09 Service Status / Scope of Services

09-02-01-01 Scope

The purchase of a computer must meet at least one of the following conditions:

1. In the case of a self-employment plan, the computer and/or computer equipment is necessary for the operation of the business.

2. Required of all students in a training program and is verified by the instructor/school officials, and access to a computer cannot be addressed through the existing computer lab or similar resources offered by the school.

3. Necessary for reasonable accommodation for employment or in a training program when not covered by the employer or educational program.

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09-02-01-02 Guidelines

1. In some instances, a word processor may meet the needs of the participant and should be considered prior to the purchase f a computer. If the need is for word processing documents such as in a post secondary school setting, a word processor shall be provided rather than a computer.

2. The financial needs test must be applied for computer purchases in accordance with the Financial Participation Section.

3. Comparable services and benefits shall be explored and utilized prior to the purchase of a computer by the agency in accordance with the Financial Participation Section. Some examples of comparable services and benefits include the following:

   • programs that have computers available for loan

   • availability of computers at training facilities such as computer labs and libraries

   • service providers who have computer labs available for participant use

   • availability of agency computer equipment which can be utilized by participants

   • if a computer is needed for a short time, the rental of the equipment or utilizing pay per hour arrangement (such as Kinko's) may be appropriate

4. Use of Comparable Services and Benefits cannot be required when the computer is purchased as an assistive technology device.

5. Computers are purchased only for eligible individuals with clear justification in the IPE documenting the connection between the computer and/or computer equipment to the desired employment outcome.

6. The counselor/team shall assess the purpose of the computer and obtain consultation by someone with expertise in the subject area such as an employer or other businesses utilizing the same or similar equipment, to determine computer capabilities, software, hardware/ peripherals and equipment modification needs.

7. In situations where a consultant cannot easily be obtained, the counselor may authorize for the service. An on-site visit by the counselor/team may be made to assist in determining needs. In determining the capacity of the equipment needed, the counselor/team shall consider current minimum needs unless the severity of the disability will require a more powerful computer package in the future. Consideration shall be the minimum required by present day standards.

8. For individuals who require specialized adaptations to the computer equipment, an evaluation may be obtained through an evaluator or rehabilitation engineer who specializes in computer aided adaptive equipment.

9. Computer purchases will only be considered if the participant is able to take responsibility for the maintenance, replacement and upgrade of the equipment and software.

10. Counselors may consider assisting with upgrades for purchased computer systems if the additional equipment or upgrade is needed due to a change or progression of the disabling condition.

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09-02-03-01 Limitations

Maintenance is not:

1. intended as a means for increasing the participant's standard of living;

2. to be used as a means to pay for any previous or current expenses incurred by the participant or family member - other than those extra costs of subsistence required by the applicant or eligible individual to participate in the rehabilitation process;

3. to be provided during periods in which the IPE or other services are interrupted, such as summer vacations from school or while waiting for a VR program to begin; or

4. intended to cover luxury items.

   NOTE: Under no circumstances should DVR attempt to resolve a participant's debt or financial difficulties (e.g., making bank payments, installments on furniture or credit cards, etc.) through maintenance payments.

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09-02-03-02 Guidelines

1. Maintenance can be considered to cover a participants subsistence costs which are above and beyond their normal subsistence costs and are a direct result of participating in the assessment for eligibility of VR services or planned services in an approved IPE.

2. The financial needs test must be applied in accordance with the Financial Participation Section of this manual when providing maintenance services.

3. Comparable Services and Benefits should be fully considered when providing any maintenance according to the Financial Participation Section of this manual. The following Comparable Services and Benefits must be applied prior to providing maintenance. In cases where the Participant is ineligible for the following services, documentation to that effect must be included in the case notes prior to providing maintenance.

