RSA Delivery of Services Study
Study of the Delivery of Services under the State Vocational Rehabilitation Grants Program
1820-New APPENDIX A_INSTRUMENT_rev_3_7_13
Study of the Delivery of Services under the State Vocational Rehabilitation Grants Program
OMB: 1820-0696
APPENDIX A
QUESTIONNAIRE
On-line Survey of
State Vocational Rehabilitation (VR) Agencies
on the Delivery of Services through the VR Grants Program
To enter the Survey of State VR Agencies on the Delivery of Services through the VR Grants Program, please type your Login and Password in the boxes below, then click Login. The next page will be the first page of the survey you are requested to complete.
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US Department of Education
Rehabilitation Services Administration
OMB # 1820-xxxx
Expiration Date: xx-xx-xxxx
This survey is designed to be completed by the person(s) most knowledgeable about the delivery of state VR services, including knowledge of your agency’s policies and practices in providing VR services to individuals with disabilities.
Public Burden Statement:
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. Public reporting burden for this collection of information is estimated to average 90 hours per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The obligation to respond to this collection is voluntary (Section 14(a) of the Rehabilitation Act (P.L. 93-112; P.L. 105-220). Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Education, 400 Maryland Ave., SW, Washington, DC 20210-4537 or email [email protected] and reference the OMB Control Number 1820-XXXX. Note: Please do not return the completed Study of the Delivery of Services under the State Vocational Rehabilitation Grants Program to this address.
On-line Survey of State VR Agencies on the Delivery of Services
through the VR Grants Program
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Instructions
The frame of reference for the survey is October 2011 through September 2012, Federal Fiscal Year (FFY) 2012. When asked to provide numbers, amounts, or percentages, please provide values as of September 30, 2012, unless otherwise specified.
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VR Agency: Date: _____ / _____ / _______
(DD/MM/YYYY)
Completed by: Title:
Completed by: Title:
Completed by: Title:
I. AGENCY STRUCTURE AND STAFF
1. Please indicate the number of local VR offices operated by the VR agency on September 30, 2012 through which you delivered services:
_______
2. On September 30, 2012, how many of your agencies counselors had a general caseload, a specialized caseload, or a mixed caseload of general and specialized cases? What was the average caseload size for each type of caseload? Please use the table below to provide your response.
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Type of caseload
Number of counselors
Average caseload
General caseload
Specialty caseload
Mixed caseload of general and specialty
3. How much money was available in FFY 2012 per counselor to serve any client and/or purchase any service?
$_______
_______ Agency does not designate amounts per counselor
4. Is the VR agency currently facing any of the following limitations on its operations?
Yes [CHECK ALL THAT APPLY]
State-level hiring freeze
State unable to provide matching funding
Budget cuts to other agencies reduce ability to obtain match through agreements
Implementation of legislation to merge agency
Implementation of legislation to split combined agency
Designated state agency (DSA) making changes that weaken designated state unit (DSU)
Other (specify)
No
5. What, if any, particular actions has the agency taken in the past year to address recruitment and retention of VR agency staff? (CHECK ALL THAT APPLY)
Strengthened relationship with University programs
Increased amount of staff training
Revised CSPD standards and/or goals
Expanded authority and autonomy of field staff
Revised pay scales
Other (specify)
Comprehensive Residential Rehabilitation Center
6. Did the VR agency operate a comprehensive residential rehabilitation center (i.e., a residential facility that provides a wide array of rehabilitation services to individuals with all types of disabilities) in FFY 2012?
Yes
No [SKIP TO ITEM 7]
6a. Please indicate the number of FTE staff positions at the center on September 30, 2012:
_______
6b. Please indicate the total amount of funds used to support the center in FFY 2012:
$_______
6c. Please indicate the total number of individuals who completed services at comprehensive residential rehabilitation center in FFY 2012:
_______
Orientation and Training Centers
7. Did the VR agency operate any orientation and training centers (OTCs) for blind persons in FFY 2012?
Yes
No [SKIP TO ITEM 8]
7a. Please indicate the number of OTCs the VR agency operated on September 30, 2012:
_______
7b. Please indicate the number of FTE staff positions at the OTCs on September 30, 2012:
_______
7c. Please indicate the total amount of funds used to support the OTCs in FFY 2012:
$_______
7d. Please indicate the total number of individuals who completed services at OTCs for blind persons in FFY 2012?
