needed to maintain employment for a job in jeopardy will be reviewed by the individual’s counselor/teacher with the individual and the employer, and if it is determined that Michigan Commission for the Blind participation is required, an Individualized Plan for Employment will be developed to include the service.
The Director of Client Services is instructed to inform the Michigan Commission for the Blind Board when and if we should approach the $30,000 limit for expenditures in this category. This dollar limit will be reviewed by the Michigan Commission for the Blind Board prior to each fiscal year.
Material will be developed and submitted to the Vocational Rehabilitation Program to implement this policy.
This policy was approved by the Michigan Commission for the Blind Board at their April 8, 1988 meeting.
As a component of staff training and career development, the Michigan Commission for the Blind may provide reimbursement of tuition costs for full time employees attending college programs. Support for this type of training will be contingent on three basic factors:
A. Permission of the agency responsible for the federal training grant.
B. Availability of grant funds.
C. Policies set by the Michigan Commission for the Blind as elaborated below:
Types of Programs Supported
A. Master's degree programs in an employee's area of responsibility.
B. Bachelor's degree programs in field related to the staff person's work assignment. Field staff employees in the placement and business enterprise programs may enter a bachelor's programs in their specific area of responsibility. In addition, clerical and certain other support staff who possess an associate's degree may utilize this training program in order to work for a bachelor's degree and prepare themselves for a potential field assignment.
C. Other college training may be approved to meet a special training need as identified by the staff member or requested by the supervisor.
Approval for College Training
Staff members requesting agency reimbursement for college training should submit a memo to their supervisor identifying the degree to be sought, program title, the college or university, an estimate for the time of completion, and a clear justification for Michigan Commission for the Blind support of the program. First level of approval to be received from the employee's immediate supervisor who will consult with the Michigan Commission for the Blind training officer concerning the appropriateness of the program in relation to the training grant. Approval must also be received from the Director of Client Services and the Michigan Commission for the Blind State Director. Supervisory approval or denial shall be accompanied by an explanation of the reason(s) for the decision. Approved programs not already identified on the staff member's needs assessment will be added as an addendum to that form.
Approval for Class Attendance
When an employee has approval for agency reimbursement for a degree program, and has identified the courses to be taken on the Individual Training Needs Assessment is to be submitted requesting permission to proceed with the plan.
Reimbursement
Reimbursement must be sought using the appropriate departmental forms. It is the Michigan Commission for the Blind policy to provide reimbursement for tuition only, with exception of the situation described below.
Reasonable Accommodations
Employees will be expected to meet special accommodation needs to university and community resources. If these resources cannot be obtained, the Michigan Commission can support reader and interpreter services for the Blind on an individual basis.
Educational Leave
The Michigan Commission for the Blind may approve up to 4 (four) hours of administrative leave per week for educational purposes in order to allow an employee to pursue a bachelor's or master's degree. This time shall include class attendance and travel time only. For approval, the employee must show that the course is not (and will not be during the rest of the projected program) offered during non-working hours, and that the course is necessary for completion of the degree.
General Conditions Regarding the Michigan Commission for the Blind staff Involved in College or University Programs
A. The Michigan Commission for the Blind does not place any restrictions on the number of credits which can be taken during a semester or term; however, it is emphasized that an employee must continue to fulfill job responsibilities on a satisfactory basis.
B. Participants must maintain a grade point average acceptable to the college or university for satisfactory completion of the degree program.
C. No employee shall receive tuition reimbursement if he/she is receiving educational monies from any source.
D. New employees must complete the six-month probationary period satisfactorily before being eligible for tuition reimbursement or educational leave. Exceptions may be made when a course of study is specifically requested by the employee's supervisor.
E. When employees are located in a geographical area where it is not possible to attend a college offering an appropriate degree, then that employee may submit a request to obtain a degree in a related field as delineated in Civil Service Job Specifications for the Michigan Commission for the Blind.
F. All programs will require approval of the staff member's supervisor, staff development officer, and the Michigan Commission for the Blind State Director.
G. The Michigan Commission for the Blind reserves the right to modify this policy at any time.
This policy was approved by the Michigan Commission for the Blind Board at it’s November 7, 1980 meeting.
The Randolph-Sheppard Act in Section II, (A)(6)(B)(b) specifically indicates that preference shall be given to individuals who are "in need of employment". For purposes of compliance with this statute, the policy of the Michigan Commission for the Blind shall be to determine an individual "in need of employment" and eligible for Business Enterprise Program training and assignment when:
A. An individual is unemployed, or
B. A person is earning less than or equal to 40 hours a week times the minimum wage, or
C. A person is employed in a Business Enterprise Program location, or
D. Active rehabilitation clients whose vocational objective is placement in the Business Enterprise Program and whose name is placed on the potential operators list, and who takes employment while waiting to be placed in the Business Enterprise Program. In these situations the potential operator will remain on the potential operator’s list with full rights as a potential operator until one of the following occurs:
E. Is awarded a Business Enterprise Program location, or
F. After being at the top of the potential operators list does not take one of the first three (3) opportunities offered for bid, or
G. Elects to have his/her name removed from the potential operators list.
When an individual does not meet the requirements set forth above, or is not "in need of employment", the individual will not be eligible for Business Enterprise Program training or placement in the program.
When an active client accepts employment as defined in D above, the case may be closed as rehabilitated. If the case is closed the individual is to be informed that if under this policy the individual is placed in a BEP location the individual may be eligible for post-employment services or to reapply for services if thee is a substantial impediment to employment.
This policy was approved by the Michigan Commission for the Blind Board at its April 11, 1986 meeting.
It is the opinion of the Michigan Commission for the Blind that the services within the Business Enterprise Program for the individuals being served should be equitable to all individuals which would include those who are presently operating a Business Enterprise Program establishment, and those potential operators who will enter the program. Therefore, this policy shall apply to all potential operators, and all Business Enterprise Program operators.
The Michigan Commission for the Blind maintains titles to all equipment and itemized stock within each Business Enterprise Program facility. Equipment and stock to be itemized, and each operator held responsible for the equipment and itemized stock.
The Business Enterprise Program shall classify all locations in the program by type of location. Within each classification all operating costs of the Business Enterprise Program will be the responsibility of the individual being placed in the Business Enterprise Program. Such operating costs would include insurance, salaries and wages, fringe benefits, and other costs that might be identified. When an operator accepts a promotion to a location in a different classification the Business Enterprise Program shall determine the operating costs for the new location. If the operating costs in the new location is greater than the operating costs in the operator's present location, and the operator is not able to provide the funding for the additional cost the Business Enterprise Program shall refer the operator to the Michigan Commission for the Blind Vocational Rehabilitation Program for determination of eligibility. With the referral the Business Enterprise Program is to provide a detailed list of services which are needed, and the cost for the services. The cost is to be based on the minimal amount of services needed to launch the operation.
The Michigan Commission may provide moving expense needed by a potential operator to accept entry into the Business Enterprise Program for the Blind Vocational Rehabilitation Program.
Moving expense shall not be provided for any operator in the Business Enterprise Program even if the operator is referred to the Michigan Commission for the Blind Vocational Rehabilitation Program for service. In such cases moving expenses shall be the total responsibility of the Business Enterprise Program operator.
Procedures for implementing this policy will be written and submitted to all the Michigan Commission for the Blind manual holders.
This policy was approved by the Michigan Commission for the Blind Board at its April, 1987 meeting.
When it is necessary for an eligible individual to move to participate in his/her Individual Plan for Employment the payment for moving expense will be in accordance with the policy of the Michigan Commission for the Blind and included in the individual’s Individual Plan for Employment. Individuals will be encouraged to arrange for the physical move in the least expensive method possible, and also encouraged to help in their own moving through the rental of trucks or trailers using their own resources for manpower. If commercial moving is required the payment for moving expense will be in accordance with the Michigan Department of Management and Budget Administrative Manual, Subject: Payment of Household Moving Expense for State Employees found in Chapter 8, Section 3, Subject 5 of the Administrative Manual. The Chapter will be an attachment to this policy, and updated without Michigan Commission for the Blind Board action with each new issuance by the Department of Management and Budget.
This policy was approved by the Michigan Commission for the Blind Board at its May, 1992 meeting.
The process of low vision services is not a process of restoration of vision; it is the process of enhancing residual vision through the use of such prosthetic devices and appliances. The low vision process should be used as a beneficial process on its own merits, and not as an alternative to or substitute for the individual learning the skills of blindness. For these reasons, the low vision evaluation shall come after a person has learned the skills of blindness.
Prior to the initial referral for a low vision evaluation, the case record must contain evidence that the individual can read and write Braille, and possesses the skills of cane travel, or has had a thorough exposure to the skills of blindness which will provide knowledge of Braille and cane travel and knowledge of how these skills can be used as devices to help function with the loss of sight. An exception may be made where there is evidence that a physical disability prevents the individual from learning the skills.
When making a referral for a low vision services, all pertinent information such as eye examination reports should be provided to the low vision specialist. Information about vocational goals, training programs, and other vocational information should also be shared with the examining practitioner.
When arrangements are made for a diagnostic evaluation for an independent living or rehabilitation services client, arrangements shall be made for the appropriate field staff to be present during all discussions where devices and other services are being considered. When low vision services are scheduled outside of the referring field staff's area arrangements for another field staff can be made to help reduce the travel time for staff attendance at the low vision evaluation and recommendations. If for any reason arrangements cannot be made to have a Michigan Commission for the Blind staff person in attendance during the final evaluation the evaluation shall be canceled, and re-scheduled at a convenient time for all parties.
In case of the Youth Low Vision examination, personnel from the student's school should be in attendance rather than the Michigan Commission for the Blind staff person.
The Low Vision Committee of the Michigan Optometric Association has worked very closely with the Michigan Commission for the Blind to develop standards for the provision of services, and also equitable methods for establishing fees. The Low Vision Committee's recommendations will be included as a part of the Michigan Commission for the Blind low vision policy. The following is the recommendation of the Low Vision Committee:
"When establishing a reimbursement rationale, the following aspects of a comprehensive low vision service should be considered:
A. Low Vision Clinical Assessment - including case history review, definition of goals, acuities, internal and external examinations, keratometry, binocular assessment, adaptive refraction, visual fields, color vision, assessment for magnification at distance, near and intermediate, selective absorption filters, prism application, and non-optical considerations. Subsequent referral to associated professionals is also part of the assessment. Disposition, prognosis and treatment plan formulated from the evaluation results. Average time is 1-2 hours (2-4, 30-minute units).
B. Provision of Low Vision aids - associated services include frame fitting and technical measurements, order procedures, verification of finished aids, and physical adjustment of head-borne aids on the patient. Professional services associated with report processing and clerical personnel are also factored into this part of the service. Other aspects of office overhead including auxiliary personnel, rent, equipment and maintenance is also factored into this aspect of the service.
C. Low Vision Rehabilitation Service - includes verification of functional response as low vision aids are dispensed. Instruction of the use of each low vision aid provided in terms of fixation, working distance, posture and position, focusing, scanning and tracking techniques are included in the service. Individual response is reported to associated professionals (including counselors, teachers, teacher /counselors, teacher consultants, referring physicians, etc.) who will work with the individual in the educational, work or independent living environment. Usual time frame, for this service, is 1/2 - 1 hour per aid (or 1-2 units) depending on the complexity of the aid and the cognitive ability of the individual.
Fees for Service
Fees for diagnostic and evaluation services, and other direct services provided by the low vision provider will be based on a unit cost. Fees for low vision devices will be based upon the provider's invoice cost times a standard multiple determined by the Michigan Commission for the Blind.
Devices such as electronic magnifiers, and other devices ordered from the manufacturer shall be purchased in accordance with the Department of Labor and Economic Growth Purchasing Section policy and procedures. To fully implement this policy in-service training will be essential. All field staff and the Michigan Commission for the Blind Training Center teaching and counseling staff shall be provided training in regards to this policy by the end of the 1993 calendar year. Training on this policy will also be included in the training of new staff. Providers of low vision service are also to be invited to the training program.
The Michigan Commission for the Blind Board approved this policy at its June, 1993 meeting. This policy will take effect October 1, 1993.
Under the enabling authority of the Rehabilitation Act Amendments of 1992, Title I, Part C, The Michigan Commission for the Blind will award Innovation and Expansion (I&E) grants to selected nonprofit agencies, organizations, colleges/universities or other institutions that can most effectively address the Michigan Commission for the Blind priority needs as identified in its Strategic Plan.
Innovation and Expansion grants are intended to support the aims of the Michigan Commission for the Blind Strategic Plan by expanding and improving the vocational rehabilitation services.
As a pass-through grant, these funds may be awarded to selected recipients to provide specialized services and rehabilitation for individuals who are blind.
Applicants must possess good track records of providing education, teaching, counseling and other professional services for the blind.
This policy was approved by the Michigan Commission for the Blind Board at its March 20th, 1995 meeting.
Equipment purchased by the Commission for the Blind will remain the property of the Commission for a period of three (3) years from the date of the purchase. After three (3) years, the agency no longer retains title to equipment purchased for a client. Equipment is defined as any one piece of equipment, or the total components of a working unit that costs $500.00 or more. During the time the client has possession of the equipment, the client is responsible for its care. The maintenance of the equipment is the responsibility of the Michigan Commission for the Blind.
At the time the Individual Plan for Employment is developed the client is to be advised on this policy. The client shall be encouraged to notify the regional office if the equipment is no longer being used so that arrangements can be made to reclaim it. By doing so, the equipment can be given to another client to be used in a training or employment situation.
Arrangements to reclaim the equipment will be made within 10 days. If it is not possible for the equipment to be picked up by the counselor, arrangements can be made with a commercial carrier to do so. It will be necessary to check with the Purchasing Section if a commercial carrier is to be utilized.
Supervisors are responsible for overseeing the process of reassigning equipment. Each office will maintain a list of all equipment currently assigned to clients in their region. At the end of each fiscal year, the counselor or other designated staff, is responsible for documenting that the equipment is still in the possession of the client and is being used as planned. This should be documented in the case file as well as on the list. If the equipment is no longer being used, it is up the counselor to reclaim the equipment. When equipment is reassigned, it must be reflected on the system listing as well as in the receiving client's case file.
This procedure does not apply to equipment purchased under the establishment of a small business.
The Michigan Commission for the Blind Board approved this policy at its March 20, 1995 meeting.
The Michigan Commission for the Blind believes that Mini Adjustment Training Programs are an extremely valuable tool to provide a significant level of training to a large number of clients in a relatively short period of time. The following is a procedure developed to assist in making the arrangements for a Mini Adjustment Training Program:
1. SCHEDULING - Program dates and locations will be determined after receiving input from the Michigan Commission for the Blind Board and the Michigan Commission for the Blind State Director, as well as clients, staff and various community partners.
2. SITE LOCATION - Regional and center staff, as assigned, will work together to determine the specific location for training. Arrangements will be made taking into consideration state rates for payment.
3. ANCILLARY PROGRAMS - Local staff, as assigned by their supervisor, will be responsible for any ancillary activities, such as an open house, that might be held in conjunction with a Mini-Adjustment Program.
4. COST - Per client costs will be determined by the local supervisor and reported to field staff for inclusion in a client’s case record expenditures. Travel costs will be authorized by the referring staff person and attributed to the client’s case.
5. REFERRALS - Staff should send a complete referral packet to the coordinators of the Mini-Adjustment Programs at the Michigan Commission for the Blind Training Center. The packet should include a completed referral form with specific consideration of a client’s needs regarding their skills of blindness and other considerations such as the desire for a smoking room or the need for assistive devices in their room. It should also include appropriate medical information, including an eye report.
6. SCHEDULE - Generally the Mini-Programs will run from 3:00 p.m. on Sunday to 11:00 a.m. on Friday. Clients requiring housing should arrive at the designated facility on Sunday, between 3:00 and 5:00 p.m. Classes will be scheduled from 9:30 a.m. to 3:30 p.m. daily except that they will end early on Friday. Other activities will occur throughout the day and evening on a voluntary basis.