   Comparable Service Required:

   1. Rent or housing subsidy

      • TANF, General Assistance

      • SSI/SSDI

      • Workers Compensation

      • City, County, HUD or other housing subsistence

   2. Utilities

      • Same as above to offset housing expense

      • City, County or State utility subsidies

   3. Food

      • Food Stamps

      • Commodities

   4. Room and board while enrolled in an academic program

      • Student federal financial aid

   NOTE: It is important to review the case periodically to assess whether maintenance should by provided; or in instances when it is being provided over an extended period of time, assessment should be made about the appropriateness for continued maintenance assistance as well as changes in financial need.

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09-02-03-03 Income Support Division (ISD)

Because maintenance is a subsistence payment, ISD will reduce TANF and/or General Assistance by an amount equal to the amount of DVR maintenance provided. Therefore, if a participant is receiving TANF or General Assistance it is not necessary to provide maintenance.

ISD excludes the following DVR payments in determining the participant's financial assistance eligibility and payment:

• transportation;

• medical, psychological or other therapeutic services;

• equipment, tools or stock;

• dependent care;

• training related costs; and

• other goods and services authorized directly to a vendor

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09-02-03-04 Relocation Expenses

Relocation expenses in connection with job placement that is a significant distance from the participant's current residence can be provided when the following conditions are met:

• the move is necessary to achieve the participant's employment goal;

• job security has been established; and

• there is significant distance from the eligible individual's current residence and job site.

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09-02-04-01 Definitions

09-02-04-02 Self-Employment Equipment and Supplies

Miscellaneous goods and equipment can be purchased for an eligible participant to assist in securing, maintaining or regaining an employment outcome. Comparable services and benefits as well as the financial needs test must be applied in accordance with the Participant Financial Participation Section. Following is a list of various equipment and goods:

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09-02-05-01 Guidelines for Purchasing

1. Attention should be given to licensure/certification during development of training plans to ensure that the participant will not encounter obstacles to meeting licensure requirements (e.g. criminal records, etc.).

2. Only licenses/certifications required by the participant to be able to work in the profession shall be covered by DVR. Other licenses that are not required, but are felt to enhance the marketability of the participant, may be provided at the counselor's discretion.

3. Comparable Services and Benefits as well as the Financial Needs Test shall be applied when providing support towards licensure.

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09-02-06-01 Requirements

1. Personal Assistance Services must be necessary to the achievement of an employment outcome and counselor must document this relationship in the Individualized Plan for Employment.

2. Personal Assistance Services may be provided only while the individual is receiving other vocational rehabilitation services.

3. Comparable Services and Benefits must be applied when providing Personal Assistance Services.

   NOTE:The Financial Needs Test cannot be applied when providing Personal Assistance Services.

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09-02-07-01 Guidelines

1. Use of Comparable Services and Benefits cannot be required nor can the Financial Needs Test be applied when providing job-related services including job search and placement assistance, job retention services, follow-up services and follow along services.

2. It is the counselor's responsibility to assess the participant's placement needs, provide counseling, plan for the provision of services and document these activities. The types of services used should be determined on an individualized basis.

3. Counselors should enlist services provided by One-Stop Centers and/or other public or private organizations to promote job placements as determined appropriate.

4. Placement services may be purchased when such an arrangement is in the best interest of the participant, such as when DVR is unable to provide timely and appropriate services. Some placement services are time intensive and when viewed in terms of the counselor's overall job, are best arranged for when possible. An individualized determination based on the participant's needs must be made regarding the use of specific placement services through the use of other resources, the counselor or a combination of both.

5. When placement services are purchased, the counselor still retains the primary responsibility for directing the placement process. The counselor must assure quality services are being provided and provide ongoing counseling to the participant as needed.

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09-02-08-01 Definitions

09-02-08-02 Guidelines for Purchasing

1. A Rehabilitation Engineer should be consulted as needed for assistance in providing rehabilitation technology services.

2. Comparable Services and Benefits cannot be required when providing Rehabilitation Technology including telecommunications, sensory and other technological aids and devices.

3. Participant Financial Needs Test must be applied in accordance with the Financial Participation Section when providing rehabilitation technology.

