SAMPLE_Client_Services_Agreement.docx

TEMPLATE

CLIENT SERVICE AGREEMENT

FOR EMPLOYMENT AND DAY PROGRAM SERVICES

The County reserves the right to extend this Agreement for additional periods. The decision to extend is subject to the original procurement terms, availability of funding, the continued priority of need for a specific service, and satisfactory performance by the Contractor during the period specified in this Agreement. Notification of intent to extend Agreement for additional periods with the Contractor will occur prior to the expiration of this Agreement.

Contractor:

Mailing Address:

Contact Name:

Title:

Phone:

Email:

Fiscal Contact:

Email:

Contractor UBI:

Pierce County Human Services Contract Team

NOW, THEREFORE, for and in consideration of the mutual covenants, promises, and agreements contained herein, County and Contractor, mutually agree that Contractor shall provide the services and comply with the requirements set forth herein and the exhibits and attachments, incorporated by reference into this Agreement:

EXHIBITS AND ATTACHMENTS

This Agreement, including all Exhibits and other documents incorporated by reference, contains all the terms and conditions agreed upon by the parties. No other understandings and representations, verbal or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind the parties. The parties signing below warrant that they have read and understand this Contract and have authority to enter this Agreement.

Approved As to Form Only by Deputy Prosecuting Attorney

EXHIBIT A – STATEMENT OF WORK

<<Agency Name>> hereinafter referred to as the “Contractor” has been awarded an Agreement by Pierce County, hereinafter referred to as the “County”, reflected by the Total Contract Funding set forth herein on page one (1) of this Agreement. The Contractor shall use this funding to implement the Agreement requirements set forth below.

1. BACKGROUND AND PURPOSE

1.1. Purpose. The purpose of this Agreement is to provide Employment and Day Program services to eligible adults residing in Pierce County. Service eligibility is determined by the Washington State Developmental Disabilities Administration (DDA).

1.2. Authorities and Standards. The full text for each of the authorities and standards that must be followed for implementation of Employment and Day Program services include but are not limited to the following, including any successors:

1.2.1. Revised Code of Washington (RCW) – https://apps.leg.wa.gov/rcw/

1.2.1.1. Chapter 49.17 RCW – Washington Industrial Safety and Health Act

1.2.1.2. Title 71A RCW – Developmental Disabilities

1.2.1.3. Chapter 74.15 RCW – Care of Children, Expectant Mothers, Persons with Developmental Disabilities

1.2.1.4. Chapter 74.34 RCW – Abuse of Vulnerable Adults

1.2.2. Washington Administrative Code (WAC) – https://apps.leg.wa.gov/wac/

1.2.2.1. Chapter 296-24 WAC – General Safety and Health Standards

1.2.2.2. Chapter 296-62 WAC – General Occupational Health Standards

1.2.2.3. Chapter 388-06 WAC – Background Checks

1.2.2.4. Chapter 388-823 WAC – Developmental Disabilities Administration Intake and Eligibility Determination

1.2.2.5. Chapter 388-825 WAC – Developmental Disabilities Administration Service Rules

1.2.2.6. Chapter 388-828 WAC – Developmental Disabilities Administration Assessment

1.2.2.7. Chapter 388-831 WAC – Community Protection Program

1.2.2.8. Chapter 388-845 WAC – Developmental Disabilities Administration Home and Community-Based Services Waivers

1.2.2.9. Chapter 388-850 WAC – County Plan for Developmental Disabilities

1.2.2.10. Chapter 388-891A WAC – Vocational Rehabilitation Services for Individuals with Disabilities

1.2.3. Developmental Disabilities Administration (DDA) Policies – https://www.dshs.wa.gov/dda/policies-and-rules/policy-manual

1.2.3.1. Policy 4.11 – County Services for Working Age Adults

1.2.3.2. Policy 5.01 – Background Check Authorizations

1.2.3.3. Policy 5.02 – Necessary Supplemental Accommodation

1.2.3.4. Policy 5.05 – Limited English Proficient (LEP) Clients

1.2.3.5. Policy 5.06 – Client Rights

1.2.3.6. Policy 5.14 – Positive Behavior Support Principles

1.2.3.7. Policy 5.15 – Restrictive Procedures: Community

1.2.3.8. Policy 5.17 – Physical Intervention Techniques

1.2.3.9. Policy 5.23 – Functional Assessments and Positive Behavior Support Plans: Employment and Day Program Services

1.2.3.10. Policy 6.08 – Incident Management and Reporting Requirements for County and County-Contracted Providers

1.2.3.11. Policy 6.13 – Provider Qualifications for Employment and Day Program Services

1.2.3.12. Policy 15.03 – Community Protection Standards for Employment and Day Program Services

1.2.3.13. Policy 15.05 – Community Protection Program Exit Criteria

1.2.4. DDA Guiding Values – https://www.dshs.wa.gov/sites/default/files/DDA/dda/documents/DDA%20Guiding%20Values%20Booklet.pdf

