Assembling Your Reasonable Accommodation File Kimberly Jones, Regional Disability Coordinator, Humanitas, Inc. Lisa Kosh, Regional Disability Coordinator, Humanitas, Inc. 1

Overview Policy and process Required documentation Managing the information received File layout and maintenance 2

Job Corps Policy Any qualified applicant or student with a disability is entitled to request and receive reasonable accommodations to participate in the Job Corps program at any time during admissions or enrollment. -Appendix 605 3

Reasonable Accommodation Process Overview Review accommodation request and documentation Discuss accommodation(s) requested with applicant/student Enter disability data and accommodation plan in CIS Create accommodation file Update and document effectiveness and progress 4

Job Corps Program Policy Recordkeeping – A separate accommodation file (similar to the student’s health record) should be maintained for each student receiving an accommodation. -Appendix 605 5

WHAT’S IN THE FILE: REQUIRED DOCUMENTATION 6

Accommodation File Checklist 7

What’s in the file? Accommodation Notes 8

What’s in the file? Documentation Disability documentation IEP 504 plans VR evaluation Assessments/evaluations Any other non-medical documentation 9

What’s in the file? Signed Accommodation Plan 10

What’s in the file? Reasonable Accommodation Request Form 11

What’s in the file? Accommodation Effectiveness Review 12

What’s in the file? Accommodation Effectiveness Summary 13

Managing Information: Accommodation Notes File will not include: Medical documentation (maintain in SHR) medicines treatments therapy sessions notes from CMHC 14

MANAGING INFORMATION RECEIVED: ACCOMMODATION NOTES 15

Managing Information: Accommodation Notes 16

Managing Information: Accommodation Notes Document discussions with the applicant/student Initial accommodation call/meeting Subsequent meetings with student/ applicant DC Counselor Instructor Transition 17

Managing Information: Accommodation Notes Updates to the plan Comments, progress from instructors related to student’s accommodations Note where medical info is kept (if any) “Medical evaluation in SHR” 18

Managing Information: Accommodation Notes: Examples Date, reason for documenting 7/18/12, first call with applicant 6/14/10, first meeting with applicant, refused use of calculator and peer scribe 5/15/11, 60 day evaluation, requested changes to plan, scheduled RAC for 5/17/11 19

Managing Information: Accommodation Notes 20

Managing Information: Accommodation Notes 21

Managing Information: Accommodation Notes RAP Reason – for the note (initial, update, modification, transition) Action – create, modify, schedule a RAC, etc. Plan – what is suspected outcome based on action, what will happen next 22

MANAGING INFORMATION RECEIVED: TIPS AND OTHER FORMS 23

Accommodation File Maintenance Keep in a locked cabinet Keep all files in 1 designated area Ensure consistent layout Ensure access is only by DCs unless there is “need to know” 24

Accommodation File Checklist 25

What’s in the file? Referral Form 26

What’s in the file? Transition Wellness Plan 27

What’s in the file? Behavior Plan 28

What’s in the file? Accommodation Checklist 29

RESOURCES 30

Job Corps Disability Website 31

Job Corps Disability Website: Reasonable Accommodation 32

Job Corps Disability Website: Accommodation File Checklist 33

Regional Disability Coordinators 34 o Boston Region – Lisa Kosh o Philadelphia and Atlanta Regions – Nikki Jackson o Dallas Region – Laura Kuhn o Chicago and San Francisco Regions – Kim Jones

Questions 35