4. Rehabilitation technology services, aside from evaluations of an individual's rehabilitation technology needs, should be identified in the IPE with documentation showing the connection of the rehabilitation technology service to the identified employment outcome.

5. Should an assistive technology device be required during a TWE or EE period, the justification for the device should clearly identify why the device is necessary in addressing the question of eligibility.

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09-02-08-03 Computers as Assistive Technology

Computers, computer equipment and software can be considered assistive technology equipment if the purpose of the equipment is to provide accommodations for an individual with a disability. Requirements for computer purchases are outlined in the Computer Purchase Section.

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09-02-09-01 Physical Restoration

Physical Restoration Services include:

• Diagnostic exams to establish the diagnosis, prognosis and recommended treatment of a physical condition

• X-ray or laboratory work

• Corrective surgery or therapeutic treatment that is likely, within a reasonable period of time, to correct or modify substantially a stable or slowly progressive physical impairment that constitutes a substantial impediment to employment

• Necessary hospitalization (either inpatient or outpatient care) in connection with surgery or treatment and clinic services to include anesthesia

• Dentistry

• Nursing Services

• Medically prescribed drugs and supplies

• Prosthetic and orthotic devices

• Eyeglasses and visual services, including visual training, examination and services necessary for the prescription and provision of eyeglasses, contact lenses, microscopic lenses, telescopic lenses, and other special visual aids prescribed by personnel that are qualified in accordance with State licensure laws

• Podiatry

• Physical therapy

• Occupational therapy

• Speech or hearing therapy

• Treatment of either acute or chronic medical complications and emergencies that are associated with or arise out of the provision of physical or mental restoration services, or that are inherent in the condition under treatment

• Special services for the treatment of individual with end-stage renal disease, including kidney transplant, dialysis, artificial kidneys and supplies

• Other medical or medically related rehabilitation services.

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09-02-09-02 Mental Restoration

Mental restoration is a planned program of professional treatment which is designed to systematically reduce those major functional limitations of a mental or emotional disability which prevent adequate performance in a training or employment setting. Mental restoration services include:

• Psychotherapy

• Psychoeducational services (e.g., stress management, assertiveness training, etc.)

• Prescribed medication

• Medication monitoring

• Biofeedback

• Psychosocial rehabilitation services

• Cognitive therapy/retraining

• Therapeutic treatment that is likely, within a reasonable period of time, to correct or modify substantially a stable or slowly progressive mental impairment that constitutes a substantial impediment to employment

• Drugs and Supplies

• Treatment of either acute or chronic complications and emergencies that are associated with or arise out of the provision of physical and mental restoration services, or that are inherent in the condition under treatment

• Inpatient or outpatient drug or alcohol treatment

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09-02-09-03 Guidelines

1. Restoration services shall be provided only by facilities and professionals licensed or certified according to state law.

2. Diagnostic examinations and procedures may be provided in any status and do not have to be identified as a service in plans for those individuals in TWE, EE, PES or Service Status.

3. In all cases the counselor should clarify all rehabilitation issues pertaining to the individual's employability and their relationship to planned restoration services.

4. Guidance and counseling issues necessary for the individual's adjustment should be documented as an integral part of the rehabilitation program.

5. Comparable Services and Benefits shall be applied when providing restoration services in accordance with the Financial Participation Section. When providing restoration services the following examples of comparable services and benefits shall be explored as appropriate:

   • Pharmaceutical Assistance Programs

   • Private Insurance

   • Worker's Compensation

   • Children's Medical Services (for ages 21 and under - Dept. of Health)

   • Medicaid

   • Medicare

   • Hill Burton Funds

   • Knights Templar Eye Foundation Inc.

   • County Indigent Funds

6. The financial needs test shall be applied in accordance with the Client Financial Participation Section.

7. Restoration services provided under an IPE shall include objectives developed in conjunction with the service provider which identify measurable behavioral outcomes.

