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MSC 0080 (rev. 10/12/17)
Information Memorandum Transmittal Developmental Disabilities Services
Lilia Teninty Number: APD-IM-18-053
Authorized signature Issue date: 6/27/2018 Topic: Developmental Disabilities Due date: Subject: Employment Professional Training Applies to (check all that apply):
All DHS employees County Mental Health Directors
Area Agencies on Aging: {Select type} Health Services
Aging and People with Disabilities Office of Developmental Disabilities Services (ODDS) Self Sufficiency Programs
County DD program managers ODDS Children’s Intensive In Home Services
ODDS Children’s Residential Services Stabilization and Crisis Unit (SACU)
Child Welfare Programs Other (please specify): Brokerages, Providers of Employment Services
Message: The Office of Developmental Disabilities Services (ODDS) developed two Worker Guides for Employment Professional Training: - Request for Continuing Education Hours for Employment Professionals Worker Guide - Employment Professional Training and Credentialing Requirements Worker Guide Both of these documents can be found on the Employment Providers Resources page, or the I/DD Employment Policy page. Additionally, the Department is pleased to announce the acceptance of the Core Competency Training modules available in iLearn Oregon will apply toward the 12 hour annual training requirement (up to 8 hours of credit), and may be utilized as initial training (as described in OAR 411-345-0300) for Employment Professionals. All 12 modules must be completed to apply toward the initial training requirement within 90 days.
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MSC 0080 (rev. 10/12/17)
If you have any questions about this information, contact:
Contact(s): Stephanie Roncal
Phone: 503-945-5759 Fax:
Email: [email protected]
Developmental Disabilities
Worker’s Guide Office of Developmental
Disabilities Services Topic: Employment Professional Qualifications and Training
Date Issued/Updated: 05/24/2018
Overview
Implementation of Oregon’s Department of Human Services (DHS) Employment First policy requires employment services for individuals with intellectual and developmental disabilities (I/DD) be provided by agencies or individual providers who are licensed, certified, credentialed or otherwise qualified in accordance with rule. As a step toward meeting this requirement, DHS adopted Core Competencies and Training Standards for Supported Employment Professionals, which are available online. This Worker Guide is intended to be the primary source of information regarding the training and credentialing requirements for Employment Professionals, as defined in OAR 411-345, and supersedes any prior published training information contrary to current requirements. Description: The Office of Developmental Disabilities Services (ODDS) has outlined in rule the requirements to obtain and maintain the provider licensing, certifications, and endorsements. These requirements include initial training, demonstration of core competencies, annual continuing education, and required credentialing for certain specialties. The training requirements are outlined in OAR 411-345 and are as follows:
• Employment Professionals are required to complete a minimum of one Department-Approved competency-based Supported Employment training within 90 days of providing employment services.
• Employment Professionals must demonstrate the Core Competencies and Training Standards within one year of providing employment services (if all 12 modules are completed, this requirement may be used to satisfy the initial training requirement, as well as apply toward 8 hours of the first-year training).
• Employment Professionals must complete 12 hours of Department-Approved Supported Employment training annually.
• Agency Providers must have one individual in a supervisory capacity (someone who oversees the delivery of employment services) who holds a Department-Approved credential.
• Independent Contractor Employment Professionals must hold a Department Approved Credential and a current Vocational Rehabilitation services contract for Job Placement.
• Employment Professionals who deliver Discovery must be qualified to deliver the service Discovery in accordance with APD-PT-14-029.
Department-Approved credentials include Certified Employment Support Professional (CESP),
Association of Community Rehabilitation Educators (ACRE), DHS Oregon Employment Learning Network (OELN), or a certificate from a program in Supported Employment from an accredited institution of higher education, such as a university or community college. For ease of reference, ODDS maintains a list of courses offered by nationally recognized authorities in the field of supported employment and has published the list online for reference. Information regarding competency-based training courses that will satisfy initial and ongoing training requirements is available on the Employment Service Provider Resources page.
Form(s) that apply:
Agencies providers and employed Employment Professionals are required to maintain the Core Competency Checklist in the personnel file. This document allows for ease of furnishing documentation to ODDS Licensing upon periodic reviews.
Frequently Asked Questions:
An Employment Training, Core Competencies, and Credentialing FAQ document is available on the Employment Service Providers Resources page of Oregon.gov.
Contact(s):
Name: Stephanie Roncal; Phone: 503-945-5759; Email: [email protected]
Page 1 of 3 DHS 2813 (6/18)
Employment Professional Training Continuing Education Hours Application Instructions
Instructions
Please read before beginning the application.
The Office of Developmental Disabilities Services (ODDS) must receive a signed application no later
than the quarterly review deadline to review it for that period. ODDS will review applications in the
following quarterly review period if they are submitted after a review deadline. Please print or type all
information. ODDS will reject an incomplete or illegible application.
