Student On-the-Job Training (S-OJT) Hiring Guidance

March 2019

Purpose

To provide staff with information on DVR Student On-the-Job Training (S-OJT) policy and procedure, and detail required steps for authorizing and providing the service. The DVR S-OJT provides an opportunity for a student aged 14-21 with a disability to find employment and gain specific skills while enrolled in a secondary or post-secondary program.

Rationale

The S-OJT is one of DVR's Pre-Employment Transition Services (Pre-ETS) designed to assist students with disabilities in exploring career options. Participating students will obtain job skills and permanent employment to assist in meeting future employment goals.

Definition

An S-OJT provides a wage reimbursement of 100 percent of the hourly employee wage up to 500 hours in a 12-month period or up to the date the individual no longer meets the definition of a student; whichever comes first. The reimbursement is intended to allow a business to offer competitive employment to a student with significant disabilities.

S-OJT Authorization Requirements

The following must be confirmed before authorizing an S-OJT through DVR:

The Consumer meets the definition of a student under WIOA.
The student agrees to the S-OJT offered to the business by DVR. If applicable, the student's legal guardian must also agree with the student's participation.
The S-OJT is for a job that is aligned with the student's career exploration interests and abilities. Wages are compensated at or above the minimum wage but may not be less than the customary wage paid by the employer to others doing similar work. Wages are reimbursable at 100 percent for up to 500 hours,12 months or until the student no longer meets the definition of a student; whichever comes first.
The work hours meet the student's needs. Work hours may be part-time or full-time, up to 40 hours per week.
The student is a permanent employee of the business. The employer must agree to pay the full wage following the training period and maintain employment. Employment does not end after the training period.
The S-OJT is developed for the purposes of training the student for that permanent job while in school. The S-OJT should account for the needs of both the student and the employer.
The S-OJT is developed with direct DVR staff contact with the employer. School staff may assist in a manner consistent with how job developers assist with other S-OJT development. They may share the S-OJT option with businesses, but the written agreement must include that the terms are negotiated and finalized through DVR.
The position offered is a permanent position within the company. Like their peers, some students will stay in their positions permanently, while others will go on to other opportunities like training (post-secondary or occupational) or other employment.

S-OJT Considerations and Recommendations

For Potentially Eligible (PE) students, consider the graduation date of the student when negotiating the timeframe of the S-OJT. DVR staff should try to end the agreement around the same timeframe of graduation to assist in transitioning the student to needed services instead of Pre-ETS. DVR may only provide Pre-ETS to PE students, which include the S-OJT. For PE students requiring more comprehensive services, encourage the student to apply for DVR services before the date they no longer meet the definition of a student under WIOA.

For eligible DVR students, DVR staff must include the S-OJT in the Consumer's IPE. DVR Consumers may be provided other DVR services in addition to Pre-ETS while participating in an S-OJT, such as job coaching or transportation services. The Consumer's VR Counselor may work with other resources to share the costs of support services as appropriate. When negotiating an S-OJT with an employer, consider the individual student's interests and skills as well as the length of the training and any likely accommodations that will be needed. DVR staff should consider the graduation date of the DVR-eligible student when negotiating the timeframe of the S-OJT and try to end the agreement around the same timeframe as graduation for ease of transition.

S-OJT Hiring Agreement Processing

All DVR S-OJT hiring agreements are processed in the following manner:

The DVR Counselor provides the student with information to make an informed choice on whether an employer should be provided training funds for the student's permanent employment. This includes providing vocational counseling and guidance to the student, as using the S-OJT would disclose the student's DVR Consumer status to the employer.
School district staff or DVR service provider offer information to the business about the possible use of an S-OJT as appropriate.
If the student agrees to participate, the DVR Staff is responsible for negotiating and completing the S-OJT Agreement with the business.
Employer places the student on the company’s payroll, providing wages usual and customary for duties to be performed, subject to the employer’s policies. All onboarding paperwork (W-2 and I-9 forms) is completed as customary for all employees of business.
DVR staff provides the employer the 30-Day Invoice and Progress Report form, and shares information on how to invoice and where progress reports should be submitted.

Fiscal Procedures

NOTE: To set-up a new employer in IRIS, please follow instructions found in the Information for DVR Vendors and Statewide Service Providers guidance.

Once a vendor is approved to use in IRIS, DVR issues a single. purchase order to the employer prior to the start of the training for the total number of hours for the 90-day period using the unit of hours at the hourly wage rate. Purchase orders for S-OJTs should be coded to:

8800000 5700/72-Non-Taxable Grants and Aids on Behalf of Individuals
Object 5700 Sub-Object 72
219 Training: Student OJT

Only 90 days of wages should be encumbered (set aside) at one time. Payment will be made to the employer after receiving each completed Student Monthly Invoice and Progress Report form. If the S-OJT last longer than 90 days, a new PO should be created authorizing the continuation of the S-OJT for up to another 90 days.

NOTE: If a consecutive PO is required this must be done before the end date of the previous PO so there is no interruption in payment to the employer.

The DVR counselor must provide monthly follow up for the length of the student's training period. The service is complete after successful S-OJT completion.

Invoicing/Payment

Upon receipt of the Progress Report/Invoice, DVR staff will Date Stamp and forward copy to CCP for Payment Processing to: DWD MB DVR Vendor Invoices.
CCP will process and Schedule payment to Employer within one business day of receipt.

Example Language for an S-OJT Purchase Order

This authorization is for 100 percent of wages paid to employee for training required for the permanent hire of the individual named above. A total of XX hours per week at an hourly rate of $XX is approved for this individual's training. Payments are initiated upon receipt of the monthly DVR Invoice/Progress Report. This purchase order is for the first three 30-day increments (total of 90 days) for the individual named above is employed.