_______
Centers for Deaf or Hard of Hearing
8. Did the VR agency operate any specialized (or state run) centers for services for individuals who are deaf or hard of hearing in FFY 2012?
Yes
No [SKIP TO ITEM 9]
8a. Please indicate the number of centers for the deaf or hard of hearing the VR agency operated on September 30, 2012:
_______
8b. Please indicate the number of FTE staff positions at the center(s) for the deaf and hard of hearing on September 30, 2012:
_______
8c. Please indicate the total amount of funds used to support the center(s) for the deaf and hard of hearing in FFY 2012:
$_______
8d. Please indicate the total number of individuals who completed services at centers for individuals who are deaf or hard of hearing in FFY 2012?
_______
Other Centers
9. Did the VR agency operate any other centers through which it delivered centralized services (e.g., vocational evaluation, assistive technology) in FFY 2012?
Yes
No [SKIP TO ITEM 10]
9a. Please indicate the number of other service centers the VR agency operated on September 30, 2012 and the type(s) of centralized service(s) they delivered:
# _______
Type(s) of service(s)
9b. Please indicate the number of FTE staff positions at these other service centers on September 30, 2012:
_______
9c. Please indicate the total amount of funds used to support these other service centers in FFY 2012:
$_______
9d. Please indicate the total number of individuals who completed services at these other centers in FFY 2012?
_______
Order of Selection
10. Is the VR agency currently operating under an order of selection (OOS) regardless of having wait list categories open or closed?
Not operating under OOS [SKIP TO ITEM 11]
Yes
10a. What factors does the VR agency consider in opening a wait listed category? [CHECK ALL THAT APPLY]
Sufficient number of staff
Federal funding
State matching funds
Forecasts of the number of individuals to be served
Current caseload size
Other (specify)
Vendors in General (All Providers of Purchased Services)
11. Approximately how many vendors did business with the VR agency in FFY 2012?
_______ (number of vendors)
12. How would you characterize the supply of VR vendors in the state in FFY 2012 with regard to types of services they provide?
Adequate to meet the needs of individuals for all types of services
Adequate to meet the needs of individuals for most types of services
Adequate to meet the needs of individuals for only a few types of services
Inadequate to meet the needs of individuals for any types of services
13. How would you characterize the supply of vendors in the state in FFY 2012 geographically?
Adequate to meet the needs of individuals in all areas of the state
Adequate to meet the needs of individuals in only high population density areas of the state
Inadequate to meet the needs of individuals in any areas of the state
14. How did the VR agency ensure reasonable costs for purchased services in FFY 2012? [CHECK ALL THAT APPLY]
Agency did not purchase services [SKIP TO ITEM 20]
Use competitive bid process
Use performance-based contracting
Monitor service providers
Require certification (e.g., CARF)
Establish service cost list
Other (specify)
15. To what extent did the VR agency use performance-based contracts for client services in FFY 2012 in which vendors are paid only after individuals achieve certain milestones?
VR agency did not use performance-based contracts at all
VR agency used performance-based contracts only with vendors of specific services (specify services)
VR agency used performance-based contracts with all vendors
16. What were the VR agency’s sources of information in FFY 2012 on the costs and performance of specific vendors? [CHECK ALL THAT APPLY]
Formal on-site monitoring on an annual or more frequent basis
Formal on-site monitoring less often than annually
Written reports from agency vendors
Vendor invoices
Counselor assessment
Purchasing technician assessment
Client assessment/satisfaction
Other (specify)
17. Did the VR agency’s data system provide counselors with access to information on the quality and performance of specific vendors in FFY 2012?
Yes
No
18. Did the VR agency’s data system provide counselors with access to information on the costs of specific services of vendors in FFY 2012?