Materials submitted between:
Deadline for quarterly review submission:
Anticipate ODDS response by:
1st quarter January–March March 31 April 30
2nd quarter April–June June 30 July 31
3rd quarter July–September Sept. 30 Oct. 31
4th quarter October-December Dec. 31 Jan. 31
ODDS will not grant any exceptions to these timelines. An agency/provider organization that misses a deadline must wait until the following review period for ODDS to review the content for Oregon Employment First continuing education hours.
Training approval expires two years from the start date or whenever the agency/provider organization makes a substantive change to the training’s objectives, hours or syllabus. In all cases, the agency/provider organization must submit a new application with supporting documentation.
Training requirements
• The program must be no less than one “clock” hour in duration. A clock hour is defined as 60 minutes of instruction time and excludes opening/closing remarks, introductions, networking functions, coffee breaks, social hours and meals. After one clock hour, partial hours may be approved in 30-minute increments (1.5 hours = 1.5 CE hours).
• The program must focus on increasing the participant’s knowledge of or skill in the practice of supported employment. To be approved, a program must clearly meet one of the Core Competencies and Training Standards of Supported Employment Professionals for continuing education.
• The applicant must clearly define the program’s purpose in terms of expected outcomes and learning objectives.
• The program must include an evaluation component that the participants complete. This is an evaluation of the program’s value – not an assessment of the participant’s learning skills.
Applications must include
• A completed Core Competencies and Training Standards of Supported Employment Professionals Training Evaluation Form (page 3 of this application).
• A statement that defines the agency/provider organization’s performance standards for passing the Employment Professional classroom training.
Page 2 of 3 DHS 2813 (6/18)
• A copy of the agency/provider organization’s attendance policy, including how it will track attendance and how participants will make up missed sessions.
• Acknowledgement that agency/provider organization must submit sign-in sheets for each course to ODDS within two weeks of training end date.
• Submission with the application of an agenda or syllabus that contains the training’s topic, brief description, timeline and learning objectives.
• Course contents including handouts, presentation materials, PowerPoint slides and assessments/evaluations.
Each approved training will be published on the Employment First Training Calendar and loaded into iLearn. Please provide dates, venues, contact information and course fee amounts (if applicable). Training instructors must maintain records to sufficiently document participants’ attendance. Please email a copy of attendance lists, including training participant name, agency/provider organization, email address and primary position to [email protected] within two weeks of the date of training completion.
Employment Professional Training Continuing Education Hours Application
Applicant (agency/provider organization representative)
Name:
Email:
County:
Title or position:
Agency/provider organization:
Address:
City:
State:
ZIP code:
Phone:
Training Title (How your class will appear in iLearn)
Initial proposed date(s) to be hosted:
Location(s): Include address, room and contact
List the primary trainers for this event. If necessary, attach a separate document to list additional trainers.
Instructor name:
Instructor one position:
Attendance verified by
Instructor name:
Agency/provider organization:
Position:
Method:
Signature (required)
Approval date: Approval expiration date:
Page 3 of 3 DHS 2813 (6/18)
Core Competencies and Training Standards of Supported Employment Professionals Training Evaluation Form
Check which competencies will be addressed, then describe the learning objectives, activities, on-the-Job and practical experiences the training will focus on to enhance learning. See Core Competencies and Training Standards of Supported Employment Professionals for full descriptions of competencies.
Core competency How will the course address each competency?
1–Introduction to Supported Employment
2–Discovery and Career Planning
3–Marketing and Job Development
4–Workplace and Job Analysis
5–Job Coaching: Task Design and Training
6–Job Coaching: Support Strategies
7–Job Coaching: Natural Supports
8–Managing Benefits
9–Systems, Partners and Resources for Employment
10–Transition from School to Work
11–Organizational Change
12–Self‐employment
Email completed application and supporting documents to [email protected].
To send documents securely, send an email to the above address and wait for an auto reply message.
Developmental Disabilities
Worker’s Guide Office of Developmental
Disabilities Services Topic: Employment Training and Conference CE Approval
Date Issued/Updated: 6/22/2018
Overview
The Department of Human Services, Office of Developmental Disabilities Services (ODDS), is committed to developing highly qualified and credentialed Supported Employment Professionals. ODDS endeavors to consistently apply training and competency requirements statewide to increase the quality of Supported Employment Services for people with intellectual or developmental disabilities (I/DD). ODDS’ annual training requirements are designed to encourage Employment Professionals to continue their professional development, in part, through the attainment of continuing education to help them serve eligible participants more effectively. ODDS has aligned the current training requirements with national supported employment certification requirements to reduce redundancy of training and provide consistency in qualifications. Description:
To maintain a high quality of continuing education opportunities, ODDS has adopted a pre-approval process for continuing education programs and activities. Organizations that sponsor continuing education and training are required to seek pre-approval of their programs/activities, which signifies to all certified individuals that the programs/activities are appropriate to use toward meeting the requirements of their certification renewal program. This Continuing Education Pre-Approval Guide is designed to describe the requirements and procedures involved for those organizations that wish to seek pre-approval of their programs and activities. Training programs already listed on the Department Approved Employment Service Provider Training Courses will not require resubmission. Type of Instruction that Will Be Considered for Approval Conference - A series of seminars or workshops spanning the course of one or more consecutive days. Conferences must be available for registration to the public, and not restricted to the organization hosting.