8. Psychotherapy must be recommended through a psychological or psychiatric examination in order to provide psychotherapy in an IPE, TWE, EE or PES plan.

9. When providing psychotherapy services, a brief monthly report outlining progress made in therapy shall be obtained.

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09-02-09-04 Non-Traditional or Unlicensed Providers

Non-traditional treatment or services, not covered by state regulation (licensures, certificates, etc.), cannot be covered by DVR. When there is a question surrounding a treatment request or prescription, medical consultation shall be obtained.

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09-02-09-05 Long-Term Care or Treatment

DVR does not provide long term medical, psychiatric or psychological care or treatment. Upon receiving a request for Restoration services for the purpose of enhancing an individual's level of functioning to the degree necessary to actively participate in job search or training activities, the counselor shall:

• negotiate a reasonable time frame for services

• identify expected benefits of the restoration services as it relates to the participant's employability

• ensure the services are measurable in order to determine the efficacy of the treatment

• obtain a medical consultation as appropriate.

If the individual has ongoing medical needs (medication, supplies, etc.) the counselor may assist with these needs during the rehabilitation program, provided the participant continues progressing in their program. The counselor should consider ongoing medical expenses when determining an employment goal and the level of earnings needed, as the participant will have to assume responsibility for the costs after closure.

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09-02-09-06 Medication

• DVR can assist with prescribed medications that are FDAapproved. DVR cannot assist with the purchase of Non-FDA approved medications or prescriptions.

• The counselor must monitor the efficacy of the medication through medical or psychiatric updates as well as contact with the participant.

• Ongoing assistance with medication is dependent on medical reports supporting participant gains as a result of the medication and counselor documentation that these gains are connected with the participant's employability.

• Comparable services and benefits to include Pharmaceutical Assistance Programs must be explored and utilized as appropriate prior to providing assistance with medication.

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09-02-09-07 Consultation

Medical Consultation is expert advice related to medical aspects of VR cases by a medical practitioner. These consultative services are provided by an area or state medical consultant or on a fee for service basis by private physicians and are rendered directly to VR counselors and supervisors. The medical consultant does not make eligibility decisions. This remains the responsibility of the VR Counselor. The purpose of the medical consultant is to:

• provide technical assistance on medical aspects of rehabilitation

• help insure quality medical services

• assist the counselor to obtain, understand and use adequate medical services at a reasonable cost

• identify and assess the degree of functional limitations using existing medical information

• interpret and clarify medical terms and information provided in medical reports

• assist counselors in the choice of practitioners for diagnostics or treatment

• provide advice when medical incompetence, negligence or unlawful acts are suspected.

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09-02-10-01 Policy Statement

The Rehabilitation Act emphasizes the coordination of services between Division of Vocational Rehabilitation and education officials responsible for the public education of students with disabilities; with the intent of facilitating a seamless transition from the receipt of education services in school, to successful performance in the world of work. To facilitate this process, New Mexico DVR has assigned a DVR Counselor to each New Mexico Public High School, BIA or Special State-Supported High School and has established the following procedures for outreach to the schools and processing of student referrals.

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09-02-10-02 Definitions

09-02-10-03 Procedures

DVR Counselors are responsible for providing consultation and technical assistance to their assigned high schools on issues related to the transition of students with disabilities. Transition students are subject to all guidelines and procedures related to the VR application process, assessment for eligibility, eligibility criteria, plan development, delivery of services and closure identified within this Manual. In addition, the following procedures are established in order to better meet the needs of this population. DVR staff shall:

1. Establish contacts within their assigned school district which are able to provide appropriate referrals of potentially eligible students. This should occur at the beginning of or early in the school year. A school may have more than one contact person for referral purposes. While private/charter schools are not generally assigned to a DVR counselor, memoranda of agreement may be developed. Transition services, including consultation services, can be supplied at their request.

2. Prioritize with school representatives, students to be referred beginning with the exiting studentsand students at risk of dropping out. Other students may be provided consultative assistance as time permits.