Yes
No
19. What is the greatest challenge to improving the quality and availability of vendors?
II. SERVICE DELIVERY APPROACHES
20. Which of the following best characterizes the VR agency’s overall approach to delivering services in FFY 2012?
VR agency delivered a greater number of services directly through agency-employed staff
VR agency purchased most services
An equal amount of services were delivered directly through VR agency-employed staff and purchased
21. In the last five years, has the VR agency changed (i.e., increased or decreased) the number of services delivered directly through agency-employed staff?
Yes, VR agency has increased the number of services provided directly through agency-employed staff
Yes, VR agency has decreased the number of services provided directly through agency employed staff
No, VR agency has not changed the number of services provided directly through agency-employed staff [SKIP TO ITEM 24]
22. Why did the VR agency implement this change in the way it delivers services? [SELECT THE MOST IMPORTANT REASON]
To improve consumer outcomes
To obtain more control over cost of services
To reduce costs
To mitigate agency staffing issues (i.e., recruitment and retention of qualified staff)
To improve availability of vendors
To ensure quality of service delivery
To improve access to services in rural areas
Other (specify)
23. To what extent has this change(s) in the way the VR agency delivers services met the intended purpose of the VR agency?
Great extent
Some extent
Not at all
Too early to know
24. Among the factors listed below, and recognizing that they include consumer, funding, or organizational challenges, please rank the three greatest challenges to improving the delivery of VR services, with 1 being the greatest challenge.
-
Rank
a. Inadequate funding generally
b. Inability to secure full state matching funds
c. Impact of Maintenance of Effort (MOE) on the willingness of the state to match reallotment dollars
d. Lack of transportation
e. Insufficient number of vendors
f. Staff vacancies and/or turnover
g. Order of selection status
h. Lack of extended services funding for individuals in supported employment (SE)
i. State procurement regulations
j. Insufficient interagency coordination at state level
k. Insufficient interagency coordination at local level
l. Limited control over key administrative decisions
m. Other (specify)
25. Please describe what steps, if any, the agency is taking to address these challenges.
VR Counseling Services
26. Did the VR agency operate with specifically assigned “VR Service Delivery Teams” (teams of internal, or internal and external, members for delivery of specific services) in FFY 2012?
Yes (please describe the composition of those teams and the populations they serve)
No
27. Did the VR agency contract with any private entities for counseling services (i.e., persons who perform delegable VR functions) in FFY 2012?
Yes (specify number of private counselors under contract during FFY 2012): _____
No
28. Has the VR agency changed its approach to delivering counseling services in the last five years (e.g., focusing previously generalized counselors, switching to a team approach, or making policy changes, including regarding an order of selection)?
Yes (please describe):
No [SKIP TO ITEM 31]
29. Why did the VR agency implement this change in its approach to delivering counseling services? [SELECT THE MOST IMPORTANT REASON]
To improve consumer outcomes
To obtain more control over costs
To reduce costs
To ensure quality of service delivery
To mitigate agency staffing issues (i.e., recruitment and retention of qualified staff)
To improve information support system for counselors
To improve access to services in rural areas
Other (specify)
30. To what extent has this change in the VR agency’s approach to delivering counseling services met the intended purpose?
Great extent
Some extent
Not at all
Too early to know
31. What is the greatest challenge to improving counseling services?
Other Services
Job Placement
32. How did the VR agency deliver job placement services in FFY 2012? [CHECK ALL THAT APPLY]
VR agency purchased job placement services
VR agency provided job placement services directly through specialists
VR agency provided job placement services directly through VR counselors
Other (specify)
33. How did the VR agency deliver the majority of job placement services in FFY 2012? [CHECK ONLY ONE]
VR agency purchased job placement services
VR agency provided job placement services directly through specialists
VR agency provided job placement services directly through VR counselors
Other (specify)
34. What is the greatest challenge to improving job placement services?
Vocational Evaluation
35. How did the VR agency deliver vocational evaluation services in FFY 2012? [CHECK ALL THAT APPLY]
VR agency purchased vocational evaluation services
Another state agency provided vocational evaluation services
VR agency provided vocational evaluation services directly through vocational evaluators
VR agency provided vocational evaluation services directly through counselor(s) with vocational evaluation skills
VR agency both purchased vocational evaluation services and directly provided the services
Other (specify)
