Section 111.1 - marketAbilities Individualized Training Fund Approval Process

Purpose

The purpose of this section is to outline the approval processes and procedures for providing individualized services funded by the marketAbilities Program as outlined throughout this operating manual. This section is effective Oct 1, 2006. New forms introduced include an Individualized Vocational Plan form (VR IVP - 2006), and two new funding request forms. One form (VR - 002 2006) is for services provided by Evaluation and Training Centres (ETC). The second form (VR - 001 2006) is for all other funded goods and services. See Appendix VI for a brief description of ETC services.

Process

Effective October 1, 2006, Vocational Counsellor's Supervisors, the Managers/ Supervisors employed by Family Services and Consumer Affairs and the three Designated Agencies have responsibility to approve financial commitments for most referrals or enrolments of participants for services provided by the seven ETCs for which Service Purchase Agreements are in effect. The approval levels are as follows:

• Approvals for any combination of Placement, Assessment, and Work Training up to a maximum of 6 months or $1750.00 in per diem fees whichever is greater.
  
  
• Approval of Fee for Service Assessments where they are in place.
  
  
• Approval of related Support costs such as transportation, interpreting, technical aids or assistive devices up to a maximum of $1500 in any one support service. If any one support service requires funding in excess of $1500.00 the entire request must be forwarded to SDS for review and approval.
  
  
• Approval of extensions in accordance with program guidelines to a maximum of 12 months. Requests for extensions beyond 12 months must be referred to Service Delivery Support (SDS) for review and a decision on funding.
  
  
• Approval of Follow up services shall follow the existing guidelines as described in the marketAbilities Program Operating Manual.

• Approval of School to Work Transition funding provided the service provider is one of the seven ETCs. Any School to Work Transition service request for a different agency must be referred to SDS.

Individual Vocational Plan and Funding Request Forms

New forms will facilitate the process for the approval of expenditures within the marketAbilities Program. Effective October 1, 2006 participants will be required to sign a vocational plan form instead of the funding request.

• The Individualized Vocational Plan form (VR IVP - 2006), is intended to document all components of the plan including the services that are proposed or likely to be funded by the marketAbilities Individualized Training Fund. The participant and Vocational Counsellor must sign all Vocational Plans. The Vocational Counsellor's Supervisor's signature is required for all plans that are expected to require more than $1500.00 in marketAbilities Program funding. The supervisor signature is optional for plans less than $1500.00 and is at the discretion of each office.
  
• The original signed plans will remain on the participant file and the participant will receive a copy.
  
• The Individual Vocational Plan (VR IVP - 2006) form should be completed as a vocational plan emerges. Each time a significant change occurs in the Vocational Plan a new form needs to be completed. Each plan is to be assigned a number with the first plan for the participant being assigned the number one (1). New plans require the participant's signature while amendment's do not. Amendments should also be assigned a number starting at one (1) for each new plan. For a definition of what constitutes a new plan vs. an amendment or update see a definition later in this section of the manual.
  
• There are two funding request forms. One form clearly identifies services provided by ETCs (VR - 002 2006). The second form is for all other funding requests ( VR - 001 2006). SDS will require a copy of the plan whenever they are the signing authority for funding requests.
  
• All funded services being submitted for financial approval must be documented or described on the Individualized Vocational Plan
  
• Although implementation is scheduled for Oct 1, 2006 there is a phase-in period until at least April 1, 2007. During the phase in period the old form may be used where an extension is needed for participants already in an approved funding situation, whereas, the new forms should be used for all new participants for whom we are starting a new plan requiring funding.

Procedures

Once an applicant has been accepted for the marketAbilities Program by verification of eligibility and assignment to a Vocational Counsellor, the Vocational Counsellor begins a process of developing a vocational plan with the participant. The following highlights the key requirements for documenting the Vocational Plan and completion of the Individualized Vocational Plan Form ( VR IVP - 2006),

• The vocational plan is developed in conjunction with the participant.
  
• The plan includes activities, functions, and actions needed to achieve the vocational or employment objective.
  
