​​​Chapter 8.05 Contents:

[REVISED: 11/22/16]

  1. VR funds may (per 2016 Federal Regulation 34 CFR § 361.49) be used for services to groups of individuals with disabilities when:

    1. The service must benefit two or more DRS Vocational Rehabilitation program clients (including applicants), and

    1. Neither the service nor the cost of service can be legitimately charged to the Individualized Plan for Employment (IPE) of any one client.

  2. Services must be for a one time occurrence.

  3. While the service is provided primarily to VR clients, the group may include individuals with disabilities other than Vocational Rehabilitation clients. 

  4. The service is not required to be provided to all group members at the same time.

  5. Consumer responsibilities will be determined on a case-by-case basis.

  6. Authorization and payment is centralized and is not done by the counselor.  The counselor, via the supervisor, shall submit a written request to the DRS Director for pre-approval.  The request must document:

    1. Purpose of the expense;
    1. Who is expected to benefit;
    1. Anticipated benefits in terms of employment outcomes; and
    1. Costs and proposed arrangements for purchase.

  7. If approved, the DRS Director will work with the DARS Fiscal Director in Central Office to arrange authorization and vendor payment.

  8. DARS has elected, as is our option (per § 51.5-174 of the Code of Virginia and 2016 Federal Regulation 34 CFR § 361.49), to offer the following services to groups:

    1. Financial assistance to public or other nonprofit community rehabilitation programs or employment services organization (ESO) designed to establish, develop, or improve vocational rehabilitation services that promote integration and competitive employment for individuals with disabilities.  Example 1: Development of assessment procedures and methods.  Example 2: Establishment, improvement, or development of services.  Example 3: Acquisition of equipment and the hiring of staff for a program of services so VR clients can acquire skills for competitive employment in an integrated setting.
    2. Telecommunications systems that have the potential for substantially improving vocational rehabilitation service delivery methods and developing appropriate programming to meet the particular needs of individuals with disabilities (including telephone, television, video description services, satellite, tactile vibratory devices, and similar systems, as appropriate).  The goods must be for use in DRS environments to allow DRS to better serve individuals with disabilities.
    3. Technical assistance and support services, such as job site modification and other reasonable accommodations, to businesses that are not subject to Title I of P.L. 101-336 Americans with Disabilities Act of 1990 and that are seeking to employ individuals with disabilities. Services to groups shall not (per 2016 Federal Regulation 34 CFR § 361.49) include technical assistance and support services, such as architectural barrier removal, for entities subject to P.L. 101-336 Americans with Disabilities Act of 1990.  Example 1: It may include minor alterations (such as ramps, rest room modifications, workstation modifications, doorway widening) needed to remove architectural barriers at a facility other than an employment services organization (ESO) that is used for vocational treatment, training, or employment. Example 2: It may include modified recreation facilities and equipment adapted to develop and maintain the physical functioning of individuals with disabilities who need this therapy to obtain and maintain employment.
    1. Consultative and technical assistance services to assist educational agencies in planning for the transition of students with disabilities from school to post-school activities, including employment.
    1. Other services that promise to contribute substantially to the rehabilitation of a group of individuals with disabilities but that are not related directly (cannot legitimately be charged) to the Individualized Plan for Employment (IPE) of any one client.  Example 1: Training and instruction services, such as: (1) Non-ongoing costs of special training experiences, (2) Purchase and modification of equipment (such as standard office equipment, vocational evaluation equipment, telecommunications systems and sensory aids and devices) needed for training and employment, (3) Instructional materials distributed to training facilities, therapeutic recreational facilities, and places of employment.  Example 2: Transportation services, such as: (1) Transportation services to facilitate training, (2) Vehicle modification relating to transportation for groups.

  9. Services to groups shall not (per 2016 Federal Regulation 34 CFR § 361.5 (c)(2)) include agency administrative costs under the state plan.  Administrative costs include: expenses related to Program Management, Quality Assurance, Financial Management, Information Systems, etc.; providing information about the Vocational Rehabilitation program to the public; technical assistance to state agencies and other entities unless specifically allowed in this policy; State Rehabilitation Council (SRC) and other advisory committees; removal of architectural barriers in state vocational rehabilitation agency offices and state-operated rehabilitation facilities; operating and maintaining DARS facilities, equipment, and grounds; supplies; administration of comprehensive system of personnel development including affirmative action plans, personnel administration, and staff training and development; administrative salaries in support of these functions; travel costs related to carrying out the Vocational Rehabilitation program other than travel costs related to provision of services; costs incurred in the consumer appeals system; and legal expenses required in the administration of the Vocational Rehabilitation program.

  10. Services to groups shall not (per 2016 Federal Regulation 34 CFR § 361.5 (c)(2)) include accommodations, such as interpreters at public hearings, intended to enhance the participation of individuals with disabilities in agency planning and policy development.

  11. Services to groups shall not include ongoing costs, such as costs for continuing activities or ongoing programs.

  12. Services to groups shall not include operational expenses (such as gasoline, vehicle maintenance and repair, facility maintenance, telephone, rent, supplies, etc.).

  13. Services to groups shall not include salaries and wages for bus drivers, attendants at therapeutic recreational facilities, housekeepers and attendants at residential facilities, and facility staff.

  14. Services to groups shall not (per 2016 Federal Regulation 34 CFR § 361.49) include technical assistance and support services, such as architectural barrier removal, for entities subject to P.L. 101-336 Americans with Disabilities Act of 1990. 


Links to the Code of Federal Regulations (CFR) are currently unavailable while we await federal changes to the vocational rehabilitation program. Upon promulgation of the final regulations the links will be updated and activated.