Job Preparation, Development, Hire, and Retention

About

Job Preparation, Development, Hire, and Retention Services are a comprehensive set of services to assist DVR consumers in their efforts to plan for, seek, obtain, and maintain employment. Three services are included in this statewide service category.

Consumer Engagement and Relationships

It is important for the consumer, the provider staff, and DVR to establish a productive working relationship to make forward progress. Included in DVR reporting, please identify and update, as needed, an expected contact standard. The provider and consumer should discuss and agree to how often, the length of meetings, type of meeting (in person, remote meeting) and where they will meet to promote progress. The consumer and providers should also agree to how to communicate changes to scheduled meetings. If a consumer is disengaged for more than a month, or there are critical issues impacting progress during authorized services, please reach out to notify DVR directly via phone or email. Please also share the Roles and Responsibilities with consumers, which may be helpful in describing expectations.

Providers should monitor progress and adhere to the timeframes for delivery of individual services identified in the table below.

Service Details

Job Preparation and Development Plan

An acceptable Job Preparation and Development Plan will have the following components attached, unless specified otherwise:

• Sample job application
• Resume
• Cover letter
• List of references
• Job Center of Wisconsin registration and verification of uploaded resume (service provider must describe the assistance they provided with this task)
• Interview preparation, including materials and logistics
• Employment eligibility verification (I-9) and tax forms

The employment goal and barriers to employment should already be identified in information provided by DVR from the comprehensive assessment and other formal assessments.

As a best practice, DVR staff are encouraged at the point of referral to hold a meeting or have phone or virtual communications with the provider and consumer for introductions and to review existing information, coordinate job preparation and development plan activities, and schedule dates for future meetings.

A final meeting with the service provider, consumer, and DVR (phone, virtually, or in-person) is required to review the completed Job Preparation and Development Plan and attachments. All parties must agree to the plan before proceeding with other job development services. A 90-day review meeting should be scheduled during this meeting.

Job Development and Hire

The service provider and consumer are working together on a regular basis to seek out and apply for jobs. Activities include:

• Consumer and service provider making contacts with potential employers based on consumer's needs
• Service provider assisting consumer with completion of job applications, needed resume modifications, and interview preparation
• Contact between the consumer and service provider in person, virtually, by phone or email, not less than two times per month

The Job Preparation and Development Plan is reviewed and updated every 90 days in an in-person, phone, or virtual meeting with DVR staff, service provider, and consumer, but a review may be requested by any party more often depending on progress. Plan updates will be reflected in Job Development Plan Report.

Job Development and Hire activities must be performed under the Division of Vocational Rehabilitation name. The service provider will represent their services to employers as a contractor for the Division of Vocational Rehabilitation. Service providers will work in conjunction with DVR Business Services Consultants and community agencies to identify job leads and work with employers.

DVR will provide information and support to consumers to help maximize the number of hours the consumer can work. A position obtained by the provider must be consistent with the consumer's employment goal listed in their Individualized Plan for Employment (IPE).

If there is a difference between the consumer's job goal and the hire (e.g., hours, wage, temporary, seasonal), all members of the employment team must agree on the changes before the consumer begins employment.

In cooperation with DVR staff, the service provider will:

• Conduct an onsite job analysis
• Assist employers in identifying, modifying, and eliminating environmental barriers to successful employment
• Aid in recommendation of assistive technology or rehabilitation engineering consultation as appropriate

The service provider will not receive payment for a hire if they are the employer of record or place a consumer in their own place of business. Service providers may not place consumers as replacement workers in businesses where a strike is in progress.

Service Note: If the Job Development Plan was submitted to DVR within 45 days of authorization, and the job begins within 90 days of the date of the plan review meeting, the provider is eligible for a rapid hire payment. If the hire date occurs within 45 days and prior to completion of the job development plan, the provider is eligible for a rapid hire payment.

Wage Documentation Requirements for Statewide Service Providers

The Rehabilitation Services Administration requires DVR to collect wage verification and start date documentation from consumers and/or employers. DVR asks as a part of the delivery of services, service providers assist in getting that documentation.