7. MEALS - Dinner will be at 6:00 on Sunday Evening. There will be three meals per day provided Monday through Thursday. Breakfast will be served at 8:00 a.m., Lunch at noon and Dinner at 5:00 p.m. Only Breakfast will be served on Friday. Snacks will be available throughout the day for those who need them.
8. ORIENTATION - Clients will receive an orientation to their surroundings soon after arrival. This will consist of an orientation to the amenities of their room and an orientation to the facility.
9. TRAINING – Clients will receive training in, at least, the following skills of blindness:
a. Orientation and Mobility
b. Communications
c. Managing and Administering Medications
d. Monitoring Blood Sugar Levels
e. Braille
f. Assistive Devices for the Hearing Impaired
g. Writing Guides
h. Talking Watches and Clocks
i. Computers and Keyboarding
10. STAFFING – the coordinators of the Mini-Adjustment Programs from the Michigan Commission for the Blind Training Center will be responsible for directing the program. Teaching will be conducted by field staff, Center staff, volunteers and students from the Blind Rehabilitation Teaching Program at Western Michigan University as available and as designated by the Michigan Commission for the Blind Training Center Director and the Director of Client Services. Several staff will be housed at the facility. At least one staff person will be available at all times to deal with issues as they arise.
11. RELATED ACTIVITIES – Clients will have an opportunity to interact with other individuals who are blind throughout the week. In addition, there will be many opportunities for recreational activities throughout the week. Depending on the location and facility activities could consist of walking, shopping, swimming, games, crafts and visits to local points of interest. Clients should bring some spending money to participate in some of the evening activities.
12. DRESS – The dress is casual. Clients should pack a swimming suit if they wish. Otherwise clothing should be selected based on location and season. Comfortable shoes should be emphasized for use in mobility lessons. Clients should also bring any assistive devices, like white canes, they might have.
13. INFORMATION – Clients should be provided significant information, reflecting many of the above points, prior to their attendance at a Mini-Adjustment Program. During the week each client will be provided the opportunity to schedule further training at the Michigan Commission for the Blind Training Center.
INDEPENDENT LIVING (IL) PROGRAM INTRODUCTION
Within the IL Program, clients are defined as either Part B or Older Blind (OB). Part B is for individuals with severe disabilities who are not able to benefit fully from independent living skills. The determination of a client as Part B or Older Blind is done by the VRT.
Outreach activities are an integral part of the IL Program. These activities are designed to educate the general public including other professionals about blindness, the services available from the IL Program, blindness prevention, adaptive equipment, skills of blindness for increased independence, and the availability of professional brochures and pamphlets about various eye conditions.
SERVICES
The cost of services may be met through the resources of the MCB IL Program or other individuals and agencies (comparable benefits). Based on a documented need, any of the following non-diagnostic services may be available to an IL client:
1. Peer counseling/support and guidance
2. Training and training materials
3. Maintenance limited to attending Mini Adjustment Program and/or MCB Training Center (MCBTC)
4. Transportation (not on a regular basis)
5. Services to members of the client's family (limited to Counseling/support and Guidance in basic skills of blindness)
6. Interpreter services as needed by MCB to provide services to the client
7. Information and referral services
8. Other goods and services necessary to achieve the IL objectives.
COST
Providing equipment and devices is a luxury that should be used with discretion. The true value of the IL Program is the information and training that the VRT can provide. Do not construe that the ability to provide equipment is a chance for a client to go “shopping”. A global budget outlining caseload expenditures will be established by the Director of Client Services at the beginning of each fiscal year, and this information will be forwarded to the VRT. Resources and services available through programs other than MCB’s IL Program should be shared with the client as much as possible. Some examples of these kinds of services are the National Library Services\ Talking Book Program, Radio Reading Services such as the Detroit Radio Information Service (DRIS) and the WKAR Radio Reading Service (central Michigan), the local Center for Independent Living (CIL), a local support group, Veterans Affairs (VA), the VA Visually Impaired Services Outpatient Rehabilitation (VISOR), etc.
MCB does not require a financial needs test to determine client's eligibility for the cost of services. In the spirit of independent living, clients are encouraged to participate in the cost of their program to the extent that they are able. This is a good practice, as it allows the agency to provide services to more clients and may also increase the chance for success, as the client by his/her financial participation, is demonstrating an interest in achieving the IL objectives. The agency cannot deny appropriate services to clients who refuse to participate financially in the cost of their program.
ELIGIBILITY
In order to be eligible for Michigan Commission for the Blind rehabilitation/independent living services:
A. An individual must have a visual impairment as defined by Public Act 260.
DEFINITION OF LEGAL BLINDNESS: THE INDIVIDUAL’S VISUAL ACUITY WITH BEST CORRECTION MUST BE 20/200 OR WORSE IN THE BETTER EYE OR HIS/HER VISUAL FIELDS MUST SUBTEND AN ANGLE OF LESS THAN 20 DEGREES IN EACH EYE.
or
THE INDIVIDUAL MUST HAVE A VISUAL ACUITY WITH BEST CORRECTION 20/100 OR WORSE IN THE BETTER EYE WITH A PROGNOSIS OF RAPID DETERIORATION.
B. The impairment must constitute or result in a substantial impediment to employment and/or independent living for the individual.
C. It is presumed that the individual can benefit in terms of an employment and/or independent living outcome.
Individuals who are 55 years of age and older who meet the requirement of a severe impediment to employment but who are not capable of competitive employment and who are not capable of performing substantial work in the four core areas such as Kitchen Skills, Travel Skills, Home Management, and Communication Skills shall be referred to the Michigan Commission for the Blind Independent Living Program.
EYE EXAMINATION REPORT
Securing an eye examination report for an individual applying for services is the first step in the determination of eligibility. This is the only report required in the determination of eligibility. All ophthalmological or optometric reports used in establishing eligibility for service must be signed by a licensed ophthalmologist or optometrist.
The VRT should check to be sure the report contains:
1. Diagnosis
2. Prognosis of condition
3. Best corrected visual acuity and/or
documented field loss of 20 degrees or less
If the report is incomplete, the VRT should obtain the missing information either by phone or in writing from the entity completing the form.
SERVICES TO PEOPLE WHO ARE EMPLOYED
The IL Program is designed to meet the needs of people whose potential for employment is extremely limited. This targeted population consists of people who are blind or have low vision who are age 55 or older. If an IL client expresses interest in employment, the VR Counselor should be contacted to pursue this interest. The case may remain open in IL until the IL services are completed.
SERVICES TO AGENCY EMPLOYEES AND/OR THEIR FAMILIES
Commission for the Blind staff and their relatives are eligible to receive agency IL services if they meet the eligibility criteria. As with all other clients, services may not be provided if they are available through the resources of other agencies and/or individuals (comparable benefits). When the case file is closed, it must be forwarded to central office for storage immediately upon closure. The case file material may not be included in the employee's personnel file.
IL services to relatives of employees will be considered as for any other citizen who has a disability. The case of a relative of a MCB employee should not be assigned to the staff person to whom the individual is related.
NURSING HOME RESIDENTS
Individuals who have potential for increased independence or are targeted for exiting a nursing home may receive services. VRT should work with the nursing home staff regarding exit dates and strategies.
REFERRALS
A referral for IL services may be made by the person with a vision impairment or blindness, by any individual who is in a position to speak for the person, or by public or private agencies which are interested in the person. To establish a referral, the VRT needs the following information regarding the person:
1. Name
2. Address, including zip code
3. Birth date or age
4. Referral source
5. Social Security Number or alternative
There should be some indication that the client is legally blind. If possible, in the case of a medical referral, request a letter from the referring physician detailing the eye condition, diagnosis, prognosis, and visual acuity. Such a letter may be acceptable as the eye report for the case record.
NON-DISCRIMINATION STATEMENT
All services are provided without regard to race religion, gender, age, color, marital status, national origin, impairment, or political beliefs.
ASSIGNING AND CONTACTING REFERRALS
Referrals are assigned to a VRT based on county of residence. The VRT should contact the client within three weeks of receiving the referral to explain IL services.
RESIDENCY REQUIREMENT
There are no residence requirements for referrals. No person shall be excluded as a referral on the basis of state residence. In the event of an out-of-state referral, the VRT should inform the prospective client that IL services may be available in the particular state where he or she resides. If the prospective client still wishes to receive IL services from the Michigan Commission for the Blind, the client is to be treated as a referral and expected to come to Michigan for services. VRT should inquire about previous residence and determine if the client is presently a client of another IL agency.
APPLICATION FOR SERVICES
If the client is interested in obtaining IL services, he/she will be expected to sign an appropriate application.
SECURING SURVEY INFORMATION
The intake interview is conducted by the VRT. The focus of the initial interview should be for the prospective client to describe IL needs in his/her own terms. During this first interview the VRT may obtain historical information regarding the prospective client’s impairment as it relates to his or her disability. All clients are entitled to participate in the diagnostic process to determine their eligibility for MCB services.
Interview information regarding the disability, previous examinations, and treatment will enable the VRT to decide whether reports or summaries should be requested from doctors, clinics, or hospitals. If the prospective client has had a recent eye or medical examination the VRT should, at the time of the intake interview, have the prospective client sign the Release of Information form. In those instances of long-standing total blindness (e.g. enucleation), no eye report is required. VRT must document in the case record why no eye report is present. This documentation should also be filed in the paper file.
The VRT observation of the prospective client's behavior may be important in determining IL needs. Observation should be documented and may be used in planning with the client. During the initial interview, the VRT should record the name and telephone number for an alternate contact person (not living with the client). This person may be helpful in contacting a client if he or she moves without notifying the agency.
When completing the Demographic Form and IL Open forms, it is important that information be reported accurately. It is also important to include detailed driving instructions. Do not hesitate to include any information that will make locating the client easier, e.g., color and type of house, nearby businesses, natural landmarks, etc.
ASSESSMENT OF IL NEEDS
Training goals will be based on the assessment and will be reviewed with the client at the completion of the assessment interview. Training goals will be consistent with the client’s informed choice and recorded in the case notes (IL) or in the IL Plan.
IL PLAN and PLAN WAIVER (IL only)
Most consumers will have more than one goal and these goals will become their independent living plan. If the IL client does not wish to have a plan written, s/he should sign a Plan Waiver which is filed in the paper file. Even in those cases, at least one goal must be created in order to satisfy federal requirements for the definition of a Consumer Service Record (ILOB).
DIAGNOSIS AND EVALUATION
All individuals are entitled to a preliminary assessment. The purpose of this assessment is to identify the individual’s needs for services independent living services. Factors other than vision loss may impact the client’s ability to achieve increased independence. In such cases, the VRT should document these observations. Information and referral should be considered significant services. Limited VRT services may be considered in such areas as; a client who receives Talking Book assistance is taught a way to tell time and is provided with a system to write a letter has received significant services.
REPORTS
CLIENT INFORMATION RELEASE AUTHORIZATION
If the VRT wishes to obtain information from the records of an agency or individual, it is necessary to have the client authorize the release of this information by signing a Release of Information form. In all cases, the information on the release form must be completed before the client is asked to sign the document. In no instance should the client be requested to sign a blank release form. The Release of Information Form must have an indication of how long the Release of Information Form is valid or when it expires.
FEES FOR COMPLETING REPORTS
The IL program does not typically cover the cost of obtaining an eye report for the purpose of determining eligibility. If a doctor’s office refuses to provide the information without being paid, the VRT is encouraged to discuss options with the client about independently requesting the information. This applies to other information generated outside the agency as well.
FEES FOR MISSED APPOINTMENTS
If a medical or low vision practitioner sets aside a time specifically to evaluate our client, and the client does not keep the appointment, the client will be responsible for the charges associated with the missed appointment. The practitioner is entitled to a fee for the time that was scheduled.
A practitioner must do each of the following to be paid for time scheduled for a client who did not keep the appointment:
1. Take the initiative to bill MCB for the missed appointment,
2. Affirm that the agency or the client did not cancel the appointment within the time limits posted in the office, printed on an appointment card, or stated by the receptionist when the appointment was made, and
3. Assert that it was not possible for the practitioner to reschedule another patient for the time set aside, or that considerable preparation time was required for the appointment.
HOSPITAL AND MEDICAL RECORDS
The medical report form is not required by the IL Program. However, the medical information in the IL Open form is important for the completion of federal reports and should be obtained during one of the initial interviews.
If a client will be attending MCBTC or if the medical is requested for other reasons, existing medical records should be the first choice in securing medical data (when they are available and will meet program requirements) because of the potential cost savings. The length of time required to obtain medical records must be considered. Long delays in providing client services do not justify minimal cost savings.
When requesting medical records, it is important to specify the conditions and procedures about which you are interested in receiving information. This may shorten processing time and reduce the amount of irrelevant material which might otherwise be sent.
Although seldom needed, the general medical examination can be one of the diagnostic tools used in determining services needed and for identifying secondary disabilities. The examination is to be performed by a licensed physician.
LOW VISION SERVICES
GUIDELINES FOR LOW VISION EVALUATION
The process of low vision services is not a process of restoration of vision; it is the process of enhancing residual vision through the use of specific prosthetic aids and appliances. The low vision process should be used as a beneficial process on its own merits, and not as an alternative to or substitute for the client learning the skills of blindness.
Many IL clients would likely benefit from a full low vision evaluation by a low vision specialist. Keeping this in mind the VRT should perform a basic functional low vision assessment in the client’s place of residence and provide guidance to the extent possible to enable the client to take full advantage of current vision. Equipment may be provided for basic low vision devices. If there are issues related to the client’s outcomes from the functional assessment, the VRT may consider sending the client for a full low vision evaluation if it appears this additional service and evaluation is necessary. This functional assessment by the VRT is not intended to be a substitute for qualified low vision services from the low vision practitioner.
When making a referral for a low vision evaluation, a copy of the client's eye examination report should be included with the authorization. The VRT should also include any information which might be helpful to the examining practitioner such as the goals and objectives of the client.
To the extent possible, when arrangements are made for a low vision evaluation, the VRT may be present. Attendance at an appointment to dispense devices may be attended based on the judgment of the VRT.
PAYMENT FOR LOW VISION SERVICE
Payment rates for low vision evaluations will be based upon units and may vary from year to year. Cost for service may include the examining cost for the initial evaluation, and follow-up evaluations, and the cost for dispensing or fitting of any aid. As with all comparable benefits, the client’s insurance, including Medicare and Medicaid should be considered primary and MCB IL secondary. A recommendation from the client’s eye care specialist for low vision services will enable billing to Medicare for a significant portion or the basic cost of the evaluation. This can be requested by the VRT or the client. The evaluation authorization should include only the charges for the services/evaluations. A written report must accompany all invoices for low vision services. A separate authorization needs to be issued for the cost of equipment or devices.
TRANSPORTATION NECESSARY TO PARTICIPATE IN TRAINING
When a client requires transportation during the IL process, and is without resources, assistance with the cost of transportation may be provided. The maximum amount to be reimbursed shall be the standard State rate based on a map mileage program such as Map Quest and shall cover one round trip for the client. The trip shall be from the client’s home to the training location. If the client chooses to take public transportation such as the bus or train, a round trip ticket will be provided. Only one round trip of the client’s choosing is to be provided.
PEER COUNSELING/IL SUPPORTS
Peer counseling/support is inherent in all phases of the IL process. It begins at the time of the initial interview and continues until case closure. The objectives vary at the different stages of the IL process, depending upon the client's need at each stage. In the early stages, the objectives of counseling/support are to learn more about the client, gather data which will assist in the development of an IL program/plan, help the client clarify individual goals, and assist the client in becoming active in planning.
When diagnostic data has been gathered, the focus will be on the development of the IL objectives, IL plan, and necessary services to achieve these objectives.
When training or restoration is nearing completion and the client is approaching the time when she/he will be ready for closure, the emphasis of counseling/support will be in assisting the client to understand adjustments that may be necessary, resolving feelings about new responsibilities and demands, etc.