3. Provide potentially eligible students or, as appropriate, their representative or parents with information regarding the:

• purpose of the VR program

• application procedures

• eligibility requirements

• scope of services

4. Provide the above information as early as possible during the transition planning process in order to enable students with disabilities to make an informed choice on whether to apply for VR services while still in school.

5. Arrange initial interviews with students interested in DVR services. Applications can be taken at any time the VR Counselor, student, parent and/or student's representative feel it is necessary to begin the rehabilitation process but preferably no later than the first semester of the student's exiting year. There may be instances, considering the complexity of the case or other factors, where parties agree that opening a case earlier than the student's exiting year is in the best interest of the student's rehabilitation.

6. Identify referrals as being transition students on the Personal Information datapage - See AWAREHelp.

7. Make an eligibility determination in as timely a manner as possible.

8. Develop and have approved, an IPE for eligible students by the time the student exits the school program. Development and approval of an IPE is obviously dependent upon receiving the referral in a timely manner. When this cannot be accomplished, the counselor should document in a case note their efforts to achieve this and why it did not occur.

9. Coordinate, as closely as possible, the IPE goals and services for transition students who are receiving special education services with their goals, objectives and services of their Individualized Education Plan (IEP).

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09-02-11-01 Definition

For the purposes of receiving vocational rehabilitation services, a family member means an individual who either is a relative or guardian of an applicant or eligible individual, or lives in the same household or who has a substantial interest in the well-being of the participant and whose receipt of vocational rehabilitation services is necessary to enable the applicant or eligible individual to achieve an employment outcome.

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09-02-11-02 Scope

Any VR service allowed an applicant of eligible individual may also be made available to a family member provided the service is necessary to enable the participant to achieve an employment outcome.

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09-02-11-03 Requirements

1. Services to family members should meet the same requirements as a service being provided to the applicant or eligible individual.

2. If a VR service is to be provided to a family member during TWE, EE or in Service, Employed or Post-Employment Status, the service must be identified and justified in the respective plan clearly identifying why the service is necessary in addressing the question of eligibility or in assisting the eligible individual to achieve their employment goal.

3. Comparable Services and Benefits must be utilized when providing services to family members in accordance with the Participant Financial Participation section.

4. The Financial Needs Test must be applied when providing services to family members in accordance with the Participant Financial Participation section

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09-02-12-01 Academic Training

Academic training can occur in a vocational or technical institution, community college or university, either private or public, with the purpose of acquiring skills specific to a particular job or occupation. The Department of Vocational Rehabilitation support of academic training generally occurs while in Service Status, but can occur as part of the diagnostic process in EE, TWE (in conjunction with a work related activity to satisfy the conditions of TWE) or eligible status.

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09-02-12-02 Training Alternatives

09-02-12-03 Guidelines for Training Programs

09-02-12-04 On the Job Training

09-02-12-05 Work Adjustment Training

09-02-12-06 Miscellaneous Training

09-02-13-01 Scope

Transportation services are travel and related expenses that are necessary to enable an applicant or eligible individual to participate in a vocational rehabilitation service. Transportation is a supportive service intended exclusively for the purpose of enabling the participant to participate in and derive full benefit of other vocational rehabilitation services.

Transportation services include:

1. Fares or costs associated with public transit systems including but not limited to:

   • taxi

   • bus

   • airplane

   • train

2. Costs associated with use of private transportation including but not limited to:

   • gasoline/oil for a private automobile

   • payment to a private individual for transportation services

3. Short term rental of a vehicle (i.e. 1-2 weeks) to enable an individual to participate in a planned service in an approved IPE. Rentals should be authorized as direct payment to the participant with the participant assuming full responsibility for all liability issues associated with the rental.

4. Costs associated with the upkeep and maintenance of operating a private vehicle including but not limited to:

   • automobile insurance

   • automobile maintenance

   • vehicle repairs

   • purchase of automobile parts

5. Other incidental costs associated with minor services which are short term yet necessary to meet a participant's transportation needs.