• The plan defines the components that require services funded by the marketAbilities Individualized Training Fund.
  
• The plan outlines responsibilities of the participant that impacts on the funding that must be in place to provide continuity of service.
  
• The participant and Vocational Counsellor must sign all Vocational Plans. The supervisor's signature is required for all plans that are expected to require more than $1500.00 in marketAbilities Program funding.
  
• The original copy of completed Vocational Plan forms remains on the participant file. The participant receives a copy. The local office shall establish their own procedures for ensuring that the supervisor is aware of the content of the Vocational Plan when processing funding requests. When a funding request is submitted to SDS a copy of the most recent signed plan must be forwarded with the funding request.
  
• Amendments may be noted on the form with essential details. Amendments do not need the participant's signature. Significant changes constitute a new plan and signatures are required.
  

Definition of Significant Change vs. Amendment

Significant change requiring a new Vocational Plan number is defined as a change that impacts on the Vocational Goal and the financial components (marketAbilities Program funded service components) or extends timelines for achieving the plan.

An amendment is generally defined as relatively minor changes in the timelines and/or financial components of the plan and do not require forwarding of the amended plan for approval of the amended financial request. The following types of situations will serve as a guideline for the types of situations where an amended plan needs to be forwarded with the funding request:

• A new service not previously identified on the Individualized Vocational Plan and the cost exceeds $300.00.
  
• An amendment to an already approved funded service within the plan requiring additional funds in excess of $1000.00
  
• An amendment may on occasion arise because of a change in vocational goal but no significant change in the timelines or funded services required. The following bullet describes situations where an amended plan needs to be forwarded.
  
• An amended plan is required to be forwarded with the next funding request in situations where the Vocational or Employment Goal has significantly changed for instance from Engineer to Social Worker; from Retail Sales Clerk to a Respite Worker; from a Home Care Aide to School Bus Driver. Essentially the change is from one service or industrial sector to another with few transferable skills between the original goal and the new goal.
  

Funding Requests

When there is a need for the Vocational Counsellor to obtain approval for funding from the marketAbilities Individualized Training Fund a Funding Request form needs to be submitted in accordance with the following procedures:

1. General Procedures
2. Upon receipt of an application for marketAbilities Individualized Training Funding, the approval process is described in the following two sections of the procedures; the position responsible for approval will ensure that the application is processed and that the submitting agency/region or Vocational Counsellor is notified as to the disposition of the application, as follows:
   • In a case where the application is approved, a copy of the original application form is to be sent or retained by SDS with a copy being retained by or sent to the originating office for further distribution as required. The approved funding request form will indicate the type of service, start and end dates and the total funds authorized for the services requested. The approved and dated funding request form serves as the authorization for the region/agency to expend the approved and committed funds.
     
   • In cases where the marketAbilities Individualized Training Fund Request or parts thereof are not approved, the region/agency and Vocational Counsellor will be notified and advised that a request may be made for an Administrative Review of the decision by the Director, Service Delivery Support Branch. (Refer to Section 180 on Administrative Review for further information regarding procedures).
     
   • In the case where the application is not approved on the grounds of ineligibility, the denying office will advise the applicant of the decision in writing, including the reason(s) for the decision; and will provide information to the applicant regarding the procedure to follow in appealing the Director's decision. The region/agency or Vocational Counsellor will be provided with a copy of the letter that is being sent to the applicant. (Refer to Section 180 on Appeal Procedures for further information).
2. Funding Request Form for participants being referred to ETCs: (VR 002 - 2006)
   • The main feature of this new funding request form is that the participant signature is not required.
   • This form serves as both a confirmation of enrolment or acceptance from the ETC to provide services as described in Service Purchase Agreements (SPA) and negotiated on a participant-by-participant basis by the Vocational Counsellor within agreed upon costs and time periods.
   • Once the form has been signed by the Vocational Counsellor and the ETC, it is forwarded to the Vocational Counsellor's Supervisor for approval and financial commitment. The Vocational Counsellor's Supervisor is expected to verify costs and in situations where the request is outside the approval levels provided will forward the request to SDS with their signature serving as a recommendation for approval. In situations where SDS is required to review and approve, a copy of the most recent Individual Vocational Plan must be attached.
   • Once the Vocational Counsellor's Supervisor has signed the request approving the expenditures the original funding request form with authorizing signatures is sent to the Program Clerk at SDS, a copy of the approved form is forwarded to the ETC, and a copy is to be placed in the participant's file. The Vocational Counsellor is responsible to manage the approved funds and make sure any additional financial requests, extension of timeframes or de-commitments are submitted in a timely manner.
   • In situations where the request is required to be approved by SDS, the Vocational Counsellor's Supervisor at the originating office will receive the signed approval and will ensure distribution of the approved documents as per the above procedure with the exception of forwarding to the Program Clerk within SDS.
   • Amendments requesting additional funds or extension of timeframes need to be signed by the original approving authority.
   • A supervisor signature on de-commitment of approved funds is not required.
3. Funding Request Forms for services not related to ETC Requests: (VR 001 - 2006)
   
