Intranet Document Repository (Counseling Subsection): WWRC Client Rights, Responsibilities, and Disclosures for Services (Items #12-14)
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This governance procedure primarily addresses the coordination of transportation and related logistics for VR consumers attending WWRC, as a collaborative process between the Center and the Agency's DRS Field Program. A designated DARS/WWRC Transportation Committee provides oversight and monitoring of the implementation of this governance procedure to address any identified issues, exchange information and ideas, and ensure consistency of Agency transportation services for VR consumers with universally understood standards, expectations, and protocols.
WWRC and DARS are not responsible for the transport of individuals who are not DARS clients (such as family members or friends). There are two types of exceptions:
It is the responsibility of the client/family to coordinate independent transportation when leaving campus for personal reasons, such as weekends, non-WWRC designated holidays, and special family events.
Note: WWRC clients may only be transported using an approved state vehicle. Any exception requiring use of a personal vehicle must be prior approved by the WWRC Director, or designee. Follow After Hours Administrator Access protocol outside of standard business hours.
All client transportation requests shall be submitted to the WWRC or DARS Counselor for consideration. The Counselor will review to determine if: all transportation options have been explored; the request is a necessary component to the impact/outcome of the client's vocational program/employment; and/or the family is unable to meet the request. Should feasibility of the request be in question, the WWRC or DARS Counselor will (along with other staff as deemed necessary) present the request and circumstances to DARS and/or WWRC management to make the decision.
Once deemed that WWRC/DARS transport meets required criteria, the following protocol applies:
Special circumstances may impact the applied protocol:
Transportation Baggage Limitations
Baggage is restricted to two (2) pieces of medium-sized luggage due to space limitations with DARS/WWRC transportation vehicles. The only exception is for clients being admitted to Rothrock Hall who may need to bring medically necessary supplies and equipment; allowances will be made, as transport space allows.
DARS/WWRC drivers do not transport televisions, stereos, large computers, refrigerators or microwaves (note that microwaves are not permitted in dorm rooms as they are a potential fire hazard). VR clients need to make other transportation arrangements should they choose to bring any of these items. Anyone who attempts to bring an excessive amount of belongings, will be asked by the DARS/WWRC driver to reduce the amount before able to be transported. Clients should understand that if these items are purchased after their arrival at WWRC, transporting them home will require other arrangements.
Upon discharge, if client leaves personal belongings at the Center, items will be held by Residential Services for fourteen (14) days, as space allows. The client will need to make plans to retrieve personal property as soon as possible.
Clients in Outpatient or Day Status do not typically require WWRC transportation coordination; requests for such should be the exception, not the norm. The need for transport will be considered on a case-by-case basis, but should be a last resort. To be considered, the client must be in a short-term program at WWRC (Vocational Evaluation, Outpatient Evaluations). If a client is going to be in a long-term training program, consideration should be given to a residential placement for that individual (WWRC dormitory).
If the decision to provide transportation for the client is affirmed, the assigned Counselor must communicate the following information, in writing, to the client, copied to the designated WWRC Rehabilitation Counseling Support Technician, WWRC Transportation Supervisor/Fleet Manager, and, Facility Services Office Service Specialist:
Changes must be communicated, in writing, to the designated WWRC Rehabilitation Counseling Support Technician.
If the client is sick or not going to need a ride for the day, he/she is expected to contact the designated WWRC Rehabilitation Counseling Support Technician no later than 7:15 AM to cancel the ride. The designated WWRC Rehabilitation Counseling Support Technician will contact the WWRC Transportation Supervisor/Fleet Manager.
While the exception, WWRC does accept individuals with disabilities who meet admissions criteria and reside out-of-state; WWRC has historically seen referrals from the Virgin Islands as well. In these cases, the WWRC Admissions Department is expected to send a transportation cost estimate to the individual's designated sponsor, in consultation with the WWRC Fiscal Support Services Manager. The estimate should include transportation costs (round trip) to and from the airport in Charlottesville, Virginia, to include the return trip to the airport for the accompanying family member. It is recommended to quote a range since we may not know at this time the specific type of vehicle that will be needed (mini-van, wheelchair van with lift, large van, or car) for transport.
The WWRC Admissions Department is also expected to coordinate needed logistics with the WWRC Transportation Supervisor/Fleet Manager and designated WWRC Rehabilitation Counseling Support Technician. They will need to know the arrival and subsequently the departure time of the flight, flight number and number of persons. The transportation driver is not allowed to park and leave a state vehicle unattended to go into the airport, and the actual parking lot is often a distance from the pick-up and drop-off area in front of the airport. Therefore, the client and family/attendant need to be directed to proceed to the vehicle pick up area after arrival.
It is recommended to provide the client an emergency phone number to contact in case there are last minute changes in arrival/departure plans or weather issues. Additionally, if the client will be arriving at the Center after normal business hours, WWRC residential housing staff (dorms, Rothrock Hall) should be made aware of late arrival.
The client and family may need information on local hotels. Transportation needs to know ahead of time if there are identified hotel accommodations so they can plan the trip appropriately. Be sure to confirm whether the accommodations are in Staunton or Waynesboro to avoid any potential miscommunication regarding the actual hotel location. It is suggested that, if possible, hotel accommodations in Waynesboro are preferable because of closer proximity and time to the Center and Charlottesville Airport.
Appropriate WWRC staff members are expected to document travel arrangements in AWARE service notes.