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09-02-13-02 Guidelines

1. The most economical means for transporting the participant will be selected taking into consideration the participant's needs, limitations, etc.

2. Comparable services and benefits for transportation must be considered (and documented) in accordance with the Financial Participation Section of this manual.

3. The financial needs test must be applied in accordance with the Financial Participation Section prior to agreeing to transportation assistance.

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09-02-13-03 Mileage

Mileage expenses are permitted when using a private vehicle based on estimated costs of gasoline and oil as determined by the estimated miles traveled. Authorizations to vendors for gasoline/oil may be issued when this method of providing transportation assistance is available.

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09-02-13-04 Auto Repairs

Payments for repairs and part replacements of private vehicles may be made in compliance with agency purchasing policies and procedures, when this is deemed the best or most economical method for meeting the participant's transportation needs. Only those repairs that render the vehicle safe and operable are allowable. The following factors should be considered when discussing auto repairs:

• extent of the repairs needed

• overall condition and value of the vehicle, i.e. what are the chances that the vehicle will require constant repair, do the cost of repairs exceed the value of the vehicle?

• availability of other appropriate modes of transportation

• extent of the participant or his/her family's share of the costs given that, in most cases, vehicles are not used exclusively for the participant's rehabilitation program

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09-02-14-01 Policy Statement and Purpose

The New Mexico Division of Vocational Rehabilitation will modify a vehicle for a participant if the Vocational Rehabilitation Counselor can demonstrate: that it is needed for the participant to achieve viable employment outcomes; that it is an integral part of an approved Individualized Plan for Employment (IPE); and that such demonstration is based on the policy and procedures as presented in this MOP section.

In order to receive vehicle modification services as part of an IPE, an up-to-date financial summary must be completed in accordance with the Participant Financial Participation Section, in order to determine the participant's ability to purchase such services or level of participation in the purchase of such services.

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09-02-14-02 Definitions

09-02-14-03 Scope of Services

Motor vehicle modification services are rehabilitation technology services that may be provided only when necessary to enable an eligible participant to achieve viable employment outcome. Modifications will not be provided for participants in trial work experience or extended evaluation.

Motor vehicle modification services shall be provided only as part of an approved IPE.

Evaluating the need for modifications

Prior to initiating an evaluation for motor vehicle modifications, the counselor will explore the availability of comparable benefits to transport a participant for the intended purpose. The comparable benefits will include, but are not limited to:

1. The participant's current mode of transportation. Does the participant own or have use of - as driver or passenger - another vehicle that would meet the participant's transportation need.

2. The reasonableness of using other modes of transportation or solutions, such as:

   • Taxicabs, carpools, paid co-workers, volunteers or attendants;

   • Paratransit, public handicap transit or other community services;

   • Relocating participant to where the specialized needs may be met if such a move is cost effective.

   NOTE: The agency shall not authorize the modification to a vehicle when the participant can effectively utilize public transportation.

Participants who request motor vehicle modification services which will enable them to drive shall be required to undergo an evaluation acceptable to the Agency to determine the functional capacity to drive, the need for motor vehicle modification, the type of vehicle which would be appropriate, and the type and extent of modification which will be required. The Agency will assume the costs of such an evaluation.

Participants who request motor vehicle modification services to enable them to ride as a passenger shall be required to undergo an evaluation acceptable to the Agency to determine the need for motor vehicle modification, the type of vehicle which would be appropriate, and the type and extent of modification which would be required. The Agency will assume the costs of such an evaluation.

WHEN NOT TO MODIFY:

The Agency will not provide or purchase:

1. Modifications to a vehicle for the purpose of enabling a participant to drive who, in the opinion of a consultant with expertise in the field (i.e. certified driving evaluator, physician, etc.), is not capable of operating a motor vehicle with reasonable safety due to the limitations of the disability.