1.2.5. DDA County Best Practices – https://www.dshs.wa.gov/dda/county-best-practices

1.2.5.1. DDA Criteria for Evaluation

1.2.5.2. County Guide to Achieve DDA Guiding Values

1.2.5.3. DDA Guidelines for Community-Based Assessments within Employment Services

1.2.5.4. DVR-DDA Memorandum of Understanding (MOU)

1.2.5.5. Employment Activities – Strategies and Progress / Outcome Measures

1.2.5.6. Group Supported Employment Service Guidelines

1.2.5.7. Individual Employment Billable Activities

1.2.5.8. Community Inclusion Billable Activities

1.2.5.9. Community Inclusion Frequently Asked Questions

1.2.5.10. DDA Self-Employment Guidelines

1.2.5.11. DDA Job Foundation Report

1.2.5.12. DDA Job Foundation Guidelines

1.2.6. Disability Rights Washington (formerly Washington Protection and Advocacy System) Access Agreement – https://www.dshs.wa.gov/sites/default/files/DDA/dda/documents/WPAS.pdf

1.2.7. Developmental Disabilities Assistance and Bill of Rights Act (42 USC Chapter 144) – https://www.govinfo.gov/app/details/USCODE-2023-title42/USCODE-2023-title42-chap144

1.2.8. Title 42 Code of Federal Regulations (CFR) § 441.530 Home and Community-Based Setting – https://www.ecfr.gov/current/title-42/chapter-IV/subchapter-C/part-441

2. CONTRACTOR RESPONSIBILITIES

2.1. Authorized Services

2.1.1. Subject to the availability of funding, the Contractor is authorized to provide the following services to eligible Clients of DDA:

2.1.1.1. Individual Employment.

2.1.1.1.1. Community Protection.

2.1.1.2. Group Supported Employment.

2.1.1.2.1. Community Protection.

2.1.1.3. Community Inclusion.

2.1.1.4. School-to-Work.

2.1.1.5. Job Foundation.

2.1.1.6. Rainier Residential Habilitation Center (RHC) Services.

2.1.2. If applicable, such services shall be provided in accordance with each Client’s authorized Medicaid Waiver.

2.1.3. Direct Client services provided without a current County Service Authorization (CSA) are not payable under this Agreement.

2.1.4. The Client's DDA Person Centered Service Plan (PCSP) is the driver for service. Service changes will not occur until the Client has received proper notification from DDA and the Client’s service authorization has been updated.

2.2. Staff Training and Background Checks

2.2.1. The Contractor shall ensure compliance with all required training elements.

2.2.2. The Contractor shall demonstrate understanding of supported employment and community inclusion best practices and the ability to train direct support staff on best practices including the following:

2.2.2.1. Employment:

2.2.2.1.1. Developing, obtaining, and maintaining community-based employment options that offer minimum wage compensation or greater;

2.2.2.1.2. Conducting discovery assessments;

2.2.2.1.3. Assisting Clients with goal and career planning;

2.2.2.1.4. Marketing to employers;

2.2.2.1.5. Assisting Clients with job preparation;

2.2.2.1.6. Developing jobs;

2.2.2.1.7. Completing workplace and job analysis;

2.2.2.1.8. Job coaching, which may include task design and training, support strategies, and developing natural support; and

2.2.2.1.9. Documenting goals and writing reports.

2.2.2.2. Community Inclusion:

2.2.2.2.1. Conducting discovery assessments;

2.2.2.2.2. Assisting Clients with goal and career planning;

2.2.2.2.3. Conducting community analysis to identify places and resources available in the community;

2.2.2.2.4. Developing opportunities for Clients to connect with the community;

2.2.2.2.5. Coaching, which includes task design and training, support strategies, and developing natural supports; and

2.2.2.2.6. Documenting goals and writing reports.

2.2.3. For each employee, subcontractor, or volunteer working under the terms of this Agreement, the Contractor shall retain written and dated evidence that each person has completed the following, as applicable, in accordance with the provisions of DDA Policy 6.13 (Provider Qualifications for Employment and Day Program Services):

2.2.3.1. Training regarding each of the policies and topics referenced within DDA Policy 6.13. Initial training shall be completed with the timeframes identified in DDA Policy 6.13 and annually thereafter.

2.2.3.2. First Aid, Cardiopulmonary Resuscitation (CPR), and Bloodborne Pathogens training. Credentials shall be current and renewed prior to expiration.

2.2.4. The Contractor shall develop and implement a County-approved training plan which addresses all skills and competencies outlined in DDA Policy 6.13 and supports staff to implement best practices. This plan shall address initial training needs when onboarding staff and ongoing training, including required trainings and training related to best practices. The plan shall ensure that as DDA and County policies, practices, or procedures are modified, these changes are communicated to all employees, subcontractors, and volunteers. The Contractor shall retain written and dated evidence that each person has received the updated information and/or additional training, as necessary.

2.2.5. A background/criminal history clearance is required every three (3) years for all employees, subcontractors, or volunteers who may have unsupervised access to vulnerable DSHS Clients, in accordance with RCW 43.43.830 through 43.43.845, RCW 74.15.030, Chapter 388-06 WAC, and DDA Policy 5.01.

2.2.5.1. If the Contractor receives notice that the applicant, employee, subcontractor, or volunteer has a conviction for an offense that would disqualify that person from having unsupervised access to vulnerable adults as defined in Chapter 74.34 RCW, and the Contractor elects to hire or retain the individual, then the County and DDA shall deny payment for any subsequent services rendered by the disqualified individual.

2.2.5.2. The DSHS Background Check System (BCS) must be utilized to obtain background clearance.

2.2.5.3. The Contractor shall retain background/criminal history clearances consistent with the record retention requirements of this Agreement.