   • This funding request form is completed by the Vocational Counsellor and forwarded to the Vocational Counsellor's Supervisor who reviews and recommends approval.
   • It is then forwarded to SDS for further review, verification that budget resources are available and for approval. Funding requests for new plans must have a copy of the plan attached, similarly for plans that have been significantly changed.
   • After SDS has approved a funding request, the original approved request is retained by SDS with a copy sent to the originating office, as is the current procedure.
   • Once approved, funding request forms are returned to the originating office. The procedures for distribution of approved funding request forms remain the same.
   • Extensions or Continuing requests are sent to SDS within operating manual guidelines for all other funding requests and in accordance with annual guidelines for submission of Educational Funding requests.

Verbal Approval

Where, for reasons beyond the control of the Vocational Counsellor, the timeframes do not allow for the normal approval process to be followed, the Vocational Counsellor may request verbal approval. All details normally provided on the application form should be available for discussion and the original documents should be submitted within five days of the verbal approval.

In cases where verbal approval is not granted, no rejection letter will be forwarded until the original application has been submitted and reviewed.

In situations where a funding approval is required on an immediate or emergency basis, Vocational Counsellor's Supervisors employed with Family Services and Consumer Affairs have been delegated authority within the following guidelines:

• The request is in support of training or employment and is essentially an urgent need that
  can not wait for the required paperwork to be completed.
  
• The request and maximum approval level is less than $1000.00.
  
• A Verbal Approval Form must be completed and signed by the Vocational Counsellor's Supervisor and a copy forwarded immediately to SDS or attached to the Funding Request Form which is required to be completed and forwarded to SDS within 5 working days.
  
• All regular program policies and guidelines apply.
  
• All other Verbal Approval Requests must be referred to SDS for approval.
  

Standards

1. All Vocational Plans are signed by the Participant and the Vocational Counsellor. A Vocational Counsellor's Supervisor's signature is required for plans that exceed $1500.00 in anticipated marketAbilities Program funding.

2. Each office is expected to develop internal guidelines or policies for Supervisory review of plans that are under $1500.00 to ensure accountability.

3. The participant or someone designated by the participant must receive a copy of the Vocational Plan which outlines the participant's and Vocational Counsellor's obligations in regard to implementation of the plan.

4. The original Vocational Plan and all subsequent Vocational Plans and amendments are placed on the participant's file.

5. The plan outlines the services that are proposed to be funded by the marketAbilities Individualized Training Fund. The funding request form, when submitted, includes only services described on the original or amended plan.

6. Original approved funding request forms for ETCs are sent to SDS within 3 working days of being approved. A copy of the approved form is also sent to the service provider (ETC) within 3 days of approval.

7. SDS will review and monitor a minimum of 10% of all forms approved for services at ETCs. Offices may be required to submit a copy of the plan when requested for the review or monitoring function.

8. Copies of approved funding requests are placed on the participant's file.

9. Written notification of the rejection of an application includes the reasons for the rejection and outlines the procedures to follow in requesting an Administrative Review or an Appeal of the decision.

Return to the Table of Contents.