TRAINING
The goal for all MCB IL clients is the greatest degree of independence desired by the client. Training should not be provided when the client has already met this goal.
IL training in any individual case is furnished to a client to the extent necessary to achieve his/her IL goals and objectives. Training includes personal adjustment and other training which contributes to the individual’s ability to achieve IL goals. It covers training provided directly by MCB or procured from other public or private training facilities including rehabilitation facilities and workshops. MCB will provide training materials to clients when such materials are necessary.
If the client expresses interest in employment, the VRT should obtain the involvement of the VR counselor to pursue services through the Vocational Rehabilitation Program. After the client has completed IL goals and training, the case should be closed in the IL Program.
TRAINING/DEMONSTRATION KIT
The VRT may maintain a collection of materials for the purposes of training clients. The kit contents may vary from one VRT to another and are to be used to train clients, provide assessment, and aid in outreach activities.
SKILLS TRAINING
Skills training that is to be provided must be documented in the Part B Plan or in the case notes (OB). Skills training include training for any one or more of the following reasons:
1. To assist an individual in acquiring habits, attitudes, and skills that will enhance independence
2. To develop habits and to orient the individual to a more independent setting.
3. To provide skills or techniques enabling the individual to overcome barriers to independence resulting from vision loss.
The most frequent source of Skills training is through the VRT, Mini Adjustment Program, and/or the Michigan Commission for the Blind Training Center.
Referrals for skills training service are to be made by completing a referral form and forwarding along with pertinent medical information to the training facility. Any special request should be clearly identified, and specific services requested where they are needed.
Initially, skills training at the Michigan Commission for the Blind Training Center (MCBTC) will be for a period of 4-6 weeks. The VRT should be present at a staffing at the facility or, if this is not practical because of distance, be in phone contact with the facility to review the planned program for the client, at which point additional training time may be scheduled. The skills training will be based on the informed choice of the client with assessment by the field VRT and MCBTC staff providing assistance. It is expected that the client at MCBTC will be scheduled in goal-appropriate classes at least 75% of the available class hours each day. Although Braille, mobility, and computers may be valuable skills, many IL Program clients may need only an exposure to these skill areas. Clients are not required to participate in a class if it does not fit their IL goals. It is expected that their MCBTC training programs will be individualized to fit their specific needs and informed choice.
HOME TRAINING AND READING BRAILLE
The Hadley Correspondence School For the Blind, Inc., at Winnetka, Illinois, offers instruction in the reading of Braille, and study courses in Braille by correspondence to adults who wish to continue their education at home. Information and catalogues will be sent on request. Use of this resource in IL Programs is strongly encouraged.
ORIENTATION AND MOBILITY SERVICES
Orientation and Mobility skills are a vital component to independence. The IL PROGRAM may provide O&M training such as sighted guide and protective techniques for safe indoor travel.
DEAF/BLIND
INTERPRETER SERVICES FOR THE DEAF
The MCB Deaf/Blind unit should be contacted for guidance and suggestions, although this unit is provided essentially for the vocational rehabilitation client. The provision of interpreter services for hearing impaired individuals who require or request this assistance is mandated by the Rehabilitation Act of 1973. The client's ability to communicate and desired mode of communication should be determined before the diagnostic phase begins to ensure that needed interpreter service can be arranged. The client's ability to communicate and the desired mode must be recorded in the case file at the time of the intake interview.
The agency will pay for the cost of interpreter services on an hourly basis if they are not available through a comparable benefit program in the community.
The function of the interpreter should be as a facilitator of communication between deaf and hearing persons. The interpreter who abides by the Registry of Interpreters for the Deaf code of ethics will maintain an impartial attitude during the course of the interpreting service and avoid interjecting his/her own views into the conversation.
The usual manner of interpreting is through manual language. However, oral interpreters may be employed if they are more appropriate for or requested by the deaf person. The interpreter should be told before the interview session of the deaf person's educational and language levels, as well as whether the onset of deafness was before or after she/he learned to talk. Time should be allowed for the interpreter and client to become acquainted before the actual interpreting session, thus allowing the interpreter to become aware of the client's language level and sign system. The agency may reimburse the interpreter for this service.
Payment for interpreter service is made on an hourly basis. Assignments of two or more weeks may be negotiated.
SIGN LANGUAGE AND SPEECH READING TRAINING
The agency may provide for training to improve skills in speech reading or sign language if it is necessary to improve the communication skills of a hearing-impaired individual. Close attention must be paid to the type and progression of vision loss before arranging for this type of service. In arranging for this type of training, it is important for the VRT to determine that the intended trainer is qualified. In most areas speech and hearing centers can usually refer a qualified trainer for speech reading. On a statewide basis the Michigan Department on Deafness and Hard of Hearing, in Lansing may also be able to provide the name of qualified speech reading trainers (speech therapists).
Manual skills training for hearing-impaired persons without a language base is a very complex service. Nationally there are few qualified resources for this type of training. Before this service is considered, consultation should occur with the IL Program supervisor. As with other types of training programs, the VRT must thoroughly investigate the availability of similar benefit programs in the community before providing the cost of speech reading or sign language training.
AUTHORIZATIONS TO PROVIDE SERVICES
MCB regulations require that a vendor be given a written authorization prior to the purchase of a service. Authorization and notation in a case narrative is to be completed as to the cause and action which was taken.
COMPARABLE BENEFITS
Comparable benefits are any services or equipment available through a program or funding source other than MCB. Whenever possible, the VRT should use comparable benefits as a primary source for services or equipment and MCB should be secondary. Examples of comparable benefits include Veterans benefits, Medicare, Medicaid, client’s insurance, etc. Community partners and their services should also be explored and used when possible.
CASE STATUSES
The following statuses are used in the IL PROGRAM:
Pre-active (System status 00): Client has been referred for services; case is in status 00 prior to any contact or services being provided.
Active (System status 02): The case is placed in status 02 as soon as possible after any services have been provided to the client. A signed application, IL Plan, or Plan waiver is not required for the case to be in status 02.
Closed (System status 08): Client’s case is closed.
Generally, a broad definition of “services provided” is used and may include Information and Referral, Communications, an introduction to the cane, introduction to Braille, or similar areas of service provision. It is important not to lose data by using a definition of “services” that is too narrow. For example, a client who receives a visit from a VRT who explains services, signs the client up for Talking Books, and shows the client how to use a signature guide has been provided with significant services.
CASE NOTES
A case note is a written synopsis or update of services provided to the client. It should include VRT/client interaction since last case note, teaching skills provided, adaptive equipment provided, future planning, other pertinent information related to the client’s progress toward the goal of increased independence. Case notes must be made at least every 90 days. Case notes should also be written to record any activity that occurs on behalf of the client including written and verbal communications.
CLIENT RECORDS
The client's paper file and the records it contains are the center around which all casework activity revolves. The file contains:
A. Basis on which eligibility for services is determined
B. Documentation to support services provided and actions taken
C. Fiscal documents
D. Forms containing agency and client's signatures which provide a legal basis for expenditure of funds.
To ensure continuity of services if a client's case must be transferred accurate and complete case recording is necessary. Technical accuracy is important so files can satisfactorily undergo an audit. Most important, good case recording and accurate maintenance of file materials are vital tools in the provision of quality services to clients of the Michigan Commission for the Blind's IL PROGRAM. All documentation in case record should be listed with most current information on top. Forms should be placed in case record in the following order: Demographic, Application, Eye report, Eligibility, Other system forms (optional), Case Note History (optional), Referrals/Referral reports, Correspondence, and Financial
CASE RECORD
At a minimum, the electronic case record should contain the following:
Demographic
IL Application
IL Open
IL Services
Eye Report
IL Eligibility (if appropriate)
Case Notes
Closure Form (after closure)
At a minimum, the paper file should contain the following:
Demographic
IL Application
Eye Report documentation if scanned into electronic system
IL Eligibility (if client is eligible)
Any other forms with signature or generated outside MCB
If applicable, the following should also be placed in the paper file:
Financial information such as packing slips, paid authorizations, vendor invoices, etc.
Training reports such as those generated by MCBTC, mini adjustment, or outside trainers.
In those cases which are reopened after closure, all material which does not apply to the presently open case is to be placed in a separate section and labeled "OBSOLETE". Obsolete material may be used in the currently opened case for comparison, rationale, etc., and reference made to the material in the obsolete packet where appropriate. The VRT, with the assistance of the administrative support person, is responsible for keeping files in proper order.
CASE CLOSURE
Closure of a client’s case occurs when it has been determined that planned IL services have been completed or are no longer appropriate. Reasons for closure may include completion of goals, relocation, withdrawal, death, ineligibility, or other reason that services are no longer being provided.
The IL Services Form should be updated and the IL Closure Form completed in the electronic case file. Status 08 is the status used for case closure.
All clients should be notified of the reason their case is being closed and that they have the right to appeal the closure decision. Further, they must be advised of their right to re-apply for MCB IL services in the future and a reference to the Client Assistance Program.
CLOSURE AFTER EVALUATION
A client may be closed as ineligible if no reasonable expectation exists that IL services will aid the client's ability to live more independently. The client must be informed that his/her case is being closed. The reason for closure must be clearly stated. It must also contain a statement of the client's right to appeal and clearly outline the appeal procedure. A copy is provided to the client and a copy must be retained in the case file. A copy may be sent to the referral source if it appears appropriate.
Cases may be closed for reasons other than ineligibility. These are:
1. Inability to locate a client. If the reason for closure is "Unable to Locate", the case file must show the following efforts to make contact:
a. Telephone calls to the client's residence at appropriate hours of the day, with no response
b. Efforts to contact the client through individuals identified as contact persons on the Demographic Form.
c. Contact with the referral source if appropriate
d. Letter to the client requesting contact
2. Client's refusal of IL services.
3. Failure to cooperate. Clients who continually fail to keep appointments and/or who do not follow through with arrangements made for and explained to them may have their cases closed
4. Death.
The reason for closure should be thoroughly documented with date in the case file to support the closure decision.
SERVICES AFTER REMOVAL OF DISABILITY
In cases where vision is restored and the client is no longer eligible for MCB IL services and support, the services which are in progress will be completed if desired by the client, and the case will be closed. If requested by the client, the VRT may make a referral to the local Center for Independent Living (CIL).
INTERRUPTION OF SERVICES
If an interruption in services occurs, the case record should reflect this change. When the client returns for services, the VRT and client should evaluate the client’s need for or interest in continuing services. If the client does not seem interested in continuing services at this time, his/her case may be closed. See Item “Reopening a Closed Case”.
REOPENING A CLOSED CASE
The VRT may find that an individual referred for services was once a client of MCB. Reapplications frequently result from a change in the client's vision. To reopen a new case, a new application must be signed and eligibility re-established.
Cases may be reopened in situations where there has been a significant change in vision or living situation. Generally, cases that require additional training are reopened. The goal of the IL PROGRAM is independence, and reopening a case simply to replace equipment is counterproductive to this goal.
RECORDS MAINTENANCE
Client case records must be protected at all times to ensure confidentiality of material. They should be kept where they are accessible to staff only. At the end of the day, or any time when an office area is unattended files should be placed inside a filing cabinet. Client files should be locked up, if at all possible when the office area is unattended.
Client files should not be removed from IL Program office except:
1. When requested by the Central Office
2. When necessary for consultation with the client or another agency
3. When subpoenaed.
When a client file folder is removed from an office cabinet, an "OUT CARD" is to be completed by the person removing it. The "OUT CARD" should have the client's name and the name of the individual removing the file.
Destruction of files will be completed in accordance with current departmental guidelines. The paper file is maintained on site for 3 years after date of closure, Sent to the Records Center for an additional 2 years, and then destroyed. The electronic file is maintained for 5 years of inactivity after the case is closed.
CONFLICT RESOLUTION
An individual or his/her representative may attempt to resolve any issues regarding his/her case by discussing the circumstances with the VRT and/or the VRT’s supervisor. If at any time an individual or his/her representative is dissatisfied with any determinations made by his/her VRT, he/she or his/her representative may request an informal Administrative Review conducted by a Michigan Commission for the Blind administrator, a formal Fair Hearing conducted by a Department’s Administrative Law Judge or Mediation utilizing mediators from the Michigan Supreme Court Community Dispute Resolution Program. In the case of Mediation or a Fair Hearing, the individual or his/her representative will be provided an opportunity to select from at least two qualified professionals to handle the proceedings. A request for any, or all, of these processes may be initiated in the form of a letter or phone call to the Michigan Commission for the Blind Hearings Coordinator. The Michigan Commission for the Blind will pay for the administrative costs of these services.
If a Fair Hearing is requested, it will be conducted within 60 calendar days of the request. The Administrative Law Judge will provide a report of his/her findings and a decision to the Michigan Commission for the Blind and to the individual or his/her representative within 30 calendar days of the completion of the Fair Hearing. This decision must be based on the provisions of the approved State Plan, the provisions of the 1998 Amendments to the Rehabilitation Act, Public Act 260, and the Michigan Commission for the Blind policy.
Either party may request a review of the Administrative Law Judge’s decision by the Department Director within 20 calendar days of the issuance of that decision. An individual or his/her representative must request this review in writing to the Michigan Commission for the Blind Hearings Coordinator. The Department Director has up to 20 calendar days to notify an individual or his/her representative if a review of the decision is being conducted. The Department Director cannot delegate the responsibility for this decision. During this time, both parties may submit additional evidence and information relevant to the final decision under review. The Department Director may not overturn the decision or any part of the decision that supports the individual’s position unless the Department Director concludes, based on clear and convincing evidence, that the Administrative Law Judge’s decision is clearly erroneous on the basis of being contrary to the laws cited above. If notice is not served, the Administrative Law Judge's decision is final. Within 30 calendar days, the Department Director will notify the individual or his/her representative of the final agency decision and the grounds for the decision, in writing. The final decision, either by the Administrative Law Judge or the Department Director, if a review is conducted, will be implemented pending civil action filed by either party in any state or federal court with competent jurisdiction. If an action is filed, the court shall review all pertinent information, hear additional evidence if requested by either party, render a decision based on the preponderance of the evidence, and grant such relief as the court determines appropriate.
If an Administrative Review is requested, a Michigan Commission for the Blind administrator not directly involved with the case will be assigned to review the information and make recommendations for possible resolution of the issue. This review will be conducted within 10 days of the request, and recommendations will be made within 10 calendar days of when the Administrative Review was conducted. Recommendations arising are not binding to either party. An Administrative Review shall in no way deny or delay an individual’s right to a Fair Hearing.
Mediation is another form of dispute resolution that may be requested by an individual or his/her representative with an unresolved issue regarding his/her case. This process is voluntary on the part of both parties. Entering into the Mediation process will in no way deny or delay the Fair Hearing process. The mediation process should commence within 20 calendar days of the request and in a location convenient to both parties. Mediation proceedings are confidential and may not be used by either party as evidence during any subsequent due process hearing or civil proceeding. Parties may be asked to sign a "confidentiality pledge" before entering the process. If an agreement is reached during the Mediation process, the parties will receive a written copy within 20 calendar days of the agreement.
CLIENT ASSISTANCE PROGRAM (CAP)
The Client Assistance Program is available to assist individuals in resolving disputes with Michigan Commission for the Blind client services. The Client Assistance Program staff will also answer questions and provide information regarding agency services. The following are the primary objectives of the Client Assistance Program:
A. To provide information, advice and clarification to individuals about their rights, responsibilities, and the services available from the Michigan Commission for the Blind;
B. To advocate for the fair and mutually satisfactory resolution of individual complaints including assistance in the appeals process.
C. To report to management on the type and frequency of individual complaints, dissatisfactions and misunderstandings for program assessment purposes.
The VRT is to make individuals fully aware of the services of the Client Assistance Program at the time of application and at case closure. Clients must also be informed of the Client Assistance Program phone number 800-292-5896.