2.3. Organizational Design

2.3.1. The Contractor must document:

2.3.1.1. The date policies are implemented or date they are revised.

2.3.1.2. That it is able to account for and manage public funds in compliance with Generally Accepted Accounting Principles “GAAP” and provide financial statements within nine months subsequent to the close of the subcontractor’s fiscal year. An agency, for-profit or non-profit, who receives in excess of $100,000 in DDA funds during its fiscal year from the County, shall provide Certified Public Accountant reviewed or audited financial statements.

2.3.1.3. An administrative/organizational structure that clearly defines responsibilities.

2.3.1.4. Evidence that it assures equal access to persons who do not speak or have a limited ability to speak, read, or write English well enough to understand and communicate effectively in accordance with DDA Policy 5.05.

2.4. Allegations of Abuse and Neglect and Injuries of Unknown Origin

2.4.1. The Contractor is required to notify the County no later than the next business day if the Contractor has been notified, in writing or otherwise, by Adult Protective Services (APS) that the Contractor’s organization or a Contractor’s employee, subcontractor, or volunteer is the subject of an APS investigation.

2.4.2. The Contractor is deemed a mandatory reporter of abuse and neglect involving vulnerable adults, in accordance with Chapter 74.34 RCW, and children, in accordance with Chapter 26.44 RCW, and must comply with reporting requirements described in RCW 74.34.035 and RCW 26.44.030.

2.4.3. If the County is notified by DSHS that an employee, subcontractor, or volunteer is cited or on the registry for a substantiated finding, then that person will be prohibited from providing services under this Agreement.

2.4.4. Every instance of observed, reported, or suspected abandonment, abuse, exploitation, financial exploitation, neglect, or mistreatment of Clients, injuries of unknown origin, and all other requirements outlined in DDA Policy 6.08 must be reported. The Contractor’s employees, subcontractors, and volunteers shall follow the notification requirements and timelines outlined in DDA Policy 6.08, and ensure the written report is provided to the County at the same time as other required recipients.

2.4.5. The Contractor shall monitor incident reports for patterns including type and frequency of incidents, staff involved, environment and/or other contributing factors. Documentation of such patterns shall include the Clients’ names, type of incidents reported, staff involved in each incident, and any other contributing factors related to each incident.

2.4.6. Upon hire and the annually thereafter, the Contractor must have each administrator, owner, operator, employee, contractor, and volunteer read and sign the form DSHS 10-403 – Employment and Day Program Services Providers: Mandatory Reporting of Abuse, Improper Use of Restraint, Neglect, Personal or Financial Exploitation, Abandonment of a Child or Vulnerable Adult.

2.4.6.1. A witness who is employed by the Contractor must sign the form.

2.4.6.2. The Contractor must maintain the signed forms.

2.4.6.3. The Contractor’s policy and procedures manual must also include a blank copy of the form.

2.4.7. The County reserves the right to require additional information, and/or reporting to other entities, as necessary.

2.5. Integrated Settings Requirements

2.5.1. Employment and day services must adhere to the Home and Community-Based Setting (HCBS) requirements under 42 CFR § 441.530(a)(1), including:

2.5.1.1. The setting is integrated in the greater community and supports individuals to have full access to the greater community;

2.5.1.2. Ensures the individual receives services in the community to the same degree of access as individuals not receiving Medicaid HCBS;

2.5.1.3. The setting provides opportunities to seek employment and work in competitive integrated settings; and

2.5.1.4. The setting facilitates individual choice regarding services and supports, and who provides them.

2.5.2. The Contractor shall identify settings that isolate people from the broader community or that have the effect of isolating individuals from the broader community of individuals who do not receive Medicaid HCBS. These settings are presumed not to be home and community-based.

2.6. Client File Requirements

2.6.1. The following information shall be included in the Client’s file:

2.6.1.1. Signed Employment and/or Community Inclusion (CI) plan that identifies Client goals.

2.6.1.1.1. Plans will contain minimum elements outlined in the Criteria for Evaluation.

2.6.1.1.2. Plans will be created by the Contractor in collaboration with the Client, the Client’s family/support team, and the Client’s DDA Case Resource Manager (CRM).

2.6.1.1.3. A copy of the Client’s individualized plan will be provided to the Client, the Client’s CRM, and, if applicable, the Client’s guardian. The plan shall also be provided to others, as directed by the Client or the Client’s guardian, if applicable.

2.6.1.2. Copy of the current annual DDA Assessment, Service Summary, and Employment Summary or Preadmission Screening and Resident Review (PASRR) Level II Assessment or Individual Habilitation Plan (IHP) if applicable, or clear evidence that the Contractor has requested this documentation from the appropriate DDA Case Manager.

2.6.1.3. Six-month progress reports describing the progress made towards achieving the Client’s individualized goals. Progress reports will include:

2.6.1.3.1. A summary of service activities and outcomes of those activities, including progress made toward the Client’s individualized goals;

2.6.1.3.2. Evidence that a copy of the progress report is provided to the Client, to the Client’s CRM, and, if applicable, to the Client’s legal guardian within 30 days following the six-month period. The reports shall also be provided to others, as directed by the Client or the Client’s guardian;

2.6.1.3.3. The combined total number of Client service hours provided to the Client, per month. Client service hours include hours of support provided directly to the Client and staff work done on behalf of a Client; and

2.6.1.3.4. The names and roles of persons providing information for the report.

2.6.1.4. Signed release of information forms. Release of information forms shall:

2.6.1.4.1. Be completed and signed by the Client and/or their legal guardian at least annually, or on a “per occurrence” basis;

2.6.1.4.2. Indicate that the release may be rescinded or modified by the Client and/or their legal guardian at any time;

2.6.1.4.3. Include the name of the individual(s) or organization(s) to whom the Contractor may provide information, and from whom the Contractor may receive information, including Pierce County; and

2.6.1.4.4. Indicate that permission(s) provided in the release shall automatically expire not more than one (1) year from the date of signature or specify the twelve-month period covered.