36. What is the greatest challenge to improving vocational evaluation services?
Assistive Technology
37. How did the VR agency deliver assistive technology services in FFY 2012? [CHECK ALL THAT APPLY]
VR agency purchased assistive technology services
VR agency provided assistive technology services directly through specialists
VR agency provided assistive technology services as a comparable benefit from another state or local agency/entity
Other (specify)
38. What is the greatest challenge to improving assistive technology services?
III. TARGET POPULATIONS AND PARTNERSHIPS
Coordination With Education Agencies – Transitional Youth
39. Did any of the VR counselors with general caseloads serve transitional youth in FFY 2012?
Yes
No [SKIP TO ITEM 40]
39a. Approximately what percentage of transitional youth served by the VR agency was served by VR counselors with general caseloads on September 30, 2012?
_______ %
40. Did the VR agency co-locate any VR counselors at secondary or postsecondary schools in FFY 2012?
Yes ____ Number of counselors co-located at schools in FFY 2012
No
41. Did the VR agency employ any individuals at the state level with responsibility for coordinating or managing services to transitional youth in FFY 2012?
Yes _____ Number of FTEs
No [SKIP TO ITEM 43]
42. Please indicate the responsibilities of state-level staff dedicated to coordinating or managing services to transitional youth. [CHECK ALL THAT APPLY]
Training and technical assistance
Consultation with VR counselors
Participation in interagency committees focused on transition
Development of curricula
Outreach to school and other community organizations
Initiating VR IPE services to students while in high school
Other (specify)
43. Is the VR agency considering implementing any changes in the delivery of VR services to transitional youth?
Yes (briefly describe changes the agency is considering):
No
44. What is the greatest challenge to improving services and outcomes for transitional youth?
Coordination With Intellectual and Developmental Disabilities Agencies
45. Did the VR agency have a cooperative agreement or memorandum of understanding (MOU) with the state intellectual or developmental disabilities (IDD) agency in FFY 2012?
Yes
No [SKIP TO ITEM 47]
46. What was the focus of the agreement and/or MOU? [CHECK ALL THAT APPLY]
Cooperation and coordination in referral for VR services
Cooperation and coordination for provision of VR services
Funding and delivery of supported employment services
Funding of extended support services
Other (specify)
47. Is the VR agency considering implementing any changes in the way the agency delivers VR services to individuals with intellectual or developmental disabilities?
Yes (briefly describe changes the agency is considering):
No
48. What is the greatest challenge to improving services and outcomes for individuals with intellectual or developmental disabilities?
Coordination With State and Local Mental Health Agencies
49. Did the VR agency have a cooperative agreement or memorandum of understanding (MOU) with the state agency that administers mental health (MH) services in FFY 2012?
Yes
No [SKIP TO ITEM 51]
50. What was the focus of the agreement or MOU? [CHECK ALL THAT APPLY]
Cooperation and coordination in referral for VR services
Cooperation and coordination for provision of VR services
Funding and delivery of supported employment services
Funding of extended support services
Other (specify)
51. Is the VR agency considering implementing any changes in the way the agency delivers VR services to individuals with mental illness?
Yes (briefly describe changes the agency is considering):
No
52. What is the greatest challenge to improving services and outcomes for individuals with mental illness?
Coordination With Social Security Administration – SSI/SSDI Recipients
53. Did the VR agency have cooperative agreements or memoranda of understanding (MOUs) with state, regional or local offices of the Social Security Administration (SSA) Employment Networks (ENs) in FFY 2012?
Yes (specify the number of such agreements or MOUs): _______
No [SKIP TO ITEM 55]
54. What was the focus of the agreements or MOUs? [CHECK ALL THAT APPLY]
To expedite eligibility determination
To improve the employment rate of SSI/SSDI recipients
To improve the use of work incentives for Social Security disability beneficiaries
Other (specify)
55. Was the VR agency designated as an EN under the SSA’s Ticket to Work program in FFY 2012?
Yes
No
56. How did the VR agency provide benefits counseling services in FFY 2012 to individuals who receive Supplemental Security Income (SSI) or Social Security Disability Insurance (SSDI)?