CONFIDENTIALITY
The following information is taken from the MCB Policy Manual 6-09:
The Michigan Commission for the Blind shall safeguard the confidentiality of all personal information in our possession regarding an individual. Information about an individual will be shared only with the individual and other parties upon written directions from the individual or for purposes of furthering the individual's IL program. There are two exceptions to this policy, as follows:
A. Where ordered by a court or law enforcement agency staff, after having consulted with the Attorney General's Office through the Director of Client Services, and having been advised to comply; and
B. For the protection of the individual or others when the individual poses a threat to his or her safety or to the safety of others.
However, when information of a sensitive nature may be potentially harmful to the individual, this information must be released through the appropriate counselor/teacher or supervisor. This policy shall be thoroughly discussed with the individual at the time of application. By signing the application, the individual is indicating he/she is willing to abide by this policy. Information from substance abuse programs (according to Public Act 56, Section 18) and the Social Security Administration must always be removed before information is shared with courts or record-copying services.
Subpoenas should be sent immediately to the Director of Client Services for use in consultation with the Attorney General's Office. Before testifying or providing records in a case, the counselor/teacher should read the following statement:
"The Michigan Commission for the Blind operates under federal and state legislation which requires case information about a client to be held strictly confidential. Please refer to Section 85 of Act 314 of the Public Acts of 1915 (Judicature Act), Section 27.934 and 27a.2165 of the Michigan Statutes Annotated."
Then, if ordered, we must comply with the court.
DATA SHARING WITH CLIENTS, COURTS, AND/OR ATTORNEYS
The following information is taken from the MCB Policy Manual 6-09:
If an attorney representing the client has the client's written power of attorney, agency prepared case file material only may be reviewed and copied. Data purchased or obtained from another source must be requested from the originator. The same rule would apply to any individual having power of attorney in a client's behalf. The person who has the power of attorney will present written evidence of this fact when requesting access to the Commission for the Blind Records. This evidence does not follow any specific format but will always contain the client's signature.
If an adversary attorney is seeking access to file material, we can permit the complete file, under subpoena, to be brought into court. The presiding judge may then make information available. EXCEPTION:
Any material from the Social Security Administration, Veterans Administration, or substance abuse agency must be removed before the file is given to the court. The judge should be advised of this.
LEGAL ASSISTANCE
The following information is taken from the MCB Policy Manual 6-09:
“Counselors/teachers shall identify complex and potentially controversial legal issues that require special guidance and consultation. After identifying such issues, the Michigan Commission for the Blind State Director or the Director of Client Services shall work with appropriate Departmental staff in securing the appropriate assistance from the Office of the Attorney General.
Requests for formal Attorney General opinion and letters of advice on issues of general applicability shall be made to the Department Director who, in consultation with the Michigan Commission for the Blind, will determine whether to forward the request to the Office of the Attorney General. The purpose of this policy is to enable the Michigan Commission for the Blind and the Department to resolve complex legal issues in a timely and cost-effective manner.
Legal assistance and/or legal fees are not services provided to individuals {by MCB}.”
FORMS
INDEPENDENT LIVING
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
IL Application for Services
Name:
SSN:
CLIENT NAME expressed a willingness to participate in the Independent Living Program of the Michigan Commission for the Blind. This person has also been informed of the Client Assistance Program which can be reached at 1-800-292-5896.
Client Date
IL Case Information Form
Caseload:
Referral Date SSN
Last Name First Name MI
Current Addresses:
Street:
Suite/Apt: Zip:
City: State:
County:
Mail Here? Main Residence?
Archive? Archived Date:
Telecom: Phone #
Home:
Cell:
Work:
Video:
TTY ?
VRS IP:
E-mail:
Gender and Ethnicity
Gender:
Race/Ethnicity:
White?
Black or African American?
Native Hawaiian or Pacific Islander?
American Indian or Alaska Native?
Asian?
Hispanic Origin or Latino?
Impairments
Primary Impairment
Impairment:
Secondary Impairment
Impairment:
Other Impairments
Impairment 1:
Independent Living Goals
IL Goals SET MET CANCELED
Self-Advocacy / Self-Empowerment
Communication
Mobility / Transportation
Community-Based Living
Educational
Vocational
Self-care
Information Access / Technology
Personal Resource Management
Relocation from a Nursing Home or Institution to Community-Based Living
Community / Social Participation
Other
Independent Living Services
IL Services Provided
Advocacy / Legal Service:
Assistive Technology:
Children's Services:
Communication Services:
Counseling and Related Services:
Family Services:
Housing, Home Modifications, and Shelter Services:
Information and Referral Services:
IL Skills Training and Life Skills Training:
Mental Restorative Services:
Mobility Training:
Peer Counseling Services:
Personal Assistance Services:
Physical Restoration Services:
Preventive Services:
Prostheses, Orthotics, and Other Appliances:
Recreational Services:
Rehabilitation Technology Services:
Therapeutic Treatment:
Transportation Services:
Youth / Transition Services:
Vocational Services:
Other Services: Y
Access Questions
Access Client Requires Access Client Achieves Access
(A) Transportation
(B) Health Care Services
(C) Assistive Technology
Closure Information
Client Continues to Use Majority of Acquired Skills?
Level Of Independence Has:
If Decreased, Why? Diminished Health Additional Vision Loss
Support System Intervened Personal Choice Other
Reason for Closure:
One or More Goals Achieved
Moved
Withdrew
Died
Other:
Closure Date:
Approval Date:
Client Agrees to Closure?
If No, Please Explain.
Client was provided with a copy of the Satisfaction Survey:
If No, Please Explain.
IL Services Prevented Entry into Nursing Home?
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
IL Service Plan
Name:
Case Number:
Plan Number:
Plan begins on and is estimated to end on
Plan Estimated Cost:
Agency Estimated Cost:
Goal:
Method of Evaluation:
Notes
Date:
Note:
Category:
Service:
Vendor:
No. Units: Unit: Unit Price: =
Funded By (Pick one or more when applicable):
Cost:
Service Detail:
Service Dates:
Improved Access Needed for Independence:
Requires
Transportation
Health Care
Assistive Technology
Client Comments:
Implementation of this plan in part or full is contingent upon supervisory approval and availability of funds.
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
IL Service Plan Progress Report
Name:
Case Number:
Plan begins on (BEGIN DATE) and is estimated to end on (END DATE)
Goal:
Outcome:
Outcome Date:
Progress Notes
Date:
Note:
Category:
Service:
Vendor:
Outcome:
Outcome Date:
Functional Gains:
Progress Notes
Date:
Note:
All goals/services have been completely provided on:
Access Client Requires Access Client Achieves Access
(A) Transportation
(B) Health Care Services
(C) Assistive Technology
Client Continues to Use Majority of Acquired Skills? Y/N
Level Of Independence Has:
If Decreased, Why? Diminished Health Additional Vision Loss
Support System Intervened Personal Choice Other
Reason for Closure:
Y/N One or More Goals Achieved
Y/N Moved
Y/N Withdrew
Y/N Died
Y/N Other:
Closure Date:
Approval Date:
Client Agrees to Closure? Y
If No, Please Explain.
Client was provided with a copy of the Satisfaction Survey: Y
If No, Please Explain.
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
MCB Purchase Request
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Authorization is hereby granted to provide the services described above. Payment can only be made for the services authorized and at the rates authorized. If there is any change required in this authorization the Vendor must contact the authorizer first. Payment will be made promptly upon receipt of properly prepared invoices. |
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Authority: P. A. 260 of 1978, as amended |
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OLDER BLIND
ILOB Case Information Form
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Additional Information
Marital Status:
Highest Level of Education Completed:
Type of Living Arrangement at Time of Intake:
Setting of Residence at Time of Intake:
Source of Referral:
Visual Impairment at Time of Intake:
Onset of Significant Vision Loss (when loss began to affect performance of daily activities):
Major Cause of Visual Impairment:
Other Impairments:
Other Impairments 1:
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Independent Living Services |
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ILOB Services |
Provided |
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Vision screening /examination /evaluation: |
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Surgical/therapeutic treatment: |
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Provisions of AT devices and aids: |
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Provision of AT services: |
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Orientation and Mobility training: |
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Communication skills: |
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Daily living skills: |
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Support services (reader, transport, attendant, etc) |
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Advocacy training and support networks: |
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Counseling (peer, individual and group): |
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Information, referral and community integration: |
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Other IL Services: |
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Information and Referral: |
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Independent living and adjustment skills training:
Program Outcomes/Performance Measures
*(required when applicable)
1) If the individual received O&M, the individual gained or maintained their ability to travel safely and independently in their residence or community as a result of services (Y or N)
2) If the individual received O&M, Communication Skills, or Daily Living Skills Training, the individual gained or successfully restored or maintained ability to engage in customary life activities as a result of services (Y or N)
3) If the individual received AT (assistive technology) services and training, the individual regained or improved abilities previously lost or diminished as a result of vision loss (Y or N)
4) To maintain their current living situation as a result of services, the individual reported feeling that they have greater control and are more confident
no change in feelings of control and confidence
less control and are less confident
experienced changes in lifestyle for reasons unrelated to vision loss
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Closure Information |
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Client Continues to Use Majority of Acquired Skills? |
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Level Of Independence Has: |
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If Decreased, Why? Diminished Health Additional Vision Loss |
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Support System Intervened Personal Choice Other |
Reason for Closure:
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One or More Goals Achieved |
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Moved |
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Withdrew |
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Died |
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Other: |
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Closure Date: |
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Approval Date: |
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Client Agrees to Closure? |
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If No, Please Explain. |
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Client was provided with a copy of the Satisfaction Survey: |
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If No, Please Explain. |
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DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
ILOB DAILY LIVING ASSESSMENT
I. CLIENT INFORMATION
Assessment Only
SSN
Last Name First Name MI
Date of Contact
Current Addresses:
Street:
Suite/Apt: Zip:
City: State:
County:
Mail Here? Main Residence?
Archive? Archived Date:
Telecom
Home Phone:
Cell Phone:
TTY (Y/N)?
VRS IP:
E-mail:
II. ADJUSTMENT AND COMMUNITY INTEGRATION FUNCTIONAL ASSESSMENT
Assessment:
Entry Level:
Goal Level:
Comments:
III. UNDERSTANDINGS
I have discussed and understand the agency's policies regarding my rights and responsibilities.
I understand that this plan will be reviewed periodically to determine progress toward achieving stated goals. When such reviews indicate that goals can no longer be reasonably expected to occur, the independent living program will be terminated.
I understand that this is not a legal document and is subject to the availability of funds.
I have discussed and understand that I will contact my teacher when I:
· decide to discontinue participating in the plan.
I understand that my eligibility for services is based on a determination that I:
· have a visual impairment which constitutes, or results in, a substantial impediment to performing activities of daily living.
Client's Views:
Client/Representative/Guardian Signature Date
Instructor Signature Date
Teacher's comments regarding client's need for Services: (e.g. education, environment, family situation, etc.)
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
ILOB DAILY LIVING ASSESSMENT
I. CLIENT INFORMATION
Assessment Only
SSN
Last Name First Name MI
Date of Contact
Current Addresses:
Street:
Suite/Apt: Zip:
City: State:
County:
Mail Here? Main Residence?
Archive? Archived Date:
Telecom
Home Phone:
Cell Phone:
TTY (Y/N)?
VRS IP:
E-mail:
II. ORIENTATION AND MOBILITY FUNCTIONAL ASSESSMENT
Assessment:
Entry Level:
Goal Level:
Comments:
Client's Views:
III. UNDERSTANDINGS
I have discussed and understand the agency's policies regarding my rights and responsibilities.
I understand that this plan will be reviewed periodically to determine progress toward achieving stated goals. When such reviews indicate that goals can no longer be reasonably expected to occur, the independent living program will be terminated.
I understand that this is not a legal document and is subject to the availability of funds.
I have discussed and understand that I will contact my teacher when I:
· decide to discontinue participating in the plan.
I understand that my eligibility for services is based on a determination that I:
· have a visual impairment which constitutes, or results in, a substantial impediment to performing activities of daily living.
Client/Representative/Guardian Signature Date
O M Instructor's Signature Date
O&M Instructor's comments regarding client's need for Services (e.g. education, environment, family situation, etc.)
VIII. Referral for Low Vision Examination
To: (VR Counselor) I am recommending that a low vision examination be initiated for Town Halloween as soon as possible. The client should be evaluated for distance and reading aids.
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
ILOB DAILY LIVING ASSESSMENT
I. CLIENT INFORMATION
Assessment Only
SSN
Last Name First Name MI
Date of Contact
Current Addresses:
Street:
Suite/Apt: Zip:
City: State:
County:
Mail Here? Main Residence?
Archive? Archived Date:
Telecom
Home Phone:
Cell Phone:
TTY (Y/N)?
VRS IP:
E-mail:
What assistive technologies are you familiar with and what is your current skill level with Computer Access devices?
What is your primary access modality? (screen reading/screen magnification/OCR/refreshable Braille, etc.)
Length of time utilizing each modality and efficiency:
II. COMMUNICATION AND INFORMATION ACCESS ASSESSMENT
Assessment:
Entry Level:
Goal Level:
Comments:
III. UNDERSTANDINGS
I have discussed and understand the agency's policies regarding my rights and responsibilities.
I understand that this plan will be reviewed periodically to determine progress toward achieving stated goals. When such reviews indicate that goals can no longer be reasonably expected to occur, the independent living program will be terminated.
I understand that this is not a legal document and is subject to the availability of funds.
I have discussed and understand that I will contact my teacher when I:
· decide to discontinue participating in the plan.
I understand that my eligibility for services is based on a determination that I:
· have a visual impairment which constitutes, or results in, a substantial impediment to performing activities of daily living.
Client/Representative/Guardian Signature Date
Teacher Signature Date
Teacher's comments regarding client's need for Services: (e.g. education, environment, family situation, etc.)
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
ILOB DAILY LIVING ASSESSMENT
I. CLIENT INFORMATION
Assessment Only
SSN
Last Name First Name MI
Date of Contact
Current Addresses:
Street:
Suite/Apt: Zip:
City: State:
County:
Mail Here? Main Residence?
Archive? Archived Date:
Telecom
Home Phone:
Cell Phone:
TTY (Y/N)?
VRS IP:
E-mail:
Prior Rehab Training?
II. DAILY LIVING FUNCTIONAL ASSESSMENT
Assessment:
Entry Level:
Goal Level:
Able to identify or has a method for organizing paper money and coins?
Writes paper checks and pays bills independently?
Uses Calculator?
Uses debit / credit card independently?
Uses electronic / online banking?
Comments:
III. UNDERSTANDINGS
I have discussed and understand the agency's policies regarding my rights and responsibilities.
I understand that this plan will be reviewed periodically to determine progress toward achieving stated goals. When such reviews indicate that goals can no longer be reasonably expected to occur, the independent living program will be terminated.
I understand that this is not a legal document and is subject to the availability of funds.
I have discussed and understand that I will contact my teacher when I:
· decide to discontinue participating in the plan.
I understand that my eligibility for services is based on a determination that I:
· have a visual impairment which constitutes, or results in, a substantial impediment to performing activities of daily living.
Client/Representative/Guardian Signature Date
RT Instructor Signature Date
DEPARTMENT
OF
LICENSING AND REGULATORY AFFAIRS
CONSUMER SERVICES DIVISION
MICHIGAN COMMISSION FOR THE BLIND (MCB)
ILOB Service Plan Progress Report
Name:
Case Number:
Total Provided Hours:
Goal:
Initial Assessment:
Estimated Quantity:
Entry Level:
Target Level:
Achieved Level:
Goal Detail:
Service:
Detail:
Progress Note
Date:
Pricing Tier:
User:
Skill Level:
Hours:
Cost:
Note:
All the Planned Services have been Completely Provided on:
Client Continues to Use Majority of Acquired Skills?