2.6.1.5. Notice that the County may review the Client file and/or service information for the purpose of conducting monitoring activities.

2.6.1.6. Current records and evidence of annual review of the following:

2.6.1.6.1. Client’s rights and grievance procedures including, but not limited to, the requirements outlined in DDA’s Criteria for Evaluation;

2.6.1.6.2. Contractor’s Client handbook or other intake documents which are intended to provide the Client and/or legal guardian with an overview of the Contractor’s services, policies, and Client expectations;

2.6.1.6.3. For Individual Employment (IE) and Group Supported Employment (GSE) services, Contractor informed the Client that it is the Client’s responsibility to notify Social Security of their earnings;

2.6.1.6.4. Maximum Client service level;

2.6.1.6.5. For IE and GSE services, Client requested work schedule of less than twenty (20) hours per week, or eighty-six (86) hours per month, if applicable;

2.6.1.6.6. Contact information for the Client and their legal guardian; and

2.6.1.6.7. Current emergency contact and medical information (medications, diet, allergies, etc.) needed during the hours of service.

2.6.1.7. Documentation of service delivery:

2.6.1.7.1. Client service hours (service events and case notes);

2.6.1.7.2. Record of contacts and services delivered;

2.6.1.7.3. Evidence that services are delivered in an integrated setting;

2.6.1.7.4. Evidence that services the Client is receiving relate to the Client’s Individual Habilitation Plan (IHP), PASRR Level II Assessment, or current annual DDA assessment; and

2.6.1.7.5. Services delivered relate to individually identified Client goals.

2.6.1.8. Incident reports documenting allegations of abuse, neglect, injuries of unknown origin, and all other events identified in DDA Policy 6.08; reports shall be included in the Client’s file as they occur in accordance with DDA Policy 6.08;

2.6.1.9. Documentation of the reason the Client exited services, as applicable;

2.6.1.10. For IE and GSE services, maintain Client’s employment history;

2.6.1.11. For IE and GSE services, documentation of requested Division of Vocational Rehabilitation (DVR) or Department of Services for the Blind (DSB) referral to the Client’s DDA case manager;

2.6.1.12. For self-employed Clients, a copy of the Client’s business plan, as required by the DDA Self-Employment Guidelines; and

2.6.1.13. For IE and GSE services, documentation which illustrates that support has been provided to employers and co-workers at each job placement to ensure that jobs are maintained and fading is occurring. This includes the development of natural supports.

2.6.2. Upon request, service delivery information shall be made accessible to the Client, and/or to any other individuals to whom the Client or the Client’s legal guardian, by written consent, has granted such access.

2.6.3. The Contractor must document evidence that it employs typical safety protection based upon the environment the Client is working or receiving services in.

2.7. Individual Employment Service Requirements

2.7.1. The Client’s signed PCSP provides the framework for service delivery. The Contractor’s service plan, billable activities, case notes, and six (6) and twelve (12) month reports shall be consistent with the Client’s goals, as stated in the PCSP. Services shall be provided in accordance with the requirements of DDA’s Employment Activities Strategies and Outcome Measures document.

2.7.2. The Contractor shall not be reimbursed for hours which exceed the maximum service hours, as stated on the Client’s PCSP.

2.7.3. Clients will be supported to work toward a living wage. A living wage is defined as the amount needed to enable an individual to meet or exceed their living expenses. Clients should average twenty (20) hours of community work per week or eighty-six (86) hours per month; however, each person’s preferred hours of employment should be taken into consideration. The amount of service a Client receives will be based on their demonstrated need, acuity level, and work history.

2.7.4. The identification and provision of supports necessary for job success have been provided to each Client including, but not limited to, supports identified in the Criteria for Evaluation.

2.7.5. For Clients that own and operate a business, the Contractor shall ensure and document that state adopted self-employment guidelines are followed. At minimum, a self-employment venture shall include:

2.7.5.1. A written business plan;

2.7.5.2. Established benchmarks for financial gain; and

2.7.5.3. Documentation which illustrates that progress is being made toward earning a living wage.

2.7.6. All Clients shall be contacted by the Contractor according to Client need and at least once per month.

2.7.7. For Clients who have not obtained paid employment at minimum wage or higher within six (6) months, the Contractor shall:

2.7.7.1. Review the progress toward employment goals;

2.7.7.2. Provide evidence of consultation with the family/Client; and

2.7.7.3. Develop additional strategies with the family/Client, County staff, employment support staff, and the CRM. Strategies may include providing Individualized Technical Assistance (ITA) services, changing to a new employment support agency, and/or providing additional resources to support the Client’s pursuit of employment. The strategies shall be documented for each Client and kept in the Client’s file.

2.7.8. If, after twelve (12) months the Client remains unemployed, an additional review will be conducted. The Contractor will address the steps outlined in the previous six-month progress report in the next six-month progress report.