Seminar/Workshop - A lecture or presentation delivered to an audience on a topic or set of topics. Seminars/Workshops must be available for registration to the public, and not restricted to the organization hosting. Webinar - A live presentation, lecture, workshop or seminar that is transmitted over the Web and allows interaction between the presenter and the audience. Type of Instruction that Will Not Be Considered for Approval Webcast - A recorded presentation, lecture, workshop or seminar that is transmitted over the Web and does not allow interaction between the presenter and the audience. In-House/Onboarding Training – A training developed and delivered by provider organizations for the purpose of training their own staff within the onboarding process. Any training not available to a variety of organizations will not be reviewed for approval.
Procedure(s) that apply:
Conference Sessions
To have conference sessions approved for Oregon Employment First Continuing Education (CE) Hours, the Conference and Sessions form must be completed for all sessions requesting CE Hours. The application must:
• Demonstrate how the session(s) will advance the knowledge and skill of Employment Professionals,
• Demonstrate how the session(s) align with the established Core Competencies and Training Standards of Supported Employment Professionals,
• Define the number of hours requested for each session. Conference Session Approval Requirements The following requirements must be met prior to the granting of approval and issuing Oregon Employment First CE Certificates.
• The focus of the program must be to increase the participant’s knowledge of or skill in the practice of Supported Employment.
• To be approved, a session must clearly meet one of the established Core Competencies and Training Standards of Supported Employment Professionals for continuing education.
• The purpose of the program must be clearly defined in terms of expected outcomes and learning objectives.
• The session must include a method of obtaining signatures of attendees who wish to be awarded CE Hours.
Conference Session Approval Process
• The application must be completed in full and the requested documentation must be attached. Any application submitted that is
not accompanied by the appropriate and/or required materials will be rejected.
• Approval must be obtained/granted for each session requesting CE Hours.
• Applications must be submitted a minimum of 30 days prior to the conference date to be considered for CE Hour Approval.
Training
ODDS will review, on a quarterly basis only, training curriculum submitted for approval of Oregon Employment First CE Hours. It is important that submissions are complete and accurate, timely, and reflect all elements required for approval. ODDS will not grant CE Hours to any incomplete applications, or to any training materials intended for the sole use within an organization.
Training program information must be submitted to ODDS to issue an approval and establish a course in iLearn. Organizations cannot request approval on behalf of any other vendor offering continuing education.
Training Approval Requirements The following requirements must be met prior to the granting of approval and issuing of an iLearn Course.
• The program must be no less than four “clock” hours in duration. A clock hour is defined as 60 minutes of instruction time and excludes opening/closing remarks, introductions, networking functions, coffee breaks, social hours, and meals.
• The focus of the program must be to increase the participant’s knowledge of or skill in the practice of Supported Employment. To be approved, a program must clearly meet at least one of the core competency focus areas for continuing education.
• The purpose of the program must be clearly defined in terms of expected outcomes and learning objectives.
• The program must include an evaluation component completed by the participants. This is an evaluation of the program’s value – not an assessment of the participant’s learning skills.
Training Approval Process ODDS reserves the right to monitor the programs and activities for which it has granted approval and to withdraw its approval from any program or activity that is offered or presented in a manner that is inconsistent with approval requirements. The approval process is as follows:
• The application must be completed in full and the requested documentation must be attached. Any application submitted that is
not accompanied by the appropriate and/or required materials will be rejected.
• Approval must be obtained/granted for each program/activity. For example, a training program that is two hours in length and given on one day is considered one program/activity. Similarly, a training given over a period of three days is also considered one program/activity.
• Applications requesting retroactive approval (the program/activity has already occurred), will be reviewed up to a maximum of 6 months after the completion of the program/activity. Applications submitted beyond the 6-month maximum will be ineligible for consideration.
• Applications must be submitted prior to the quarterly review cutoff date to be considered for the current review period. A timeline of review periods is outlined below.
Materials Submitted Between:
Deadline for Quarterly Review Submission:
Anticipate ODDS Response By:
1st Quarter January – March March 31st April 30th
2nd Quarter April – June June 30th July 31st
3rd Quarter July – September September 30th October 31st
4th Quarter October - December December 31st January 31st
No exceptions will be granted to these timelines. If a deadline is missed the organization must wait until the following review period for ODDS to review the
content for Continuing Education Hours.