Level Of Independence Has:
If Decreased, Why? Diminished Health Additional Vision Loss
Support System Intervened Personal Choice Other
Program Outcomes/Performance Measures
*(required when applicable)
1) If the individual received O&M, the individual gained or maintained their ability to travel safely and independently in their residence or community as a result of services (Y or N)
2) If the individual received O&M, Communication Skills, or Daily Living Skills Training, the individual gained or successfully restored or maintained ability to engage in customary life activities as a result of services (Y or N)
3) If the individual received AT (assistive technology) services and training, the individual regained or improved abilities previously lost or diminished as a result of vision loss (Y or N)
4) To maintain their current living situation as a result of services, the individual reported feeling that they have greater control and are more confident no change in feelings of control and confidence less control and are less confident experienced changes in lifestyle for reasons unrelated to vision loss (Y or N)
Reason for Closure:
One or More Goals Achieved
Moved
Withdrew
Died
Other:
Closure Date:
Approval Date:
Client Agrees to Closure?
If No, Please Explain.
Client was provided with a copy of the Satisfaction Survey:
If No, Please Explain.
Before purchasing hearing aids for clients the counselor/teacher should arrange for an otological assessment by a medical doctor and an audiological assessment by an audiologist with a Certificate of Clinical Competence (CCC) to determine the appropriateness of the device(s) for the client. These exams may not be necessary if the client has been recently examined (i.e. within the past six months) and the information is available. The report of the audiological assessment should contain a prescription for a specific hearing aid or aids and the costs for the device(s).
Insurance coverage and comparable benefits should be investigated prior to providing these services. Medicare and many private insurance companies will usually pay for the medical (otological) assessment, but not for an audiological assessment. Medicaid and many private insurance companies will sometimes pay for an audiological assessment and one or both new aid(s) every two or three years.
I. General Information:
A. All employees should avail themselves of current information related to working with people who have contracted diseases such as Human Immunodeficiency Virus, AIDS, Hepatitis and other communicable diseases.
B. Information is available through the Department of Labor and Economic Growth, Office of Personnel and Labor Relations; the Michigan Department of Community Health; local, county or city health departments; union contracts; and the Center for Disease Control in Atlanta, Georgia.
C. Since information related to AIDS and related complications is constantly emerging, this procedure should be reviewed and modified as necessary.
D. Information in this procedure regarding hepatitis was obtained from a pamphlet entitled "Hepatitis B, A Disease in Need of Prevention", presented as a service to the medical
E. The Michigan Department of Community Health, Special Office on AIDS Prevention, reviewed this information and added significant information to this policy.
F. Michigan Commission for the Blind staff should, as other health providers do, consider that each and every individual with whom they come in contact could potentially have a communicable disease and should act accordingly.
II. General Procedures
A. Hand washing is essential for the protection of individuals and staff.
B. If the handling of body fluids is within the scope of a staff member's job responsibility (e.g. nurse, janitor), gloves must be worn when in contact with these body fluids.
C. If a staff member is to have physical contact with an individual and has open lesions, cuts, scratches or other openings on the hands or other body parts, which may be contacted in the course of instruction, the staff member is encouraged to appropriately cover these lesions.
D. Each staff person should utilize a kit consisting of rubber gloves, disposable Towlettes, disposable plastic bags, etc., provided by the agency.
E. Staff should receive instructions in the proper use and disposal of gloves, Towelettes, etc. (Place in plastic bags and dispose).
F. Staff members, who provide services in the home setting, should arrange to provide services when a care provider is present, if possible.
G. If the individual has a blood spill, emesis, etc., when a staff member is present, the individual should clean up the spill, emesis, etc., if he/she is able. If the individual is unable to care for himself/herself, then his/her care provider should be asked to do so.
H. Hand-held and other low vision devices, which could become contaminated, should be cleansed with an appropriate disinfectant after use and before being used with another client. Check manufacturer's recommendation for proper cleaning products.
I. Staff who have colds or other contagious infections, should avoid contact with the individual until recovered. This is for the protection of the individual. In addition, due to the constantly changing status of the individual's health, each staff person should confer with the individual (i.e. telephone or direct conversation) before each contact or training session occurs to verify that the individual's and staff's health status is appropriate for carrying out the planned activity.
III. Viral Hepatitis
A. Hepatitis, an inflammation of the liver caused by any one of several viruses, is found throughout the world. Its occurrence is highest in some African and Asian countries, but it strikes at least one million individuals in the United States each year.
B. Hepatitis A and C
1. Hepatitis A: This form of hepatitis is caused by the hepatitis A virus. It usually is spread by the fecal-oral route, for example, by eating food which has been contaminated with feces. It causes a gastrointestinal illness, which is usually not life-threatening.
2. Hepatitis C: This form is caused by one or more viruses and seems to be spread mainly through blood transfusion.
C. Hepatitis B
1. Hepatitis B is usually spread by contact with infected blood or blood products in such ways as illicit injectable drug use, tattooing, and ear piercing. Transmission can also occur through close contact, including sexual contact, and the sharing of razors or toothbrushes. The disease can be very serious and even fatal, or could lead to chronic liver problems. Of the three common forms of viral hepatitis, Hepatitis B appears to be the most serious because of its potential for complications.
2. There are now vaccines available that provide active immunity against Hepatitis B for most susceptible individuals who are at increased risk of contracting the disease.
3. Although Hepatitis B infection is an unpredictable disease that may incapacitate a person for weeks or months and lead to complications, most patients recover. However, five to ten percent of individuals who become infected with Hepatitis B virus become chronic carriers capable of spreading the disease to others for an indefinite period of time. This group usually has no symptoms but has the greatest potential for developing long term complications, such as chronic active hepatitis, chronic persistent hepatitis, cirrhosis, and primary cancer of the liver. It is estimated that almost 4,000 individuals in the United States die from Hepatitis B-related cirrhosis every year. In addition, carriers have a risk 273 times greater than that of the general population of contracting liver cancer.
4. The chronic carrier state now exists in 1 out of every 200 individuals in the United States, and this group is growing by 2 to 3 percent each year. Although carriers usually have no symptoms, they can transmit the disease to others for a long period of time. Carriers can be detected only by a blood test.
5. Considering the various modes of transmission of hepatitis B, it's not surprising that individuals at increased risk of contracting the disease are those who frequently handle blood and other body fluids in the course of their work or who live in crowded conditions, have poor hygiene, or have many sexual contacts. Individuals at increased risk of contracting Hepatitis B include:
a. Physicians and surgeons.
b. Dentists, oral surgeons, and dental hygienists.
c. Nurses and other hospital personnel.
d. Blood bank workers.
e. Paramedical personnel.
f. Patients and staff in hemodialysis units.
g. Residents and staff of institutions.
h. Certain immigrant populations (Indo-Chinese and Haitian refugees and Alaskan Eskimos).
i. Individuals who repeatedly contract sexually transmitted diseases, homosexually active males, and female prostitutes.
j. People who have household and other intimate contacts with Hepatitis B carriers.
IV. Other Communicable Diseases
A. Pediculosis (Head Louse Infestation), Sarcoptes Scabiei (Scabies), Tinea (ringworm) represent a group of communicable diseases that are not life threatening but are definitely of the nuisance variety. The Michigan Commission for the Blind staff may be exposed to these and other similar diseases in the individual's home, in the office, at the Michigan Commission for the Blind Training Center or other places where the general public congregate. If staff contract any of these conditions, they should contact their personal physician for resolution of the problem.
B. Another group of communicable diseases such as syphilis, gonorrhea, clap, congenital herpes, etc. are transmitted through sexual activity. Individuals who have these infections do not represent any significant health concern to individuals who may interact with him/her in a teaching or counseling role. Because some of these conditions can be corrected, appropriate medical intervention should be required during the rehabilitation process.
(Revised 01/26/06)
When it is determined that it is necessary to transfer a client’s case, according to our policy and custom, the following procedures will be utilized:
1. The transferring counselor/teacher will thoroughly discuss with the client the basis for the transfer of the case and the logistics of what will be taking place.
2. The transferring counselor/teacher will contact the receiving counselor/teacher to discuss the case and the basis for the transfer. If the receiving counselor/teacher is not available, after a reasonable period of time the transferring counselor/teacher’s supervisor will be asked to contact the receiving counselor/teacher’s supervisor to expedite the transfer. Similarly, if there is a dispute over the appropriateness of the transfer, the two supervisors will be brought into the discussion to resolve the issue.
3. The transferring counselor/teacher will document this contact and discussion in a case note and include a case transfer summary in case notes highlighting what has been done and what remains to be done in the case will be written.
4. Where cases being transferred due to clients attending college, the Individual Plan for Employment should be developed in conjunction with the counselor/teacher that will be receiving the case. The receiving counselor/teacher will do the authorizations to the college.
5. The transferring counselor/teacher will assure that all bills are paid and open authorizations cancelled prior to the case being transferred.
6. The transferring counselor/teacher or an administrative support staff person will then run the 911-audit check in the system to make sure that the necessary data has been provided.
7. The paper case-file will be given to the supervisor of the transferring office who will complete the checklist, attach it to the paper case file and approve the transfer based on the correctness and completeness of the paper and electronic case.
8. The case-file will be given to the designated support staff for transfer. The transferring support staff will make the electronic transfer and send an E-mail to the receiving support staff with copies to each of the counselor/teachers confirming the transfer.
9. The transferring support staff will send the paper file to the receiving counselor/teacher along with an E-mail stating when the case was mailed. In those offices without access to Inter-Departmental mail the file will be sent by registered mail. The receiving support staff will acknowledge receipt of paper case via E-mail to both counselor/teachers and the transferring support staff.
10. The receiving counselor/teacher will meet or at least contact the new client, as soon as possible. This could be prior to receipt of the case file. It could also occur as a conference call including both counselor/teachers and the client.
Each client should receive a copy of the Conflict Resolution Brochure at the time of application, when his/her Individual Plan for Employment is being signed or at any other time it is deemed necessary.
WHEN A CONFLICT OCCURS THE FOLLOWING STEPS SHOULD BE TAKEN:
1. Every possible effort to resolve a conflict respectfully and with appropriate counseling and communication techniques should take place between a client and his/her counselor/teacher prior to utilizing formal conflict resolution alternatives.
2. The agency policy on conflict resolution should be reviewed with the client and a copy of that policy should be provided to the client in the media of his/her choice.
3. The supervisor should be notified that a potential problem exists.
4. If the client wishes to avail himself/herself of any of the three options for conflict resolution, the counselor/teacher should assist in making arrangements by providing the phone numbers of the agency hearings coordinator (517) 373-2062 and the Client Assistance Program (800) 288-5923. If requested by the client, the counselor/teacher should also assist the client in preparing a written request to enter one of the three conflict resolution activities.
5. The counselor/teacher should prepare the case file materials that may be used in any proceedings.
6. The counselor/teacher should meet all time frames listed in the policy.
7. Upon request, a client should be provided a copy of his/her case file. Additional requests for copies of the case file should be discussed with the supervisor.
1. Sticky notes and other temporary case notes should not be part of the official case file. If the information they contain is important, it should warrant a narrative. Also, fax receipts should not be included unless there is some reason that it is important to prove that something was sent. These items should be removed.
2. Narratives should not be included in the case file unless warranted by problems with System Six. If they are in existing case files they should be placed in a final packet in the case file.
3. All sections of paper case files will be filed with the most recent documents at the front of the packet.
4. All case files will at least start with one manilla folder with tabbed dividers between the various sections. If the case file gets to big all extra materials will be added in an expanded folder.
5. The first packet will contain the demographics form and all diagnostic reports. The demographics form will always remain on top and all other forms will be located behind it with the most recent on top.
6. The second packet will be the signed documents with plan the and the most recent amendment including the closure on top, preceded by the 1365, "ticket assignment form," the eligibility and the application.
7. The third packet will be all progress reports.
8. The fourth packet will contain all correspondence in & out, including referrals to the Michigan Commission for the Blind Training Center or other places and signed medical release forms.
9. The last packet will be the financial packet.
10. Obsolete cases will be kept separately and destroyed in five years even if a current case is open. This will eliminate excessive commingling of the case files. If a particular piece of information is needed from an obsolete case it could be photocopied.
11. Tabbed dividers for the sections will be placed in each case file. They will be printed with a summary of what should be in that section. There will be no fasteners of any kind in the file except those staples that would normally keep pages of a document together. Any new documents will simply be placed immediately behind the tab divider for that section.
12. The folders will have a color-coded label specific to a particular counselor or teacher. These labels will be typed or word-processed and will contain the clients name, last name first. The Social Security Number will not be on the outside of the folder for confidentiality reasons. However, it is part of the demographic sheet just inside the cover.
13. When a Youth Low Vision client becomes a Vocational Rehabilitation client, the Youth Low Vision information should be rubber banded and placed at the very back of the case file.
Effective date 7/7/05
For additional assistance in the development of a small business, see the Small Business Resource and Service Guide in the next section of this policy manual.
Approved 3.18.2011
INTRODUCTION:
This policy will outline the establishment of self employment or a small business as an employment outcome in which the consumer works for profit in a business the individual owns, operates and manages. The purpose of the business must be to generate income to achieve economic self-sufficiency or to significantly augment non-wage income. Income and expenses must be reported for tax purposes. Consumers who choose to pursue self-employment or small business as an employment outcome should take into consideration their strengths, resources, priorities, concerns, abilities, capabilities, and interests.
DEFINITION OF SELF EMPLOYMENT/SMALL BUSINESS:
A. Self-employment
Creating ones own earnings and opportunities in the form of a business, contract work or freelance activities, characterized by minimal costs and no employees.
B. Small Business
An independently owned and operated company with one or more employees. See Appendix A for forms of business organization (Sole Proprietorship, Corporation, S Corporation, general or limited partnerships, Limited Liability Company).
C. Supported Self-Employment/Microenterprise
A business owned by an individual with a significant disability who receives support and ongoing assistance in the operational aspects of the business. Ongoing supports are not time limited and may continue for the life of the business. These individuals must be eligible for supported employment services.
SELF EMPLOYMENT/SMALL BUSINESS PLAN DEVELOPMENT:
Prior to the development of small business or self employment, the individual will be required to conduct research on the business idea, identify resources and determine costs associated with the start up of the business. The consumer may be referred to an approved Small Business consultant to assist with this process.
Procedure:
The following conditions should be met before an Individual Plan for Employment will be written to establish Self Employment or a Small Business taking into consideration the individual’s needs and experience. The MCB counselor will provide guidance throughout this process and at any point, if the consumer needs assistance, he/she should let the MCB counselor know his/her needs. MCB counselors will partner with the consumer to ensure that he/she is successful in completing the following tasks:
· This policy, the procedures, and the Self Employment Handbook will be reviewed with the consumer.
· The MCB consumer will review, agree and abide the “MCB Small Business/Self Employment Consumer Agreement” as documented by his/her signature.
· Consumer needs to complete the MCB Self Employment/Small Business Assessment Tool and return it to his/her MCB Counselor.
· Consumer will submit a letter of intent to his/her MCB Counselor indicating his/her interest in self employment/small business as an employment outcome.
· Consumer will job shadow three (3) comparable businesses in his/her chosen field. The consumer will job shadow or interview at least one business owner with a visual impairment in person or over the phone and provide documentation to his/her MCB Counselor.
· MCB consumer will submit a written job description identifying the essential functions of the job for his/her individual business idea. He/she will develop a working job description and will also identify accommodations that he/she will need in order to perform the job duties.
· The consumer needs to demonstrate the financial skills of basic business math, recordkeeping necessary to operate and maintain a successful business.
Options for demonstrating financial skills include:
· Successful completion of business math course
· College transcripts of college business math course indicating the individual received a grade of 2.0 or better
· MCB Math test is passed with a 2.0 (“C”) grade or higher
POLICY:
The consumer must submit an approved Business Plan, developed with or without the assistance of a business consultant. The plan should include the following:
· If the consumer does not possess the requisite recordkeeping skills, he/she will identify outside resources they will use (i.e. accountant, bookkeeper or other qualified individual) to meet their financial obligations. Consumer must provide written documentation from the professional outlining the services which will be performed for the consumer’s business
· The consumer must prove, by financial and/or legal documents that he/she will have controlling interest in the business.