2.7.9. For IE where the Contractor is also the Client’s employer, long term funding will remain available to the Contractor employer for six (6) months after the employee/DDA Client’s date of hire. At the end of the six (6) month period, if the DDA Client continues to need support on the job, another Contractor who is not the employer of record must provide the support unless the County issues prior written approval for the Contractor to continue to provide long-term supports if needed.

2.7.10. Clients will be assisted in accessing DVR services per the DDA/DVR MOU. Contractors will have available a list of all Clients who are referred to DVR, including their status with DVR, timelines of service, and any/all payments made by DVR to the provider.

2.8. Group Supported Employment Service Requirements

2.8.1. The Client’s signed PCSP provides the framework for service delivery. The Contractor’s service plan, billable activities, case notes, and six (6) and twelve (12) month reports shall be consistent with the Client’s goals, as stated in the PCSP. Services shall be provided in accordance with the requirements of DDA’s Employment Activities Strategies and Outcome Measures document and the DDA Group Supported Employment Service Guidelines.

2.8.2. The Contractor shall not be reimbursed for service hours which exceed the maximum service hours, as stated on the Client’s PCSP.

2.8.3. Add-on hours shall be used to support individualized employment related services, such as discovery, assessment, and job development. Activities will be outlined in the employment service plan.

2.8.4. Clients will be supported to work towards a living wage. A living wage is the amount needed to enable an individual to meet or exceed their living expenses. Clients should average twenty (20) hours of community work per week or eighty-six (86) hours per month. The amount of service a Client receives will be based on their demonstrated need, acuity level and work history.

2.8.5. The identification and provision of supports necessary for job success must be provided to each Client including, but not limited to, supports identified in the Criteria for Evaluation.

2.8.6. All Clients shall be contacted by the Contractor according to Client need and at least once per month.

2.8.7. For Clients who have not obtained paid employment at minimum wage or higher within six (6) months, the Contractor shall:

2.8.7.1. Review the progress toward employment goals;

2.8.7.2. Provide evidence of consultation with the family/Client; and

2.8.7.3. Develop additional strategies with the family/Client, County staff, employment support staff, and the CRM. Strategies may include providing Individualized Technical Assistance (ITA) services, changing to a new employment support agency, and/or providing additional resources to support the Client’s pursuit of employment. The strategies shall be documented for each Client and kept in the Client’s file.

2.8.8. If, after twelve (12) months the Client remains unemployed or working below minimum wage, an additional review will be conducted. The Contractor will address the steps outlined in the previous six-month progress report in the next six-month progress report.

2.8.9. Clients’ identified goal(s) must include pathway strategies leading to Individual Supported Employment.

2.8.10. Clients must have paid work. The total number of direct service staff hours provided to the group should be equal to or greater than the group’s collective amount of authorized service hours. If the direct service staff hours are less than the collective amount, then the Contractor will be reimbursed only for the number of hours staff actually provided.

2.8.10.1. The collective group’s hours should be the minimum staff hours delivered to support the group.

2.8.10.2. A GSE Client must be on-site/at work at least their base individual hours as a minimum per month.

2.8.10.3. Contractor may not bill for a GSE Client who does not receive services during an entire service month.

2.8.10.4. Contractor will have a record of which staff is supporting which Clients on any given day.

2.8.10.5. Contractor will have supportive documentation that provides clear evidence of support helping with specific activities as identified in the Client plan to move a Client on their pathway towards their employment goal(s).

2.8.10.6. Running a GSE service is a part of the business operation and not billable to individuals (contract procurement, contract maintenance, or administration functions associated with GSE).

2.8.10.7. Individual time in the community working towards the IE goal, separate from the group time, must include phase information.

2.8.11. Clients will be assisted in accessing DVR services per the DDA/DVR MOU. Contractors will have available a list of all Clients who are referred to DVR, including their status with DVR, timelines of service, and any/all payments made by DVR to the provider.

2.9. Community Protection Program Service Requirements

2.9.1. In addition to IE or GSE Service requirements and criteria outlined in DDA Policy 15.03, Community Protection Program (CPP) services must include:

2.9.1.1. Written agency policies and procedures for serving CPP Clients that include all areas identified in DDA Policy 15.03;

2.9.1.2. The development of a written plan of service for each CPP Client that reflects the person’s CPP status and addresses all areas identified in DDA Policy 15.03;

2.9.1.3. Participation as members of the treatment team and attendance of quarterly team meetings;

2.9.1.4. Procedure for managing confidentiality and release of information, and disclosing a Client’s CPP enrollment;

2.9.1.5. CPP Client’s rights and grievance procedures as they relate to specialized environments and use of any restrictive measures per DDA Policy 5.15, Restrictive Procedures;

2.9.1.6. Response and contingency plans for situations identified in DDA Policy 15.03;

2.9.1.7. Policies to respond to serious treatment violations;

2.9.1.8. Additional staff training which addresses all areas and timelines outlined in DDA Policy 15.03; and

2.9.1.9. Maintenance of additional Client records, including:

2.9.1.9.1. Psychological and/or psychosexual evaluations and risk assessment written by a qualified professional;

2.9.1.9.2. Current treatment plan and support recommendations;

2.9.1.9.3. Current positive behavior support plan;

2.9.1.9.4. Copies of any exceptions to policy (ETP) for the use of restrictive procedures;

2.9.1.9.5. Copies of all relevant agreements with agencies or individuals who support the CPP Client, including the person’s legal representative and family. These must include requirements for supervision of the person when program employees are not present (e.g., chaperone agreements);

2.9.1.9.6. Documentation of any disclosures;

2.9.1.9.7. Documentation that the treatment team has evaluated the appropriateness of the employment site; and

2.9.1.9.8. Documentation that employees received training about any CPP plan changes in accordance with DDA Policy 15.05.