VR agency did not provide benefits counseling services [SKIP TO ITEM 86]
VR agency provided benefits counseling services directly through agency-employed benefits counselors
VR agency provided benefits counseling services as a comparable benefit through SSA funded WIPA program
VR agency provided benefits counseling services as a comparable benefit through Centers for Independent Living
VR agency purchased benefits counseling services from Community Rehabilitation Programs or individuals
57. In the last five years, has the VR agency changed the manner through which it provides benefits counseling services?
Yes (briefly describe):
No [SKIP TO ITEM 59]
58. To what extent has this change in the manner through which the VR agency provides benefits counseling services led to improved quality of employment outcomes for SSA beneficiaries served by your agency (e.g., competitive employment; working above Substantial Gainful Activity level)?
Great extent
Some extent
Not at all
Too early to know
59. Were benefits counseling services sufficiently available in the state to meet the needs of individuals served by the VR agency in FFY 2012?
Yes
No
60. Is the VR agency considering implementing any changes in the way the agency delivers VR services to individuals receiving SSA benefits?
Yes (briefly describe changes the agency is considering):
No
61. What is the greatest challenge to improving services and outcomes for individuals who are SSI/SSDI recipients?
Coordination With One-Stop Career Centers
62. Did the VR agency have a cooperative agreement or memorandum of understanding (MOU) with the state agency that administers one-stop career centers under the Workforce Investment Act (WIA) in FFY 2012?
Yes
No
63. Did the VR agency have cost sharing agreements in place with the state agency that administers the one-stop career centers in FFY 2012?
Yes
No
64. Did the VR agency co-locate any VR counselors at one-stop career centers in FFY 2012?
Yes
No [SKIP TO ITEM 65]
64a. Please indicate the number of VR counselors who were co-located at one-stop career centers on a full-time basis on September 30, 2012:
_______
64b. Please indicate the number of VR counselors who were co-located at one-stop career centers on a part-time basis on September 30, 2012:
_______
64c. Please indicate the advantages to the VR agency of co-locating VR counselors at one-stop career centers. [CHECK ALL THAT APPLY]
No advantages
Increased number of referrals to VR
Increased employer awareness of VR
Ready access to labor market information
Other (specify)
64d. Please indicate the disadvantages to the VR agency, if any, of co-locating VR counselors at one-stop career centers. [CHECK ALL THAT APPLY]
No disadvantages
Concerns of client confidentiality
Costs
Other (specify)
65. What is the greatest challenge to improving service coordination with the state’s one-stop career centers?
Other Collaborations
66. With which, if any, of the following other agencies/organizations did the VR agency have formal written agreements or memoranda of understanding (MOUs) to collaborate in serving individuals with disabilities in FFY 2012? For each agency, please briefly describe the focus of the collaboration.
State Office for Department of Veterans Affairs (describe):
Public Housing Authority (describe):
State Department of Corrections/Juvenile Justice (describe):
Temporary Assistance for Needy Families (TANF) (describe):
Child Protective Services (describe):
American Indian VR Services Program (Section 121 program) (describe):
American Indian Tribe or Nation (describe):
State Employment Service Agency (describe):
State council or foundation on head and/or spinal injury (describe):
Independent Living Center:
Other agency (please specify):
67. What is the greatest challenge to improving collaboration with other state and local agencies?
IV. FISCAL AND PROGRAM PLANNING
68. How often does VR agency program staff meet with agency fiscal staff for financial planning purposes? (CHECK ONLY ONE)
___ at least weekly
___ at least monthly
___ at least quarterly
___ at least semi-annually
___ at least annually
___ Not Applicable
69. How often does VR agency program staff meet with agency fiscal staff for reconciling VR program reporting and VR fiscal reporting? (CHECK ONLY ONE)
___ at least weekly
___ at least monthly
___ at least quarterly
___ at least semi-annually
___ at least annually
___ Not Applicable
70. Is the VR agency’s case management system used to track costs?
Cost per client ___ Yes ___ No
Cost per service category ___ Yes ___ No
Vendor costs ___ Yes ___ No
END OF SURVEY
Thank you for participation and completion of the survey.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | Frank Bennici |
| File Modified | 0000-00-00 |
| File Created | 2021-01-29 |
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