· The consumer will provide written documentation of laws regarding business ownership or obtain a resource that provides legal consulting for the business. This could include but is not limited to: wage reporting, income taxes and sales tax, employee withholding, employee benefits, worker’s compensation, and/or insurance.
· The consumer will provide written documentation of and comply with all zoning regulations pertaining to the small business
All business plans under $5000 of MCB sponsorship must be reviewed and approved by the VR counselor. Plans between $5001 and $10,000 of MCB sponsorship must be approved by either the Assistant Regional Manager or Regional Manager. Any business capitalization over $10,000 of MCB sponsorship must be approved by the Director of Consumer Services. Business Consultants are recommended to provide guidance and suggestions for the approval of business plans.
Financial Participation:
Individuals pursuing self-employment will be encouraged to participate in the start up capitalization of the business enterprise, as MCB should not be the sole source of start up capitalization. Financial assistance is only approved for goods and services as outlined in an approved business plan and must be detailed in the MCB consumer’s Individualized Plan for Employment and approved by both the individual (or representative) and the MCB counselor. No goods or services can be provided that violate state or federal law.
Suggested participation by MCB and participant, in accordance with the business start up capitalization noted in the Business Plan, is as follows:
MCB Financial Assistance Client Participation
Up to $2500 10%
$2501 to $5000 15%
$5001 to $10,000 20%
$10,001 and above 25%
Procedure:
Consumer will provide written documentation in regard to investment of funds from micro-loans; commercial and consumer loans; loans from family; forgivable loans; grants from any source; personal savings and income; funds from PASS plans; and/or equipment and inventory necessary for the business operation. If the consumer is using equipment and inventory to satisfy their client participation, they must provide proof of purchase or documentation regarding the fair market value of the equipment and/or inventory.
2. Comparable Services and Benefits:
Comparable services and benefits refer to any appropriate service, financial benefit or assistance available to a consumer of a program other than VR to meet, in whole or in part, the cost of VR services. For the purposes of this definition, comparable benefits do not include Social Security benefits such as Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI).
3. Financial participation by the consumer will not be required for MCB investment in:
· Training, consultation, and technical assistance related to the proposed business
· Accommodations necessitated by the individual’s disability and any training required to use the accommodations
· Any vocational rehabilitation service if the individual in need of the service has been determined eligible for Social Security benefits under Titles II or XVI of the Social Security Act (34 CFR 36.54(b) (3) (ii)
4. Limitations and Restrictions
Financial assistance for business start up capitalization does not include:
a. Funding for speculative real estate development
b. Utility or other deposits that are refundable to the individual or business.
c. Cash
d. Salary or benefits for the consumer
e. Purchase of real estate
f. Construction of buildings or other permanent structures (including plumbing, electrical, drywall, etc.)
g. Refinancing of existing debt – business or personal
h. Business expenses beyond those outlined in the approved business plan and the IPE
i. Ponzi or pyramid schemes
j. MCB will not support businesses that are State sanctioned, but are not Federally sanctioned
Case Closure/Follow Up
· A longer period than the required 90 days in employment may be deemed necessary in a case where the employment objective reflects the establishment of a small business or self employment. The time period will be agreed upon between the MCB counselor and the consumer.
· The consumer must be earning at least minimum wage at the time of case closure.
· Should a small business cease to operate, it is expected that equipment purchased by MCB be returned
Procedure:
Consumer will be responsible for providing written monthly financial reports to the agency until case closure. Reports should include at a minimum, gross monthly sales, income and expenditures.
SUPPORTED SELF EMPLOYMENT/MICROENTERPRISE:
POLICY:
Prior to the development of microenterprise or supported self employment, the consumer and/or identified support will be required to conduct research on the business idea, identify resources and determine costs associated with the start up of the business. The Supported Employment (SE) consumer may be referred to an approved Small Business consultant to assist with this process.
Procedure:
· The SE consumer will submit a letter of intent to his/her MCB Counselor indicating his/her interest in supported self employment/microenterprise as an employment outcome
· This policy, the procedures, “MCB Small Business/Self Employment Consumer Letter of Understanding”, and the Self Employment Handbook must be reviewed with the consumer as applicable
· The SE consumer will job shadow at least one (1) comparable business in his/her chosen field.
· The SE consumer will submit a written job description identifying the essential functions of the job for his/her individual business idea. He/she will develop a working job description and will also identify accommodations that he/she will need in order to perform the job duties.
· The SE consumer must demonstrate the financial skills of basic business math, recordkeeping necessary to operate and maintain a successful business.
Options for demonstrating financial skills include:
· Successful completion of business math course
· College transcripts of college business math course indicating the individual received a grade of 2.0 or better
· MCB Math test is passed with a 2.0 (“C”) grade or higher
· If the SE consumer does not possess the requisite record keeping skills, he/she will identify outside resources they will use (i.e. accountant, bookkeeper or other qualified individual) to meet their financial obligations. The SE consumer must provide written documentation from the professional outlining the services which will be performed for the consumer’s business
· The SE consumer must prove, by financial and/or legal documents that he/she or his/her legal guardian will have controlling interest in the business.
· The SE consumer must submit an approved Business Plan Overview including at a minimum:
o basic start up costs
o ongoing expenses
o potential income
o supports needed (initial and ongoing)
· The SE consumer will provide documentation of laws regarding business ownership or obtain a resource that provides legal consulting for the business. This could include but is not limited to: wage reporting, income taxes and sales tax, employee withholding, employee benefits, worker’s comp
· The SE consumer will provide documentation of and comply with all zoning regulations pertaining to the small business
FINANCIAL PARTICIPATION:
1. Individuals pursuing supported self-employment will be encouraged to participate in the start up capitalization of the business enterprise, as MCB should not be the sole source of start up capitalization. Financial assistance is only approved for goods and services as outlined in an approved business plan and must be detailed in the MCB consumer’s Individualized Plan for Employment and approved by both the individual (or representative) and the MCB counselor. No goods or services can be provided that violate state or federal law.
Suggested financial participation by MCB and participant, in accordance with the business start up capitalization noted in the Business Plan, is as follows:
MCB Financial Assistance Client Participation
Up to $2500 10%
$2501 to $5000 15%
$5001 to $10,000 20%
$10,001 and above 25%
2. Comparable Services and Benefits:
Comparable services and benefits refer to any appropriate service, financial benefit or assistance available to a consumer of a program other than VR to meet, in whole or in part, the cost of VR services. For the purposes of this definition, comparable benefits do not include Social Security benefits such as Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI)
3. Financial participation by the SE consumer will not be required for MCB investment in:
· Training, consultation, and technical assistance related to the proposed business
· Accommodations necessitated by the individual’s disability and any training required to use the accommodations
· Any vocational rehabilitation service if the individual in need of the service has been determined eligible for Social Security benefits under Titles II or XVI of the Social Security Act (34 CFR 36.54(b) (3) (ii)
4. Limitations and Restrictions
Financial assistance for business start up capitalization does not include:
a. Funding for speculative real estate development
b. Utility or other deposits that are refundable to the individual or business.
c. Cash
d. Salary or benefits for the consumer or employees of the business that are members of the consumer’s immediate family
e. Purchase of real estate
f. Construction of buildings or other permanent structures (including plumbing, electrical, drywall, etc.)
g. Refinancing of existing debt – business or personal
h. Business expenses beyond those outlined in the approved business plan and the IPE
i. Ponzi or pyramid schemes
j. Should a small business cease to operate, it is expected that equipment purchased by MCB be returned
Case Closure/Follow Up
· A longer period than the required 90 days in employment may be determined necessary in a case where the employment objective reflects the establishment of supported-self employment/microenterprise. The time period will be agreed upon between the MCB counselor and the consumer.
· The consumer must be earning at least minimum wage at the time of case closure.
· Long-term follow-up services must be identified and in place prior to case closure in order to ensure stabilization of the employment outcome.
· Should a small business cease to operate, it is expected that equipment purchased by MCB be returned
Procedure:
The SE consumer and/or his/her representative will be responsible for providing written monthly financial reports to the agency until time of case closure. Reports should include at minimum, gross monthly sales, income and expenditures.
***End Policy**
Appendix A
Form of Organization:
Refers to the way the individual legally organizes the business.
Sole Proprietorship:
One person who owns the business alone, but may have employees. Individual will have unlimited liability for all debts of the business, and the income or loss from the business will be reported on his or her personal income tax return along with all other income and expenses normally reported.
General and Limited Partnerships:
Two or more individuals, one of which is a MCB participant with the controlling share.
Limited Liability Company:
Limited liability for all of its members (business partners), with the MCB participant as the controlling member.
Corporation:
Requires a legal filing with the IRS for corporate status. Corporate organization provides limited liability for the investors. Shareholders in a corporation are not obligated for the debts of the organization; creditors can look only to the corporation’s assets for payment. The corporation files its own tax return and pays taxes on its income. Individuals who legally organize their businesses as a corporation, and are employed by their corporation may be eligible while in the start up phase of operations.
MCB does not support this type of business organization.
S Corporation:
A form of corporation that meets the IRS requirements to be taxed under Subchapter S of the Internal Revenue Code. This gives a corporation with 100 shareholders or less the benefit of incorporation while being taxed as a partnership. This means that any profits earned by the corporation are not taxed at the corporate level, but rather at the level of the shareholders.
MCB does not support this type of business organization.
Revised February 22, 2011
If you need assistance completing any portion of this Handbook, please contact your MCB Counselor.
STEP 1
Self- Assessment to Determine My Aptitude for Self Employment
You have chosen self-employment small business as your vocational choice. The following steps are designed to help you determine if this choice is correct. If it is correct, these steps will improve your possibilities of being successful. Please complete the Self-Assessment located in Appendix A.
Step 2
Letter of Intent
You will submit a letter of intent to your MCB Counselor based on the information gathered in the self-assessment stage.
The Letter of Intent should include the following:
· Vocational Goal/Type of business
· Your individual strengths, abilities, skills, education and
background as it relates to the business
· Why do you want this type of business
· What have you done to date to research the business?
· What services or supports are you seeking from MCB?
· Proposed timeline for business development
· What resources (i.e.: financial, equipment, materials, stock for
the business, physical structure, etc.) do you have to contribute
to the business?
STEP 3
Job Shadow
Job shadow three comparable businesses in your field. You must job shadow or interview, at least, one business owner with a visual impairment either in person or by telephone.
[MCB will maintain a current list of business owners who are visually impaired.]
Questions to ask:
· What kind of education or training did you do before entering this occupation?
· Are there any experiences that you have had, work-related or otherwise, that have helped you develop your career?
· If you could go back in time, would you do anything differently in your preparations for this business?
· What are some of the “do’s and don’ts” in trying to develop a successful career in your business?
· What personal qualities do you need to succeed in this business?
· Do you have any special words of warning or encouragement as a result of your experience?
· If you could change any aspects of your career, what would you change?
· Why did you enter this occupation? Was it all that you had expected it to be? Was it better or worse?
· Could you outline your primary job responsibilities and indicate the percentage of time you devote to each?
· Is there such a thing as a typical week in your job and could you briefly describe it?
· What accommodations do you use in your daily job and how have they impacted your ability to be successful?
Step 4
Write a Job Description
Please write a job description for your business addressing any physical accommodations that you feel you will need for this job.
Write a job description for yourself. You will identify the essential functions of the job for your individual business idea. You will develop a working job description and will also identify accommodations that you will need in order to perform the essential functions of the job.
STEP 5
BUSINESS FEASIBILITY AND OUTLINE
Determine if your business is “right for you” and what niche your business will fill. Research additional details about your business, your competition and what will be required for startup.
Complete the Business Feasibility Worksheet located in Appendix B. The purpose of this step is for you to explore your business idea while analyzing your competition. This worksheet will ask probing questions designed to address key aspects of your business idea. You may discover problems you had not anticipated and advantages you had not considered.
Your counselor may assist you in completing this form, if appropriate. The business consultant may assist you in researching feasibility information or provide you with resources, so you may research the information. The resource information may include, but not be limited to, libraries, web sites, chamber of commerce, and small business associations. This information will increase your knowledge of your business. This information will also be necessary in the development of your business plan.
Business Plan Inclusions
STEP 6
FINANCIAL INFORMATION
Completing Personal Financial Sheets
It is important to understand the personal resources that are available to contribute to the business venture. It is unrealistic to assume that you will be able to borrow all of the money you need to start your venture. You may be required to contribute money and/or other assets to your business startup. This worksheet will assist you in analyzing your current financial situation.
Please complete the Personal Financial Statement, located in Appendix C, and return it to your MCB Counselor.
Please note: this personal Financial Statement will not be utilized to exclude you from receiving MCB assistance in starting a business. However, it is a tool that will enable you to summarize your personal financial resources. If you need assistance completing this form, please contact your MCB Counselor.
STEP 7
Business Startup Costs
You will incur many costs to open your business. Some of these expenses will be of a continuing nature, such as rent, utilities, and insurance; others will be nonrecurring, such as equipment purchases, security deposits, and the like. These start-up costs must be identified as you analyze your business idea’s feasibility. Only by knowing the total costs to get your business to an operating stage can you determine what financial assistance you will need and what resources you have at your disposal.
Remember, in a start-up environment, it takes time for customers to find out about your business, decide to give you the opportunity to sell to them, and finally make a purchase. One of the worst things for any new business is to have only enough cash to operate for one or two months. Rarely can a new business begin to support itself so quickly.
The worksheet located in Appendix
D, identifies common start-up costs. Use this form to develop an estimate
of the amount of money you will need to get started. Omit or add items to suit
your business.
STEP 8
BUSINESS PLAN DEVELOPMENT
At this point, you are ready to develop your business plan. Once you have completed your business plan, you should submit it and all associated documents to your MCB counselor and Business Consultant if applicable.
Remember that the summary, which starts your plan, is the single most important part. It gives you an opportunity to convey your business idea and allows you to express your enthusiasm about your business. Your plan will probably not be much longer than ten pages. The complexity of a business plan will vary with the type of business, and the size will reflect that complexity.
Many individuals will need assistance in putting a business plan together. Your MCB counselor and/or a business consultant may be able to provide several resources to assist you in completing this process.
A business plan is a working document and should be used as a management tool. There is no exact formula for putting a business plan together. However, there are a number of items that should be included
· Executive Summary: This is an overview of the business plan. It brings together the significant points of your business and should convey your reasons for starting your business.
· General Description: Explain the type of company. If this is an existing business, give its history. If it is a new business, why is this business needed and what is its chance for success?
· Products and Services: Describe the product and/or service.
o What are its unique features?
o Why will customers come to this business?
· Marketing: Identify your target market. There should be specific target markets that will need your products or services and be willing to pay for them. Outline your marketing strategy to draw customers to you rather than your competition. List your primary competitors and provide an honest appraisal of their strengths and weaknesses and how you will compete successfully against them.
· Legal: Describe the type of legal organization; sole proprietorship, partnership, “S” corporation, limited liability company, corporation. What regulations, patents or trademarks may be required?
· Finances: State the financial requirements of your business. Describe where these funds will come from. Project your business revenues, costs, and profits.
· Operations: Explain any systems or processes that will be used.
o What facilities will be used?
o What supplies will be needed and where can they be obtained?
o Who will provide the labor and how will it be accessed?
o What are the hours of operation of the business?
STEP 9
INDIVIDUAL PLAN FOR EMPLOYMENT (IPE)
Once your business plan has been approved, an IPE will be developed that outlines the services pertaining to your business.
A completed business plan will assist you and your counselor in developing the IPE. At this time you will also identify closure expectations with your MCB counselor.
Step 10
Case Closure and Follow-Up
A longer period than the required 90 days in employment may be deemed necessary in a case where the employment objective reflects the establishment of a small business or self employment. The time period will be agreed upon between the MCB counselor and the consumer.
The consumer must be earning at least minimum wage at the time of case closure.
Should a small business cease to operate, it is expected that equipment purchased by MCB be returned
Consumer will be responsible for providing itemized, monthly financial reports to the agency until case closure. Reports should include at a minimum, gross monthly sales, income and expenditures.