2.10. Community Inclusion Service Requirements

2.10.1. The Client’s signed PCSP provides the framework for service delivery. The Contractor’s service plan, billable activities, case notes, and six (6) and twelve (12) month reports shall be consistent with the Client’s goals, as stated in the PCSP. Services shall be provided in accordance with the requirements of DDA’s Community Inclusion Billable Activities.

2.10.2. The Contractor shall not exceed the maximum service hours, as stated on the Client’s PCSP.

2.10.3. Services will occur individually or in a group of no more than two (2) or three (3) Clients with similar interests and needs.

2.10.4. Services will focus on activities that are integrated and typically experienced by the general public and in ways similar to others of same age. Support to participate in segregated activities and/or specialized activities will not be reimbursed.

2.10.5. Clients may, at any time, choose to pursue work and to receive employment support.

2.10.6. The opportunity is provided for connection and relationship building between the Client and people without disabilities who are not paid to provide services to the Client. This includes the development of natural supports and fading of paid staff support.

2.10.7. All Clients shall be contacted by the Contractor according to Client need and at least once per month.

2.10.8. Volunteer opportunities shall comply with U.S. Department of Labor and applicable state laws. https://www.dol.gov/general/aboutdol/majorlaws

2.11. Job Foundation Service Requirements

2.11.1. Job Foundation is a program made possible through partnership between school districts, the Division of Vocational Rehabilitation (DVR), the Developmental Disabilities Administration (DDA), Office of Superintendent of Public Instruction (OSPI), County Developmental Disabilities Programs, employment Contractors, and others. Job Foundation provides more employment supports to Students at an earlier age to help high school transition students leave school with a job at twenty-one (21).

2.11.2. Qualified Contractors will have a contract in good standing with the County and cannot be in provisional status, a minimum of two (2) years’ experience providing Individual Employment services with demonstrated job placement skills, and hold and maintain a current Community Rehabilitation Program (CRP) contract with the DVR. In the event that the Contractor’s CRP contract is terminated, the Contractor shall notify the County, in writing, no later than the next business day.

2.11.3. The County will work in partnership with school districts and DDA to recruit eligible Students, review applications and make a determination regarding the Student’s participation in Job Foundation.

2.11.4. Contractors will meet with Students who have completed the intake and eligibility process in a community location whenever possible for Contractor interviews.

2.11.5. If a Contractor does not have capacity to serve a Student, they will notify the County in writing.

2.11.6. The County will share all completed Student/Provider Agreements forms to notify Contractors when they are selected. The Contractor shall maintain a copy of this agreement in the Student’s file.

2.11.7. By October 31st of the contract period, Contractors will submit a schedule for the delivery of Job Foundation services. If Contractors accept additional Students beyond this deadline, they will work with the County to communicate additional service delivery timelines. The Contractor will notify Students, families, and school districts of the expected timeline for delivery of Job Foundation services to the student. Students who may need additional time or observation to gather sufficient information to complete the Job Foundation Report should receive services earlier in the school year. Changes to the timeline for service delivery will be communicated to all parties.

2.11.8. Contractors will use in-person observations of school activities and interviews with the school staff and family to gather sufficient information to thoroughly complete the Job Foundation Report. A minimum of five separate face-to-face interactions is considered best practice.

2.11.9. Job Foundation Report

2.11.9.1. Reports will be submitted to the County on the DDA Job Foundation Report template within thirty (30) days of the completion of services, and according to the submitted schedule for the delivery of services.

2.11.9.2. Recommendations should reflect actionable next steps for each skill area that will help the Student be successful in interviewing, learning, and maintaining a job in the community. Contractors should have specific communication with school staff and together identify any skill development/training that could be done during the school day to support Student success.

2.11.9.3. Recommendations for needed technical assistance should be included.

2.11.9.4. Requirements for the Job Foundation Report and template links can be found at the County Best Practices website. https://www.dshs.wa.gov/dda/county-best-practices

2.11.9.5. All Job Foundation Reports must be submitted by April 30th of the contract year, unless a later timeline is pre-approved by the County.

2.11.10. Job Foundation reports will be reviewed by the County within thirty (30) days of receipt using the DDA Job Foundation Quality Review Tool. Reports must receive a “satisfactory” or higher, as determined by the County. Reports that receive less than “satisfactory” will be returned and must be revised to include sufficient information to receive a “satisfactory” or higher. No payment will be issued for Job Foundation documents that receive fewer than twenty-one (21) points.

2.11.11. Within thirty (30) days of approval of the Job Foundation Report, the Contractor will communicate with the Student and their support team to review the report, recommended next steps, Student goals, and needed technical assistance. If additional support, resources, or clarifications are needed, a team meeting may be requested to review the report. This meeting may include the Student, family, Contractor, school staff, County staff, and DVR. This meeting could satisfy the requirements of the School-to-Work Intake meeting.

2.11.12. Contractors will continue working with the same Students in School-to-Work services the following school year unless extenuating circumstances arise. Contractors will work with County staff to resolve issues as they arise.