Before receiving a payment for retention or transition to long term support DVR Service Providers are required to provide the start date of employment and the hourly wage rate to DVR. Wage documentation is required to be submitted to DVR by the 3rd month of employment as part of service delivery in the following services:

• Customized Employment
• Individual Placement and Support (IPS)
• Job Preparation and Development, Job Development and Hire, and Job Retention
• Student Work Based Learning
• Supported Employment

If a service provider is collecting documentation, they are expected to have the consumer's permission. The provider may use their own form if it contains all required information. DVR also created a Sample Wage Verification Form that can be used to record wage documentation.

Wage Documentation Sample Form

DVR service providers may get the wage documentation from consumers or employers. Documentation of the hourly wage and start date does not have to be on a single document (e.g., a pay stub showing hourly wage and a letter from the employer with start date is acceptable).

The following are acceptable forms of wage and start date verification: wage stubs, offer letter, or employer documentation containing:

• The employer/business name,
• Signature of the employer, (including their job title)
• Start date
• Hourly wage

If the information is emailed, the message must contain information indicating the email is directly from the employer (e.g., signature line that includes employer name and title).

Questions about wage documentation should be directed to the DVR case facilitator.

Job Retention Services

All consumers receiving any job development service shall be provided with job supports appropriate for the consumer need for at least the first 90 days on the job. Retention services can be used to foster positive workplace relationships with coworkers and supervision, potentially leading to the development of independent and natural supports in the workplace as available and appropriate. The provider should work with the consumer to help with situational problem solving and communication. The provider should ensure the consumer knows how to seek and get information at the worksite. The provider should have regular check-ins with the consumer and the employer as detailed in the Job Hire Report and Job Retention Report, respectively, so that job retention, stability and progress can be monitored in the first months of a job.

The provider must:

• Communicate directly with the consumer via phone, email correspondence, or meeting in-person/virtual, no less than twice per month. Providers should identify whether texting is used in lieu of a direct contact, or if there is a gap in the communication during the month and explain why regular contact was not completed. (Vacation, client request etc.) Topics that should be discussed include:
  • Attendance, wage, and scheduling
  • Training and progress
  • Problems at work and related problem-solving strategies
  • Any issues identified
• Provide other supports as detailed in the job supports plan section of the Job Hire Report updated at the time of hire
• Contact the employer with permission and input from the consumer and include how often employer contact will occur, and plan to visit the workplace and include discussion on the following:
• Role of provider and DVR
• Share ideas to promote independence and encourage quality job performance including consumer specific information – helpful support, communication, and learning style.
• Identify what steps to take if issues arise with consumer progress.
• Contact for provider and backup plan if provider cannot be reached.

Upon an offer of employment, DVR should be notified as soon as possible (within 5 days) to review the job to ensure that the potential position meets the job goal and to authorize Job/Task Analysis and Monthly Systematic Instruction or supports via Partners with Business, if necessary.

Hourly Systematic Instruction

In cases where a consumer required supports beyond the scope of those listed above, Hourly systematic instruction can be authorized. Systematic Instruction includes planning and implementing individualized instruction for a job. The steps include using the Job and Task Analysis to identify the work routine and identifying instructional strategies and how the consumer will be supported and taught to complete their job tasks independently. Progress is monitored and strategies are modified using a step-by-step, or systematic, approach including positive and constructive communication with the consumer.

Partners with Business (click on link for more information)
Partners with Business (PwB) is a strategy for providing on the job support using a consumer's co-workers instead of a provider employee. The employer is reimbursed for the time a co-worker spends assisting a consumer. This service is especially effective for consumers transitioning to Long Term Supports.

Off-Site Supports

In certain pre-approved circumstances, offsite supports may need to be provided. These types of support requirements must be detailed in the job support plan, including parameters for contact, and must be based on the consumer's disability needs or unique work environment. For example, a consumer's employer may not allow an instructor onsite, or the consumer does not wish to have job supports in the workplace. In these cases, direct contact with the consumer must be included in the job supports plan and the employer (if approved by the consumer). Phone calls, check-in meetings in the community or emails, etc. may be used as 'offsite' support. Offsite support requests will be considered and approved by DVR on a case-by-case basis and agreement must be documented in the DVR case file.