After the case is closed, the consumer will provide quarterly financial reports to the agency for at least one year.
Post employment services are available if deemed necessary. Please see MCB Policy Manual (IX. Scope of Services, Section P).
Appendix A
Self- Assessment to Determine My Aptitude for Self Employment
1. Describe the business you plan to start. Will you offer a product or service?
2. Is there a realistic need for this business? If so, can you access (get potential customers to know about and use your service) the market?
3. List the reasons you want to go into business for yourself. (Include personal, financial, etc.)
4. How do you expect your business to change your life the first year?
5. Are you willing to work long hours/ weekends if necessary?
6. List your five greatest strengths and weaknesses. How will these strengths and weaknesses affect your business?
7. What type of training do you have in your chosen business?
8. Have you read materials relating to the type of business you will be starting?
9. Do you have any experience in the type of business you’re thinking of starting?
10. List all of the tasks required for this business and who would do these tasks.
11. Do you know what basic skills (such as accounting, computer, working with public) are needed in order to have a successful business? (if so, do you possess those skills?)
12. Explain your managerial or supervisory experience?
13. What experience do you have in a business similar to the one you want to start?
14. What business training have you had?
15. Are you willing to participate in an entrepreneurial workshop/orientation?
16. If you discover you don’t have the basic skills needed for your business, are you willing to delay your plans until you’ve acquired the necessary skills?
17. What are your top five priority business goals?
18. What are your top five personal goals?
19. List what ways your family plans to support your business idea?
20. Are you prepared to lose any savings you might have? Please explain.
21. How will you obtain the necessary financing/capital?
22. How is your personal credit history? If you have credit problems, how do you plan to solve them?
23. What resources, financial and otherwise, do you have that can be used in starting your own business?
24. Who are your competitors and what will you do differently than them?
25. How will you interact with your customers or clientele?
Include any experience you have in this area.
26. If you have a product, who are your suppliers? Are they reliable? Who are your backup suppliers?
27. What are the regulations, governmental permits and restrictions applicable to your business? Please list and explain how you plan to address these needs.
28. If you have a business site, does it have proper zoning?
29. If you do not have a business plan, what help will you need to write your Business Plan?
30. What assistance are you seeking from MCB?
Appendix B
Business Feasibility and Outline
Describe Your Product or Service
What type of business am I planning to start? (service; retail; wholesale; manufacturing; etc.)
What specific products/services will I offer?
Are these products/services already available in the marketplace? If so, how and where? If not, why not?
Will my products/services be different from what is already available? In what way? (e.g., convenience, quality, service, price)
What kinds of equipment or raw materials will I need to run my business or produce my product? How available are these?
Are there other services or products I could offer to increase my lines of business?
Describe your Customer
Without customers, you will not have a business. When it comes to your potential customers, you need to know two things: who they are and how many of them exist in your area.
Describe my customers in detail. (Who are you planning to market your product or service to?)
Why will customers buy my products/services?
Is my product or service seasonal? If so, how will I generate income the remainder of the year?
How often will customers buy my products/services? In what quantity?
How many potential customers are in my market area?
Will I also market to customers via the Internet? If so, what percentage of my business will be Internet based?
Is the population growing or declining in my market area?
Appendix C
Personal Financial Statement
Please complete this Financial Summary. This information will be used in planning your business.
Name: __________________________________________
Social Security Number: ____________________________
Personal and Family Financial Statement
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Assets |
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Liabilities |
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Cash on Hand |
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Credit Cards (Principal, Cash Advances, & Interest) |
|
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Savings Account(s) |
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Medical Bills |
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Checking Accounts |
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Loans (Bank, Personal, Other) |
|
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Savings Bonds |
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· Bank |
|
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Life Insurance (Cash Surrender Value) |
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· Personal |
|
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Other Stocks, Bonds, CD’s, Treasury Bills |
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· Other |
|
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Real Estate (Market Value) |
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Home Mortgage |
|
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Automobile (Blue Book Value) |
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Unpaid Taxes |
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Other Personal Property (Current Value)
|
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Other Liabilities |
|
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(1) Total Assets |
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(2) Total Liabilities |
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|
|
|
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Net Worth (1)-(2) |
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Detail of Personal Obligation
Personal Debt & Loans
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Amount |
Name of Owed |
Company or Credit Card |
Balance |
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Mortgage Debt
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Mortgage Amount Owed |
Date of Mortgage |
Years Remaining |
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Other
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Amount |
Name of Owed |
Company or Credit Card |
Balance |
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Estimate Monthly and Annual Income
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Monthly |
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Annual |
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Salary/Income (including earnings, SSI, SSDI, ADC, SDA, etc) |
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Salary/Income (including earnings, SSI, SSDI, ADC, SDA, etc) |
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Net Investment Income |
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Net Investment Income |
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Real Estate Income |
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Real Estate Income |
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Other Income (from other family members) |
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Other Income (from other family members) |
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Total Monthly Income |
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Total Annual Income |
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Estimated Monthly and Annual Expenses
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Monthly |
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Annual |
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Food |
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Food |
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Telephone |
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Telephone |
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Gas |
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Gas |
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Electricity |
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Electricity |
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Water |
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Water |
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Installment Payments |
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Installment Payments |
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Loan Payments |
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Loan Payments |
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Rent |
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Rent |
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Home Mortgage |
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Home Mortgage |
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Home Repair |
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Home Repair |
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Clothing |
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Clothing |
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Medical Costs |
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Medical Costs |
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· Family |
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· Family |
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· Personal |
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· Personal |
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Car Payments |
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Car Payments |
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Car Repair/Maintenance |
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Car Repair/Maintenance |
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Miscellaneous |
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Miscellaneous |
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Total Monthly Expenses |
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Total Annual Expenses |
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LIST TWO LOCAL CREDIT REFERENCES:
PLEASE FURNISH A COPY OF LAST PERSONAL INCOME TAX RETURN.
IF YOU OWN A BUSINESS, PLEASE FURNISH COPIES OF INCOME STATEMENTS FOR PAST THREE YEARS PLUS A CURRENT FINANCIAL STATEMENT FOR THE BUSINESS.
I DECLARE THE ABOVE INFORMATION TO BE AN ACCURATE REFLECTION OF MY ASSETS, LIABILITIES AND EXPENSES.
Signature: ______________________________________
Date: _________________
(The participant must receive a signed copy of this form and a signed copy must be retained in the case record.)
Appendix D
IDENTIFY YOUR ESTIMATED START-UP EXPENSES
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Balance Sheet Items |
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Profit & Loss Statement Items |
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Land |
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Licenses and Permits |
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Building |
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Legal and Accounting Fees |
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Furniture & Fixtures |
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Other Professional Fees |
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Counters, display stands, shelves, tables |
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Advertising for Opening, etc. |
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Window display fixtures |
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Promotions (door prizes, etc.) |
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Storage shelves and cabinets |
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Printing |
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Outdoor signage |
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Other (specify) |
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Autos |
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Machinery & Equipment |
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Cash register |
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Computer |
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Tools |
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Machines |
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Other (specify) |
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Starting Inventory, Merchandise |
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Starting Inventory, Raw Materials |
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Starting Inventory, Supplies |
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Decorating & Remodeling |
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Installation of Fixtures and Equipment |
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Deposits (utilities, lease, etc.) |
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SUBTOTAL |
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SUBTOTAL |
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TOTAL START-UP COSTS |
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MICHIGAN COMMISSION FOR THE BLIND
SMALL BUSINESS, SELF EMPLOYMENT
Please let your counselor know immediately if you need help reading this form, or if there is any part of it that you don’t understand.
Why I Should Read and Sign This Letter of Understanding:
I have expressed an interest to my counselor in exploring self employment (launching or improving my own business) as a vocational option.
This form explains: 1) what will be expected of me during the process, 2) what I can expect from The Michigan Commission for the Blind MCB, and 3) the nature of the process I will go through to explore self employment, and possibly develop and start a business. I will be asked to sign this document to indicate that I have reviewed and understand this information.
I. What Process Will I Lead, Take Part In?
1. If my Counselor and I agree to explore self-employment as a vocational option then we may meet with a Small Business consultant, or service to discuss my business idea. This exploration may encompass: marketing, organization, financial factors, accommodations, resources, and industry knowledge which are relevant to my business idea.
2. The Business Consultant will then submit a written report to my counselor. This report will include: recommendations regarding the specific business development process, my business needs, necessary supports, business technical, consulting services (such as legal, accounting, market research, general business planning, and capital acquisition) necessary to develop and launch the business, and the costs for those goods and services.
3. If the Individual Business Consultant recommendation and plans for continued Small Business/Self Employment support meet Counselor/Consumer approval, I will sign a Small Business INDIVIDUAL PLAN FOR EMPLOYMENT with my Counselor and then proceed with the Business Consultant assistance to complete a Small Business Plan that will be used to support a request for MCB funding.
The consulting process itself generally follows four-stages:
· Intake and Assessment: Orientation; consultation; evaluation of my business idea, capital, credit situation, relevant experience, education and training.
· Business plan development: Provision of technical services in areas such as general business planning, marketing and operational strategy building, establishing record-keeping systems, determining the proper legal form for the business, acquisition of capital.
· Capitalization, launch: Final assessment of business plan, personal credit and capital, sources of debt and, or equity capital.
· Post-launch Monitoring: Assessment of operating results; need for additional capital.
II. What is Expected of Me
Achieving successful and profitable self-employment tends to be challenging and difficult. My MCB counselor’s ability and willingness to allow me to sign an Individual Plan for Employment (IPE) for self employment depends in part on my willingness to make the following commitments:
Please initial each statement to indicate that you understand what is expected of you.
____ I understand that this form, signed by me and verifying that I understand the following information, will become part of my Individual Plan for Employment (IPE).
____ I agree to share accurate, complete, and timely financial and other operating information with counselors and consultants, both during the development process, after launch, and for a minimum of one year after case closure.
____ I agree to learn about and follow all relevant business laws, such as those pertaining to hiring, employment, using independent contractors, licensing, tax withholding and remitting, insurance, and zoning.
____ I will obtain and present my MCB Counselor with a current copy of my personal credit report from one of the three credit reporting agencies. These reports should be obtained within 90 days of signing this document.
____ I understand that becoming and remaining successfully self-employed presumes that I am capable of, and willing to, participate in the business planning process, including doing necessary research, communicating with prospective suppliers, industry partners/consumers and working closely with consultants.
_____ I understand that the financial stability of the business is dependent upon using profits to continually bolster the initial investment. MCB presumes that I am capable and willing to continue to run the business without financial or other help from MCB within a reasonable time as outlined in Business Plan.
____ I agree to complete a record keeping exercise so that I understand how to keep basic business records and, to establish a practice of reporting my business operating results to my counselor.
III. What I Can Expect from MCB
MCB respects my right to explore self-employment as a vocational option. I understand, however, that:
____ I have no legal right to be given a “turn-key” business, but that MCB may be willing and able to provide consulting help and a modest level of financial support for me to develop and launch my own. MCB has only limited financial and human resources to help me. These funds will ultimately be available to me only if our team (me the Consumer, my Counselor, Consultants, and other Support Persons) agree throughout the process that I continue to have a reasonable chance to successfully develop, launch, and operate the business.
____ There are generally NO other sources of money for individuals seeking to start a business beyond what MCB may be able to provide to me in support. Banks, for example, often do not consider loans for start-up businesses unless the owner has significant personal savings and, or assets to use as start-up capital or collateral, a clean credit history, and a viable business plan. With few exceptions, grants from governments, foundation’s, or corporations are made only to not-for-profit organizations that are well established, provide a significant social benefit to a large number of people, and “match” some percentage of the grant with money or other valuable resources.
____ If I know of a local grant that is new, or that MCB or its consultants may have overlooked, they will gladly help me to learn more about it and see if I qualify.
One possible exception to the lack of grant capital is the Plan for Achieving Self-Support (PASS), a federal government program that may be available to qualifying individuals receiving Social Security Disability Income (SSDI) benefits, or in some cases Social Supplemental Income (SSI) benefits. My counselor or consultant will also help me learn whether I am eligible for this plan and, if I am, determine whether it makes sense to apply for one in light of my personal financial situation and business planning requirements.
____ I understand that taking on long-term contracts or other commitment: business location rents, vehicle and other leases, contracts for telephone service, directory listings, insurance policies, can be a major financial risk to me if the business is not as profitable as hoped. Because MCB resources are limited, and the agency will not take over contractual payments, or cancellation fees associated with broken contracts. If the business is not as successful as planned, I will be strongly encouraged to avoid these sorts of expenses where possible. When these types of financial commitments are determined to be critical, and fit into a larger plan for success, MCB will likely make only a minimum or limited contribution (a first quarter’s payment on an annual insurance policy premium or a lease agreement on a building or space, for example), on the assumption that the business will quickly be profitable enough to allow me to continue to make my own contract payments after that initial period.
____ I understand that MCB will not reimburse me for “out of pocket” purchases of goods or services for any purpose without an authorization from my counselor, who is prohibited by policy from paying for such purchases “after the fact.”
Comments:
By signing this agreement I have reviewed, understand, and agree to abide by all terms and conditions here in.
Consumer Signature: _____________________________Date: __________
Counselor’s Signature: ____________________________ Date: _________
Alliance of
Independent Store Owners & Professionals (AISOP) (nonprofit)
33 South Sixth Street, Suite
4040
Minneapolis, MN 55402
Phone: (612) 340-9855
American
Management Association
1601 Broadway
New York, NY 10019
Phone: (212) 586-8100
www.amanet.org
Ann
Arbor Center for Independent Living MicroEnterprise
Works
2568 Packard Road
Ann Arbor, MI 48104
Phone: (734) 971-0277
Website: http://www.annarborcil.org/offices/microenterpriseworks/
The AACIL MicroEnterprise Works is a program that helps people with disabilities
who are considering starting a small business. The program helps people
evaluate their business ideas and whether they are personally ready to start a
small business or be self-employed. If a business idea looks promising, this
program can assist the client in preparing the business plan and financial
analysis necessary to receive financial support and start the business.
Association
of Collegiate Entrepreneurs (ACE)
Wichita State University
Box 40A
Wichita, KS 67206
Better
Business Bureau, Grand Rapids
& Southfield
Carmel Weems
Phone: (248) 644-9100
Phone: (800) 684-3222
Central Michigan
University , LaBelle Entrepreneurial Center
ABSC 164
Mt. Pleasant, MI 48859
Phone: (989) 774-3515
Fax: (989) 774-7992
E-mail: Charles.Fitzpatrick@cmich.edu
Detroit Score
Chapter 18
477 Michigan
Avenue ,
Room 515
Detroit , MI 48826
Phone: (313) 226-7947
Website: http://detroit.score.org
SCORE provides no-cost business counseling and advice. For more than
40 years, SCORE retired professionals have volunteered to help new generations
of business owners and managers take their business further - and make their
dreams come true - when starting or growing their business.