2.11.13. For Students participating in Job Foundation who receive or for whom there is indication they may receive a job offer during the Job Foundation discovery process, immediately notify the County and DVR of the job offer or anticipated job offer.

2.11.14. An outcome payment will be provided for high acuity Students who obtain employment within the transition fiscal year, as outlined in the Employment and Community Inclusion Rate sheet.

2.12. School-to-Work Program Service Requirements

2.12.1. The School-to-Work (STW) program assists eligible Students in obtaining employment prior to exiting school at age twenty-two (22) to support a seamless transition into IE. Participating Students receive assistance in obtaining employment from Employment Contractors, their parent(s)/guardian, school district, the Division of Vocational Rehabilitation (DVR), the Developmental Disabilities Administration (DDA) and the County.

2.12.2. The Contractor shall hold and maintain a current Community Rehabilitation Program (CRP) contract with DVR. In the event that the Contractor’s CRP contract is terminated, the Contractor shall notify the County, in writing, no later than the next business day.

2.12.3. The Contractor will participate in STW provider meetings and support STW system development and planning efforts in coordination with the County and DVR.

2.12.4. Students who do not participate in Job Foundation but would like to participate in STW will complete an intake and eligibility process with the County and DVR, who will then make a determination regarding the Student’s participation in the STW program.

2.12.5. If a Contractor does not have capacity to serve a Student, they will notify the County in writing.

2.12.6. The Student/Provider Agreement form communicates official Contractor selection by a Student and will be received electronically when a selection is made. Contractors should notify the County if they are made aware of a selection that is not mutual. The Contractor shall maintain a copy of this agreement in the Student’s file.

2.12.7. All Students shall have an individualized plan that identifies Student goals. These goals may be developed through the DVR process or may be a set of employment goals developed by the Contractor in alignment with Criteria for Evaluation requirements. Goals must be in place within 60 days from the start of service.

2.12.8. A copy of the Student’s individualized plan shall be provided to the Student, school district, DVR, County, Student’s CRM if applicable, and, if applicable, to the Student’s legal guardian. The plan shall also be provided to others, as directed by the Student, or the Student’s legal guardian.

2.12.9. All Client File Requirements and IE Service Requirements apply to STW Students with the following exceptions:

2.12.9.1. Some Students may not be receiving paid services from DDA during the STW program and may not have a copy of a PCSP to keep on file. If a Student is receiving paid services from DDA, a copy of the current PCSP should be kept on file.

2.12.9.2. Six-month progress reports are not required while Students are in the STW program because progress is reported monthly.

2.12.10. Students must receive a minimum of two (2) service hours per month, including at least one face-to-face contact.

2.12.10.1. Exceptions to face-to-face and minimum service hour requirements shall be requested and have written approval from the County prior to submitting monthly billing.

2.12.10.2. All face-to-face contacts and any exceptions provided by the County shall be documented and kept in each student’s file.

2.12.11. Contractors are responsible for providing services in a culturally and linguistically responsive manner, including use of interpretation and translation as needed. If the cost of providing interpretation and translation is cost-prohibitive, the Contractor will work with the County and DVR to identify solutions.

2.12.12. Meetings must be held in the format best suited for the Student. If all parties are not able to attend meetings in person, use of telephone or video conferences is encouraged to complete the process in a timely manner.

2.12.13. Contractors will provide services in the following phases as outlined in the Student’s Services Delivery Outcome Plan (SDOP): Intake and Assessment phase, Job Placement phase, and Employment phase. Such services shall be provided consistent with the content of each Student’s DVR Individual Plan for Employment.

2.12.13.1. Intake and Assessment Phase

2.12.13.1.1. The Contractor will coordinate intake services which shall include the Student, Student’s guardian or legal representative if applicable, DVR Counselor, and County.

2.12.13.1.1.1. Complete and sign SDOP and any other needed intake documents.

2.12.13.1.1.2. Identify and document roles and responsibilities of the Student’s Team, including:

· Team member’s role;

· Team member’s contact information, including name, email, and phone; and

· Team member’s responsibility to the Student.

2.12.13.1.1.3. Report roles and responsibilities via SDOR on the following monthly update.

2.12.13.1.2. With the Student’s Team, identify if sufficient information is available from a Job Foundation report (if available) to develop a job goal or if additional assessment is needed.

2.12.13.1.2.1. If sufficient information is included in a Job Foundation report, the Contractor will write an executive summary of the report via SDOR on the following monthly update, including a job goal recommendation.

2.12.13.1.2.2. The Job Foundation executive summary may be a small paragraph of two to four sentences that encompass the following:

· Is written directly to the Student;

· Affirms skills and goals expressed;

· Offers next steps and/or ideas from key points of the report; and

· Cannot be plagiarized from the Job Foundation report.

2.12.13.1.2.3. The job goal recommendation may be one or two sentences describing potential employment options for the Student, as learned through the Job Foundation process. Recommendations should:

· Be appropriate and attainable;

· Match the Student’s skills and interests;

· Match the Student’s desired work environment;

· Match the Student’s desired schedule;

· Match the Student’s ability to travel to/from work within a reasonable length of time; and

· Identify any accommodations and supports necessary to achieve identified goals

2.12.13.1.2.4. If additional information is needed to develop an employment goal, the Contractor will complete a STW assessment in a paid or other realistic work setting. The Contractor will secure the assessment site and provide needed job supports and training for assessment completion. On the monthly update following assessment completion, the provider will write an assessment summary which addresses the following criteria:

· Attendance and reliability;

· Behavior support or potential strategies;

· Student communication skills;

· Student learning preferences;

· Student’s personal hygiene;

· Potential job safety concerns;

· Student stamina/endurance;

· Student social skills;

· Demonstrated skills and task performance;

· Transportation needs;

· Work preferences and interests; and

· A job goal recommendation that should:

· (a) Be appropriate and attainable;

· (b) Match the Student’s skills and interests;

· (c) Match the Student’s desired work environment;

· (d) Match the Student’s desired schedule;

· (e) Match the Student’s ability to travel to/from work within a reasonable length of time; and

· (f) Identify any accommodations and supports necessary to achieve identified goals.