• The continuing education training program/activity approval is valid for 2 years from the program/activity start date, regardless of calendar year, provided that no substantive changes are made to the content or format of the program/activity. A training organization/program must re-apply every future two-year period whether there are any program/activity content or format changes.
Training Approval and iLearn All trainings that have been approved will be added to iLearn and assigned an Instructor from the originating organization. The course in iLearn will show the dates of training and the number of hours approved. Any training participants who do not enroll through iLearn will not be granted Oregon Employment First Continuing Education Hours. A completed sign in sheet must be submitted to ODDS ([email protected]) for every class within two weeks of the event. It will be the sole responsibility of the trainer/training organization to ensure all registered individuals receive the proper credit for attendance of the course.
NOTE: ODDS acknowledges it is the responsibility of the trainee to actively participate in a program for the benefit of furthering their professional education. However, ODDS encourages all providers of continuing education to actively monitor participation in a program prior to awarding credit to trainees. The Instructor role will be added for a single individual to be able to access and close enrollment for the course. This individual will be required to attend a training hosted by ODDS to learn the roles, responsibilities, and functions of an instructor in iLearn within 30 days of approval. The date of the quarterly training will be provided in the approval notice. NOTE: Authorized providers are required to maintain participant records for those programs approved by ODDS for a period of five years. Participant records are defined as a list of participant names and continuing education hours awarded for each program. Training Rejection Any incomplete applications will be rejected. Any submissions that do not meet the minimum requirements, do not clearly demonstrate the curriculum relationship to the established Core Competencies and Training Standards of Supported Employment Professionals, or that are not available to all providers and/or provider organizations will be rejected. Additionally, any Instructor who fails to attend the ODDS hosted iLearn Instructor Training will cause a curriculum approval to be rejected. A notice of rejection of content will be returned to the submitter outlining the reasons for rejection. The curriculum may be resubmitted during any following review period if the appropriate corrections have been made, and will be reviewed as a new submission. Failure to make appropriate improvements may result in denial of future applications.
Contact(s):
Name: Stephanie Roncal; Phone: 503-945-5759; Email: [email protected]
Page 1 of 3 DHS 2814 (6/18)
Conference Sessions Oregon Employment First Continuing
Education Hours Instructions
Instructions Please read before beginning the application.
The Office of Developmental Disabilities Services (ODDS) must receive a signed application no later 30 days before the conference date. ODDS cannot guarantee review and/or approval to applications submitted less than 30 days prior to the conference date. Please print or type all information. ODDS will reject an incomplete or illegible application.
Participant must request conference approval for each qualifying session. Attach additional pages
as needed.
Session application requirements
• The program must focus on increasing the participant’s knowledge of or skill in the practice of supported employment. To be approved, a program must clearly demonstrate one of the Core Competencies and Training Standards of Supported Employment Professionals for continuing education.
• The program must clearly define the session’s purpose in terms of expected outcomes and learning objectives.
• Program must record attendance for all attendees who wish to receive Oregon Employment First continuing education hours. Program must submit attendance record to ODDS for verification.
• Program must submit justification for the number of hours it requests for each session.
Please email a copy of attendance lists –– including each training participant’s name, agency/provider organization, email address and primary position –– to [email protected] within two weeks of completing the conference.
Email completed application and supporting documents to [email protected].
To send documents securely, send an email to the above address and wait for an auto reply message.
Page 2 of 3 DHS 2814 (6/18)
Conference Sessions Continuing Education Hours Application Applicant (conference representative)
Name:
Email:
County:
Title or position:
Employer:
Address:
City:
State:
ZIP code:
Phone:
Session(s)
Topic or title:
Date(s) to be hosted:
Location(s): (Include address, room and contact)
Hours requested:
Instructor name:
Instructor one position:
Session(s)
Topic or title:
Date(s) to be hosted:
Location(s): (Include address, room and contact)
Hours requested:
Instructor name:
Instructor one position:
Session(s)
Topic or title:
Date(s) to be hosted:
Location(s): (Include address, room and contact)
Hours requested:
Instructor name:
Instructor one position:
Session(s)
Topic or title:
Date(s) to be hosted:
Location(s): (Include address, room and contact)
Hours requested:
Instructor name:
Instructor one position:
Page 3 of 3 DHS 2814 (6/18)
Session(s)
Topic or title:
Date(s) to be hosted:
Location(s): (Include address, room and contact)
Hours requested:
Instructor name:
Instructor one position:
Application submitted by:
Name:
Title:
Contact (email, phone):
Organization:
Approval date:
Email completed application and supporting documents to [email protected].
To send documents securely, send an email to the above address and wait for an auto reply message.