Employee Benefit Research Institute
2121 K Street, NW, Suite 600
Washington, DC 20037-1896
Phone: (202) 659-0670
www.ebri.org
Environmental
Protection Agency (EPA)
Ariel Rios Building
1200 Pennsylvania Ave., NW
Washington, D.C. 20460
Phone: (800) 368-5888
www.epa.gov
International Council
for Small Business
www.icsb.org
International
Franchise Association
1501 K Street NW, Suite 350
Washington, D.C. 20005
Phone: (202) 628-8000
www.franchise.org
Michigan Association
of Business Executives with Disabilities (MABED)
3225 W. St. Joseph
Lansing, MI 48917
Phone: (517) 327-9207
Fax: (517) 321-0495
Michigan
Economic Development Corporation (MEDC) - Smart Labor Force
Michigan Economic Development
Corporation
Michigan Department of Labor & Economic Growth
300 N. Washington Square
Lansing, MI 48913
Phone: (517) 373-9808
http://www.michiganadvantage.org/Resources-for-Entrepreneurs/
Michigan
Small Business Development Centers
Contact: Dave Gillis
Region I (Upper Peninsula)
2415 14th Avenue, South
Escanaba, MI 49829
Phone: (906) 786-9234
Michigan Only: (800) 562-9828
E-mail: 1ststep@chartermi.net
Website: www.cuppad.org/firststep.php
Michigan Statewide
Minority Business Center
Minority Business Development Agency
U.S. Department of Commerce
Phone: (313) 259-5400
Website: www.mbda.gov
(not a funding source)
National
Association for the Self-Employed (NASE) (nonprofit)
P.O. Box 612067
DFW Airport, Dallas, TX 75261-2067
Phone: (800) 232-6273
Website: www.nase.org
National
Association of Manufacturers ( NAM ) (nonprofit)
1331 Pennsylvania Avenue, NW
Suite 600
Washington, D.C. 20004-1790
Phone: (202) 637-3000 or (800) 814-8468
Website: www.nam.org
National
Federation of Independent Business (NFIB)
53 Century Boulevard, Suite 250
Nashville, TN 37214
Phone: (800) 634-2669
Website: www.nfib.com
Northern
Initiatives (NI)
Marquette, MI
Phone: (906) 228-5571
Website: www.niupnorth.org
NI provides business counseling, consultation and a variety of programs and
seminars geared toward business start-up and business maintenance.
Contact NI regarding details about services and cost.
Office
of International Trade, SBA
Phone: (202) 205-6720
Website: www.sba.gov/international
Office
of Minority Enterprise Development
Phone: (202) 205-6410
Website: www.sba.gov/8abd
Office
of Rural Affairs & Economic Development
Phone: (202) 205-6485
Office
of Women's Business Ownership (OWBO)
Phone: (202) 205-6673
Website: http://archive.sba.gov/aboutsba/sbaprograms/onlinewbc/index.html
One
Stop Capital Shop (OSCS)
Detroit, MI
Phone: (313) 965-1100
OSCS is Detroit's Empowerment Zone's major economic development program for
small businesses. It offers comprehensive business information and a full
range of business services. Contact OSCS regarding details.
SBA
Michigan District Office
Detroit District Office
477 Michigan Avenue
Suite 515, McNamara Building
Detroit, Michigan 48226
(313) 226-6075
Website: http://www.sba.gov/localresources/district/mi/index.html
SBA--Starting
Your Business
Website: www.sba.gov/smallbusinessplanner/index.html
Small
Business Association of Michigan (SBAM)
222 North Washington Square, Suite
100
Lansing,
MI 48901-6158
Phone: (888) 438-7226 or (800) 362-5461
E-mail: www.sbam.org
Small Business Development Centers , SBA
Sponsored by the Small Business
Administration, with sites located in 23 states.
MI-SBTDC State Headquarters
Grand Valley State University
Seidman College of Business
510 W. Fulton Street
Grand Rapids, MI 49504
Phone: (616) 331-7480
Fax: (616) 331-7485
Email: sbtdchq@gvsu.edu
Michigan Website: http://misbtdc.org/
Social
Security Administration
Contact: Karen Larsen (616)
381-2590
E-mail: Karen.Larsen@ssa.gov
SSA provides program information for small business and business start-up.
U.S. Small
Business Administration (SBA)
409 Third Street, SW
Washington,
D.C. 20416
Phone: (800) 827-5722
Website: www.sba.gov
U.S. Small
Business Administration (SBA) Office of Advocacy
Phone: (202) 205-6533
U.S. Chamber of
Commerce (nonprofit)
1615 H Street, NW
Washington, DC 20062
Phone: (202) 659-6000
www.uschamber.com
U.S. Department
of Commerce
Hubert C. Hoover Bldg.
1401 Constitution Avenue NW
Washington, D.C. 20230
Phone: (202) 482-2000
Website: www.commerce.gov
University Of
Montana Rural Institute: Center for Excellence in Disability Education,
Research, and Service
52 Corbin Hall
Missoula, MT 59812
(406)-243-5467 Voice/TTY
(406)-243-4730 Fax
(800)-732-0323 Voice/TTY Toll-Free
www.ruralinstitute.umt.edu
Daedra
A. Von Mike McGhee
2320 LaSalle Gardens North
Detroit, MI 48206
(313) 894-2822
Daedraami1@att.net
FINANCING
Lansing Community Microenterprise Fund
Contact: Denise Peek
Phone: (517) 483-4051
316 N. Capitol Ave
Lansing, MI 48933
Website: www.lansingmicrofund.org
Ann Arbor Center for Independent Living
2568 Packard Road
Ann
Arbor, MI 48104
Phone:
(734) 971-0277
Rick Weir, Ext. 26
Marcia Crocetto, Ext. 48
Michigan Economic Development Corporation (MEDC) Small Business Department
Traverse City Office--John Bailey, (517) 335-1828 or (616) 941-4590
Lansing Office--Donna Wegryn, (517) 373-7485; Greg Wallace, (517) 373-8431 or 1-888-522-0103
The Small Business Department has an ongoing relationship with a variety of small business associations, organizations, corporations, chambers of commerce, and programs that provide services to small business owners, minority business owners, women business owners, and business owners with disabilities.
MENTORING SERVICES BY BUSINESS OWNERS WITH DISABILITIES
Personal Ability
Marcia Boehm
Oak Park, MI
Phone: (810) 828-3121
Small Business Administration
Detroit District Office
477 Michigan Avenue
Suite 515, McNamara Building
Detroit, Michigan 48226
(313) 226-6075
Website: http://www.sba.gov/localresources/district/mi/index.html
E-mail: cathern.gase@sba.gov or leslie.gierke@sba.gov
SBA provides an array of business services and contacts which include: women business centers, pre-loan consultation, business start-up loan information and types, preferred lenders list, Pre-Qualification Loan Program, micro loan information, business start-up information, and business finance consultation.
Farm Service Agency (formerly the Farmers Home Administration)
U.S. Department of Agriculture
Washington, D.C. 20250
Website: www.fsa.usda.gov
VIDEOS & BOOKS
American Foundation for the Blind Press
P.O. Box 1020
Sewickley, PA 15143-1020
Telephone:
(800) 232-3044 or (412) 741-1398
E-mail: afborder@abdintl.com
Website: www.afb.org/store
Business Owners Who Are Blind or Visually Impaired, by Deborah Kendrick
Website: http://www.afb.org/store
Give 'em the Pickle, by Robert E. Farrell
Website: www.giveemthepickle.com
Journal of Small Business Management, Bureau of Business Research
Website: www.blackwellpublishing.com/journal.asp?ref=0047-2778&site=1
Looking to Learn: Promoting Literacy for Students with Low Vision, by Frances Mary D'Andrea & Carol Farrenkopf
Website: www.afb.org/store
The Law (in Plain English) for Small Businesses, by Leonard D. DuBoff
Allworth Press
10 East 23rd Street
New
York, NY 10010
212-777-8395
or 800-491-2808
Website: www.allworth.com
BUSINESS OPPORTUNITY SOURCES
Best of the Web—Information on Franchising
Website: http://botw.org/top/Business/Business_to_Business/Business_Opportunities/Franchising
Entrepreneur Magazine
Website: http://www.entrepreneur.com/bizopportunities/index.html
Small Business Sourcebook
Thomson Gale
P.O. Box 9187
Farmington Hills, MI 48333-9187
Phone: 1-800-877-GALE (Monday-Friday, 8:00 a.m. to 5 p.m. EST)
Fax: 1-800-414-5043
E-mail: gale.galeord@thomson.com
Website: http://www.gale.cengage.com/
Self Employment: Steps for Vocational Rehabilitation Counselors: Helping a Consumer Start a Business, by Arnold, N. et. al. 2003.
Research and Training Center on Disability in Rural Communities
The University of Montana Rural Institute
Website: http://selfemploymenttraining.ruralinstitute.umt.edu/TOC.htm
The Business Planning Guide, by David H. Bangs and William R. Osgood
Upstart Publishing Company
Dearborn Financial Publishing, Inc.
30 South Wacker Drive, Ste. 2500
Chicago, IL 60606
Phone: (312) 836-4400
Phone: (800) 621-9621, Ext. 3270
How to Prepare and Present a Business Plan, by Joseph Mancuso
Center for Entrepreneurial Management
457 Washington Street
New York, NY 10014
Phone: (212) 633-0060
REFERENCE BOOKS
Unlikely Entrepreneurs, A Business Start-Up Guide for People with Disabilities and Chronic Health Conditions, by Roseanne Herzog, North Peak Publishing, 2000, ISBN 096648620X.
Self-Employment: From Dream to Reality! An interactive workbook for starting your small business, by Linda D. Gilkerson & Theresia M. Paauwe, JIST Works, 1998, ISBN 1563704439.
Institute on Rehabilitation Issues 1998 -- People with Disabilities Developing Self-Employment and Small Business Opportunities
Copies of this document may be obtained from:
Region VI Rehabilitation Continuing Education Program
P.O. Box 1358
Hot Springs, AK 71902
Telephone: 501-623-7700
Fax: 501-624-6250
Online order form: http://www.rcep6.org/iri/books/24th%20IRI.pdf
MCB Training Center Guidelines (May 12, 2006)
Guidelines: These guidelines have been created to help insure your stay at the Center is as productive and pleasant as possible.
1. With the exception of the dorm areas and apartments, the MCBTC is a public environment. Student activities and dress should be consistent with those that are appropriate for public education settings.
2. All visitors shall leave the premises by 10:00 p.m. or as requested by Center staff.
3. Be respectful of the privacy rights of each individual and be aware that, in the evenings, others may be trying to sleep.
4. Students are required to have the appropriate white cane or dog guide in their possession, and are expected to utilize these tools to the fullest extent possible at all times within the Center and while out on activities. The only exception shall be while students are in their dorm room or apartment.
5. Students are responsible for their own safety concerning travel around and away from the Center. Training will be provided to assist students in becoming safer, more proficient travelers. If students require assistance, it is their responsibility to request assistance from their Center counselor.
6. Electronic items, including dorm size refrigerators, are permitted in dorm rooms. Students who would like to cook can make arrangements with staff to use the training kitchen. The snack area at the back of the cafeteria is equipped with a small refrigerator, microwave, ice, etc. for use by students. This area is to be maintained by students. Students are responsible to clean up after themselves. Training will be provided to assist students in alternative cleaning and cooking techniques.
7. Students may personalize their rooms by placing decorative items on the hangers provided on dorm room walls.
8. Students are responsible for the items they have at the center. If items are lost or stolen while at the training center, MCBTC shall not reimburse students or replace the items. When students conclude their program, they are responsible for removing all personal possessions from MCBTC. Items not removed after 30 days will be donated to charitable organizations.
9. For health, safety and training purposes, scheduled room checks shall take place weekly in the presence of the student.
10. Students are welcome to bring cell phones to MCBTC; however, cell phones shall not be used while students are in class or participating in meetings.
11. It is the program goal to have students take responsibility for initiating assistance concerning their medical needs. Training will be provided to assist students in developing these skills. Students should bring and acquire their own prescription and over-the-counter medications.
Additional Guidelines for Students who have a Legal Guardian
Please note that the guidelines listed below pertain only to minor students or to other students who have a legal guardian:
12. Only immediate family members, legal guardian, appropriate staff, and/or assigned roommates are permitted in the student’s dorm room.
13. Only immediate family members, legal guardian, and/or appropriate staff are permitted in the apartment unless otherwise authorized by training center staff.
Thank you for your interest in attending the Michigan Commission for the Blind Training Center. We value activities that include, empower and enable individuals to make their own choices – and we are glad that you chose the Michigan Commission for the Blind Training Center. We look forward to welcoming you to the facility and trust that your time with us will be satisfying and productive.
Signature:
I have read and understand these policies and guidelines of the Michigan Commission for the Blind Training Center and agree to abide by them while participating in the Center program. I further understand that failure to follow these policies and guidelines may result in the termination of my program or implementation of the administrative review process. In the event that my program is terminated administratively, I understand that it may be necessary to reapply for the MCBTC program and that certain conditions agreed to by the Center director, the Center counselor, the home counselor, and me must be met before I can return to the program. I further understand that, if my program is terminated, a minimum absence of 60 days shall be required, depending on circumstances.
Student Name (please print):
Student Signature:
Date Signed by Student:
Parent/Guardian Name:
Parent/Guardian Signature:
Date Signed by Parent/Guardian:
MCB Representative Name:
MCB Representative Signature:
Date Signed by MCB Representative:
MICHIGAN COMMISSION FOR THE BLIND TRAINING CENTER
BUSINESS ENTERPRISE TRAINING PROGRAM
ROOM & BOARD GUIDELINES
FOR TRAINEES AND OTHER BOARDERS
(added to MCB Policy Manual September 17, 2007)
The Michigan Commission for the Blind (MCB) is the State Licensing Agency for the Business Enterprise Program (BEP) in Michigan. As a part of its preparatory requirement for future BEP operators, the MCB sponsors a nine-week training program. This course is taught by a dedicated team of qualified trainers, and is housed at the MCB Training Center (MCBTC). Those participating in this training course are required to live at the MCBTC, without charge, during the entire length of the Training class. Exceptions will be made only when special circumstances warrant, and with the express permission of the Program Manager.
BEP trainees living at the training center will enjoy many of the privileges and services that are available to students who are participating in Center adjustment, assessment and/or evaluation programs. As they enter the BEP class however, trainees begin the final phase of preparation for becoming independent business operators. They have previously completed all of the skill training, educational course work and other prerequisites, in order to reach this final step. Having mastered the skills of blindness, trainees are expected to live in the Center’s dormitory much as they might on a college campus, accepting responsibilities beyond those of the student participating in traditional Center programs.
In addition to the MCBTC policies and guidelines, the following is a list of rules and procedures that will apply to BEP trainees living at the Training center.
1. Monday through Friday, Trainees may enjoy three meals a day in the MCBTC cafeteria.
2. Trainees may eat in the cafeteria for Weekend continental breakfast and Sunday evening meals.
3. Saturday’s lunch and dinner must be purchased independently by trainees.
4. Sunday’s lunch will be provided by reimbursement, up to $ 7.25. Trainees must purchase food for this meal and turn in a valid receipt to receive reimbursement. Valid receipts must be dated in the time period between Saturday, from midnight forward and Sunday at 5:00 p.m. Only food items should appear on the receipt being submitted. All food items will qualify, including but not limited to: grocery items, restaurants, fast food items and their delivery.
5. Trainees will be supplied with 6 bus tokens per week, to be used at their discretion for transportation needs throughout the week. Tokens will be handed out through the support services office and will be available every Monday.
6. The MCBTC recreational director provides Center students with twice weekly shopping excursions, Saturday evening dinner at an area restaurant and opportunities to go off-site for Saturday lunch. Trainees wishing to take advantage of Center transportation to any of these venues may make arrangements with the Recreation director in advance and transportation will be provided only when space is available.
7. State law prohibits anyone who has consumed alcohol from riding in a state vehicle. Therefore, trainees who consume alcohol while on an excursion away from the facility must make alternative transportation arrangements even if they have previously planned to return to the dormitory using Center transportation.
8. A room deposit of $25.00 will be paid by each Trainee. This deposit must be received prior to the beginning of the BEP training class, and not later than 5:00 p.m. on the day of the first class orientation session.
9. The $25.00 deposit will be returned at the conclusion of the class, to all trainees who leave their rooms clean and in good order, as determined by support services staff.
10. No alcohol, drugs or controlled substances are permitted inside the MCBTC building or anywhere on the grounds. Violation of this rule will result in immediate dismissal from the BEP training class.
11. Trainees using their own computers may access the internet only in accordance with the “Acceptable Use Agreement”. Anyone wishing to access the internet with their own computer may obtain an accessible copy of this Agreement from support services, and must sign, date and return it to support services before commencing internet use.
12. Trainees may access all areas, facilities, and equipment at the MCBTC, in accordance with the Center’s standard policies and procedures.