2.12.13.1.2.5. An employment goal will be established and shared via SDOR on the following monthly update.

2.12.13.1.2.6. Identify what Job Seeker Tools are needed to meet the Student’s employment goal.

2.12.13.1.3. The Intake and Assessment Phase should be completed by November 30th of the Student’s STW service year. If additional time is needed to complete intake and assessment activities, the Contractor must communicate this need in writing to the County prior to November 30th.

2.12.13.2. Job Placement Phase

2.12.13.2.1. Job Placement efforts will be driven by Student goals outlined in the IPE and the SDOP.

2.12.13.2.2. Job Placement goals that are fewer than ten (10) hours per week must be approved in advance by the appropriate DVR Supervisor in consultation with the Student’s Team. The Student’s Team may include the Student, Student’s family or guardian if applicable, DVR Counselor, the Contractor, and the County.

2.12.13.2.3. If a Student with a placement goal of ten (10) hours per week or more accepts a job fewer than ten (10) hours per week, approval must be given by the appropriate DVR Supervisor in consultation with the Student’s Team, including the Student, their family (as applicable), their DVR Counselor, Contractor, and County.

2.12.13.2.4. Contractor will develop and submit Job Seeker Tools needed to assist the Student in securing a job. Job Seeker Tools will include a resume and other tools as appropriate, such as a cover letter, videos, PowerPoint, portfolio, letters of recommendation, LinkedIn/social media pages, etc.

2.12.13.2.5. The Contractor will notify the Student’s Team of any job offer within one week. Following a job acceptance, the Contractor will communicate the following information with the next monthly update via SDOR:

2.12.13.2.5.1. Student’s employment goal;

2.12.13.2.5.2. Name of the employer/location;

2.12.13.2.5.3. Job title;

2.12.13.2.5.4. Start date;

2.12.13.2.5.5. Job duties;

2.12.13.2.5.6. Expected weekly hours;

2.12.13.2.5.7. Starting wage;

2.12.13.2.5.8. Transportation considerations;

2.12.13.2.5.9. Benefits package; and

2.12.13.2.5.10. Potential training services and date/additional info.

2.12.13.2.6. If the Student rejects a job offer, the Contractor must provide an explanation of the rejection.

2.12.13.3. Employment Phase

2.12.13.3.1. The Contractor will provide verification of employment after the Student’s first day of work by submitting one of the following via SDOR with the monthly update:

2.12.13.3.3.1. A letter or other documentation agreed upon with DVR, signed by the employer, verifying the Student’s first day of paid employment in a permanent, integrated, and competitive job; or

2.12.13.3.3.2. A copy of the Student’s pay statement; or

2.12.13.3.3.3. Information from employer database systems indicating the Student’s start date or wage; and

2.12.13.3.3.4. Any additional details requested on the SDOP.

2.12.13.3.2. The Contractor will provide intensive training services at the Student’s job through individualized one-on-one job skills training and support. These supports should enable a Student to achieve job stabilization in on-the job performance with job supports and services and a fading plan, and meet the employers expected level of work productivity.

2.12.13.3.3. Stabilization is achieved when the Student’s Team and their employer agree that the student has demonstrated and maintained satisfactory on-the-job performance and has long-term supports in place. Job stabilization is determined on an individualized basis by the DVR Counselor with input from the Student, employer and contractor, considering the number of weekly hours worked, employer expectations, and ongoing supports available to maintain stability.

2.12.13.3.4. When job stabilization is reached, the Contractor will submit a Stabilization Report via SDOR on the following monthly update. The Stabilization Report must include:

2.12.13.3.3.1. Detail and summary of how placement hours were met (or if the job represents suitable employment);

2.12.13.3.3.2. Detail, descriptions, and summary of how the DVR Counselor, Contractor, and employer agree that the employer’s expectations have been met;

2.12.13.3.3.3. Detail and summary of how long-term supports have been set up and will occur;

2.12.13.3.3.4. The strengths the Student brings to the job;

2.12.13.3.3.5. How the Student will become stable on the job (i.e., fading plan); and

2.12.13.3.3.6. Additional training, services, and supports the Student may need.

2.12.13.3.5. DVR will provide Extended Services needed by the Student until DDA funds are available.

2.12.13.3.6. Extended Services funded by DVR shall be outlined on the DVR Extended Support SDOP.

2.12.13.3.7. DVR shall provide extended services as needed, until DDA funds are available, up to a maximum 26 hours per month at the hourly rate of $105.00.

2.12.13.3.7.1. If more than 26 hours per month are needed for a Student, the DVR Counselor must document the requirement for more service hours and staff the case with their supervisor to request an exception to this maximum.

2.12.13.3.7.2. Exceptions may be made on a case-by-case basis and must be…