NOTE: Other Supports
If a consumer needs other types of support that fall outside of the soft or hard job skills described, DVR should be consulted, and a plan to provide those supports should be developed. Services such as transportation training, personal attendant services are not part of Systematic Instruction. If a consumer requires another person to be present at the request of an employer or for the purposes of an established behavioral support plan, civil commitment or for safety, the transition/student supports team or DVR should be notified to discuss the appropriateness of the job placement, next steps or to develop plans for supports.

Fee Schedule

Job Preparation, Development, Hire, and Retention Services

$550	Job Preparation and Development Plan Payable upon completion of acceptable preparation service, meeting, and job development plan to DVR within five (5) business days of the conclusion of the last contact with the consumer. Completion of service not to exceed 45 days from issue of service authorization. (Code: Regular – 024; Pre-ETS - 208)
Up to $1,900	Job Development Hire: Payable upon completion of acceptable service, timely monthly progress reports, 90-day plan review and update meetings, and hire report to DVR within five (5) business days of the conclusion of the previous month of service and within five (5) days of hire. Rapid Hire Incentive Payment: $1,900 - If the Job Development Plan was submitted to DVR within 45 days of authorization, and the job begins within 90 days of the date of the plan review meeting, the provider is eligible for a rapid hire payment. If the hire date occurs within 45 days and prior to completion of the job development plan, the provider is eligible for a rapid hire payment. Consumers placed on a waitlist are only eligible for Rapid Hire payments if they meet the above criteria, using the date the PO was issued. $1,600 – all other. Note: Hire offer for less than 15 hrs. Per week will need DVR approval in advance. (Code 024)
$500 per month in months 1, 2, and $600 in month 3 -or- $500 per month in months 1, 2, and $1,200 in month 3 for Preferred Placement.	Job Retention Services: Payable upon completion of acceptable service, timely monthly progress reports, and final retention report to DVR within five (5) business days of the conclusion of the previous month of service for progress reporting and within five (5) days after a minimum of 90-calendar days job retention or as DVR determines by individual circumstance. Preferred Hire Retention Outcome Payment: $2,200 preferred outcome payment – Must have: 35+ hours per week and employer provided health insurance benefits or 35+ hours per week and $12.00 per hour minimum. $1,600 payment all other (Code 024)

Service Notes: In the case of a subsequent hire, DVR management will determine an appropriate action. Factors considered include reason for termination or resignation, timely reporting, and whether the service provider fulfilled the expectations laid out in the Job Development Plan.

Reports/Forms

Resources

• Competitive Integrated Employment Guidance
• DVR Business Services
• Job Center of Wisconsin
• Role and Responsibilities
• Transportation Plan
• Wisconsin Association for Persons Supporting Employment First
• Wisconsin Board for People with Developmental Disabilities
• Wisconsin Job Center Publications (Multiple titles for viewing or printing)
• Wisconsin labor market information: Visit WisConomy.com

Qualifications

Providers who are delivering statewide services must agree to have qualified personnel complete the services.

DVR is working on qualifications for 2026-28 contract period, more information will be provided when those qualifications have been identified.

Metrics

The Division of Vocational Rehabilitation has identified service specific criteria for all statewide services. The list below contains objective information that DVR will begin to collect and use to establish baseline quality information, and eventually establish goals for quality improvement with our provider partners. The effort to collect the information, verify accuracy, establish data baselines and targets will take time and collaboration. DVR's goal in identifying these criteria in the technical specifications is to assist providers in understanding what elements DVR considers important in the delivery of statewide services.

Statewide Service Specific Criteria

Performance Criteria

PLACEMENT QUALITY
Employer
Wages per hour
Wages vs County Index
Consumer's w/Benefits
Hours per week
Job Titles (by Sector)
% Job Title Match IPE
Success Rate
Temporary/seasonal placement
Second Hire date
TIMELINESS
Time referral to conclusion: Auth to JPDP
Time referral to conclusion: Job Dev to Hire
Time referral to conclusion: Hire to Retention
WIOA
Source of LTS
Working at Q 2 wages hours
Working at Q 4 wages hours