2. Structural modifications to a van, with or without existing modifications, if an automobile would satisfy the participant's need for transportation. However, non-structural modifications such as hand controls, steering knobs, left-foot accelerator extensions, etc., may be considered if van transportation is preferred and no extensive structural modifications are required to make the van accessible to the participant with a disability.

The Agency will not provide structural modifications to a vehicle if the following conditions exist:

1. The vehicle is more than three (3) years old, or has more than 40,000 miles on the odometer, unless a qualified mechanic inspects the vehicle's power train, brakes, electrical system, body and safety features and certifies - in writing - that the inspected items are in good condition. The Program Manager or Field Operations Director (FOD) may authorize the provision of modifications to such a vehicle when in his/her judgment the overall condition of the vehicle warrants such a waiver;

2. When the vehicle has previously been modified for another individual or has been modified by the participant without the assistance of the Agency. The Program Manager or FOD may waive this limitation if the modification is deemed - after receipt of appropriate consultation - to be in conformance with technical standards.

ARTICIPANT RESPONSIBILITIES:

The Agency will not assume responsibility for the regular or on-going maintenance or repair of vehicles for which it has provided modifications.

Insurance on Motor Vehicle Modification--the Agency will not repair or replace motor vehicle modifications damaged by accident, vandalism, or fire. The counselor must stress to the participant receiving vehicle modification services that he/she must arrange for adequate insurance coverage.

ALLOWABLE MODIFICATIONS:

The Agency may provide non-structural modifications to a vehicle. Such modifications include, but are not limited to:

• Hand controls.

• Wheelchair carriers or truck loaders.

• Pedal blocks.

• Left foot brake and accelerator pedals.

• Extensions on turn signal and/or shift lever.

• Electric parking brake.

The Agency may provide equipment for eligible participants that is designed to enable them to enter, exit, operate, or be transported in their modified vehicle. This equipment may include:

• Wheelchair securement systems; raised roofs; lowered floors.

• Restraint systems if the factory installed system is inadequate or inappropriate.

• Modification to the power brake system already purchased; switches or touch pads for secondary controls.

• Provision of a wheelchair lift.

• Dual battery system.

• Outside rear-view mirrors.

• Other equipment essential for safe entry, exit, and transit in the vehicle.

  NOTE:After completion of structural modifications to vehicles or installation of equipment in vans, the installed equipment belongs to the participant.

WHAT IS NOT ALLOWED:

The Agency will not provide standard equipment or customary optional equipment that is ordinarily available when an individual purchases a new vehicle. Such equipment includes, but is not limited to:

• Automatic transmission.

• Power steering.

• Power brakes.

• Automatic speed control.

• Air conditioning.

• Heavy duty alternators.

• Power windows.

The Agency will not purchase or pay for the installation of non-essential equipment, such as:

• Entertainment systems.

• Burglar alarm systems.

• Insulation.

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09-02-14-04 Procedure for Providing Motor Vehicle Modifications

DVR does not accept referrals for a specific purpose (e.g., motor vehicle modification). The Agency procedures follow the process in place for all referrals (i.e., initial interview, adequate evaluation to determine eligibility and the nature and scope of services, etc.).

1. If a participant has purchased a vehicle prior to referral or at any point after referral, the counselor must explain that such does not guarantee that the Agency will participate, either in part or in whole, in the cost of modifications.

2. A review of the case record must:

   • Evidence adequate vocational evaluation and exploration along with guidance and counseling, which provides the rationale for the participant's employment goal and required support services.

   • Evidence satisfactory progress toward achieving an employment outcome, if the participant has already been receiving services under an IPE.

   • Contain an assessment of alternatives and comparable benefits that must be utilized, if appropriate, to meet the participant's transportation needs.

   • If there is a question about the participant's basic abilities to operate a vehicle, document that the participant is capable of operating a vehicle with reasonable safety prior to authorizing a driver evaluation. Based on a review by consultants of existing or new medical and or psychological information.

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09-02-14-05 Procedure for Evaluating Modification Needs

At this point in the process, the counselor may proceed with evaluating the participant's vehicle modification needs in preparation for the development of the IPE.

