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

1

Assembling Your Reasonable Accommodation File

Kimberly Jones, Regional Disability Coordinator, Humanitas, Inc.

Lisa Kosh, Regional Disability Coordinator, Humanitas, Inc.

2

Overview Policy and process Required

documentation Managing the

information received File layout and

maintenance

3

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

4

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

5

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

6

WHAT’S IN THE FILE: REQUIRED

DOCUMENTATION

7

Accommodation File Checklist

8

What’s in the file? Accommodation Notes

9

What’s in the file? Documentation

Disability documentation IEP 504 plans VR evaluation Assessments/evaluations Any other non-medical

documentation

10

What’s in the file? Signed Accommodation Plan

11

What’s in the file? Reasonable Accommodation Request Form

12

What’s in the file? Accommodation Effectiveness Review

13

What’s in the file? Accommodation Effectiveness Summary

14

Managing Information: Accommodation Notes

File will not include: Medical documentation (maintain in

SHR)medicines treatments therapy sessionsnotes from CMHC

15

MANAGING INFORMATION

RECEIVED: ACCOMMODATION

NOTES

16

Managing Information:Accommodation Notes

17

Managing Information:Accommodation Notes

Document discussions with the applicant/student Initial accommodation call/meeting Subsequent meetings with student/

applicantDCCounselor InstructorTransition

18

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”

19

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

20

Managing Information: Accommodation Notes

21

Managing Information: Accommodation Notes

22

Managing Information: Accommodation Notes

RAPReason – 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

23

MANAGING INFORMATION

RECEIVED: TIPS AND OTHER FORMS

24

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”

25

Accommodation File Checklist

26

What’s in the file? Referral Form

27

What’s in the file? Transition Wellness Plan

28

What’s in the file? Behavior Plan

29

What’s in the file? Accommodation Checklist

30

RESOURCES

31

Job Corps Disability Website

32

Job Corps Disability Website: Reasonable Accommodation

33

Job Corps Disability Website: Accommodation File Checklist

34

Regional Disability Coordinators

o Boston Region – Lisa [email protected]

o Philadelphia and Atlanta Regions – Nikki [email protected]

o Dallas Region – Laura [email protected]

o Chicago and San Francisco Regions – Kim [email protected]

35

Questions