1. The counselor must explain that proceeding with the evaluations is not a guarantee that the Agency will participate, either in part or in whole, in the cost of modifications.

2. The participant must provide proof of a driver's license or ability to obtain a permit, if the participant will be the driver of the vehicle.

3. Driver Evaluation: A report from a certified driver evaluator must document the participant's ability to drive safely and, as necessary, should include specifications for adaptive driving equipment and vehicle modifications.

4. Passenger Evaluation: a participant who requests modification services to enable them to ride as a passenger must undergo an evaluation to determine the need for modifications, the type of vehicle which would be appropriate, and the type and extent of modification which would be required.

   NOTE: The Agency reserves the right to seek further consultation pertaining to the appropriateness and/or necessity of received recommendations.

5. When possible, the agency must be involved in the selection of the vehicle to be modified.The Agency reserves the right to limit by year, make or model which vehicles it will consider for modification.

6. If the participant does not own the motor vehicle under consideration the counselor must obtain a notarized statement from the owner--who is a family member--giving permission to the participant to drive or otherwise utilize the vehicle for at least ten (10) years. The owner must also provide written permission to proceed with the proposed modification and provide proof of ownership (i.e., Title Certificate, Copy of Bank Loan, etc.). If there is a lender or mortgagor, clearance from that party must also be obtained in writing.

7. The specifications for adaptive driving equipment and vehicle modification shall be submitted to a vendor approved by the agencies purchasing department and participant, in order to obtain documentation of cost.

8. When necessary, document that the vendor has completed a site visit to assess the participant's needs and conduct any measurements needed to make an accurate determination of cost.

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09-02-14-06 Procedure for Program Manager Review

1. The Program Manager will review all required documentation and provide the counselor with a written decision if the request exceeds $5,000.00.

   NOTE: The Field Operations Director is available for consultation in cases of high cost or unusual circumstances.

2. After approval been received, the counselor and participant may proceed to develop an IPE for implementing approved Motor Vehicle Modifications. The IPE shall stipulate the amount of the motor vehicle modifications less any manufacturer's rebate and/or contribution by the participant.

3. The counselor will seek approval of the IPE according to existing agency policy.

4. The Program Manager and FOD are available to the counselor on a consultant basis to review the proposed plan and to attempt to resolve any issues that may develop in the course of developing an IPE for vehicle modification.

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09-02-14-07 Procedure for Participant Satisfaction

1. Upon completion of the modification(s), the counselor shall consult with the participant to ascertain whether services have been completed to his/her satisfaction.

2. If the participant is dissatisfied with the work, the counselor shall discuss the areas of dissatisfaction with the vendor and make a determination if services have been delivered to the Agency's satisfaction in accordance with the authorization and/or any arrangements or agreements made between the vendor and Agency. Once it is determined that the service has been provided satisfactorily, the Agency will process the vendor's invoice for payment.

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09-02-14-08 Requirement for Driver Training

In all cases where motor vehicle modifications are provided by the Agency to a participant who is also the driver, the counselor will ensure that proper training is provided concurrently with the provision of motor vehicle modifications. Driver training is to be provided by a Certified Driver Rehabilitation Specialist who is familiar with the motor vehicle technologies. The only exception to this procedure is when replacement equipment is provided and the participant is a licensed driver already using the provided adaptive driving equipment.

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09-02-14-09 Transfer of Equipment

Upon successful completion of their rehabilitation program, all modifications and equipment belong to the participant. In instances in which the participant does not achieve a successful employment outcome, he or she is subject to having all of or certain components of the modifications reclaimed by DVR. Factors to be considered by the counselor in determining which pieces of equipment are to be reclaimed are:

• Transferability of the equipment, i.e., can another participant potentially utilize the equipment or was the equipment customized for the original participant to the degree which makes transferability impracticable.

• Cost associated with removal of the equipment from the vehicle.

• Whether the piece of equipment is reusable if removed from the vehicle.

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