Applicant File Review Process - regional

70
APPLICANT FILE REVIEW PROCESS - REGIONAL 2013 UPDATES

description

Applicant File Review Process - regional. 2013 Updates. Overview. Content of presentation. Background & Timeline. Brief history & review of changes to the applicant file review process. Background/Timeline. Policy Changes & form updates. 13-02 and 13-04. Purpose of updates/modifications. - PowerPoint PPT Presentation

Transcript of Applicant File Review Process - regional

Page 1: Applicant File Review Process - regional

APPLICANT FILE REVIEW PROCESS - REGIONAL2013 UPDATES

Page 2: Applicant File Review Process - regional

2

Content of presentation

OVERVIEW

Overview

Policy Changes in 2013

New Forms

Review Process

Review Red Flags

Scenarios

Resources &

Questions

Page 3: Applicant File Review Process - regional

BACKGROUND & TIMELINEBRIEF HISTORY & REVIEW OF CHANGES TO THE

APPLICANT FILE REVIEW PROCESS

Page 4: Applicant File Review Process - regional

BACKGROUND/TIMELINEJuly 2011

• Update to Direct Threat Assessment Form/Process

• Introduction of Essential Admission Requirements (EAR) & Health Care Needs Assessment

January & February 2012

• Updates to Chapter 1

• Introduction of New Administrative Process Forms (e.g., Center Recommendation of Denial) and Release of Appendices 107 and 108 of the PRH

July & August 2013

• PRH Change Notices• 13-02• 13-04

4

Page 5: Applicant File Review Process - regional

POLICY CHANGES & FORM UPDATES13-02 AND 13-04

Page 6: Applicant File Review Process - regional

PURPOSE OF UPDATES/MODIFICATIONS

▪ Clarified policy language

▪ Streamlined file review process• Broke procedures down into more process-oriented steps

• Modified forms o Removed redundant steps

o Administrative forms shortened

o Assessment forms include step-by-step process

o Included more guidance within the forms

Page 7: Applicant File Review Process - regional

CHAPTER 1 – SECTION 1.4CENTER RESPONSIBILITIES IN ADMISSION PROCESS

▪ Specific list of information to be kept in the Records Department tracking log used to track applicant files in review

▪ Added sub-section R4 • “New Information Review of Applicant Eligibility”

• “New Information – Age (EAR A) and Income Eligibility (EAR D)/Disability Status

Page 8: Applicant File Review Process - regional

CHAPTER 1 – SECTION 1.5REGIONAL OFFICE ROLE IN ADMISSIONS PROCESS

▪ Restructured section to now include distinct components of the Regional review process

▪ Added “Notifications of Application Disposition”

▪ Distinguished between “Appeals” and “Complaints”

Page 9: Applicant File Review Process - regional

APPENDIX 107

▪ Added substantial amount of additional process language • Step-by-step guidance provided

▪ Added guidance on recommendation of denial with consideration for admission at an alternate center

▪ Administrative forms included in appendices and separated into 2 different forms• Process requirements moved into the assessment forms

Page 10: Applicant File Review Process - regional

APPENDIX 108

▪ Appendices restructured• Added a step by step process guide for a center recommendation

of denial and separated into 3 segmentso Review of Center Recommendation of Denial Based Upon Health-Care Needs,

Direct Threat Assessment or Disability Status

o Review of Center Recommendation of Denial Based Upon New Information

o Review Process for Recommendations to Attend an Alternate Center

▪ “Regional Applicant File Review Process Form” added for tracking of files in regional review

Page 11: Applicant File Review Process - regional

FORMSHEALTH CARE NEEDS, DIRECT THREAT, RECOMMENDATIONS OF DENIAL,

REFERRAL TO ALTERNATE CENTER

Page 12: Applicant File Review Process - regional

HEALTH CARE NEEDS

Page 13: Applicant File Review Process - regional

13

Page 14: Applicant File Review Process - regional

14

Page 15: Applicant File Review Process - regional

15

Page 16: Applicant File Review Process - regional

16

Page 17: Applicant File Review Process - regional

17

Page 18: Applicant File Review Process - regional

18

Page 19: Applicant File Review Process - regional

IF RECOMMENDING ALTERNATE CENTER...

Page 20: Applicant File Review Process - regional

20

• Referral for Alternate Center Form is completed by the respective Regional Health Specialist.

• If the RD or designee is in concurrence, then this information is given to the AC to assist in assigning the next center.

• The second center receives the denial paperwork and recommendations of the first center and proceeds to complete its own clinical review.

Page 21: Applicant File Review Process - regional

Center Recommendation of Denial for New

Information

21

Applicant File Review Center Recommendation of Denial Form for New Information

(For Center Use)

(To be completed by the center’s File Review Coordinator, i.e. Health & Wellness Manager or designee)

Applicant Name: ID#: Center: Regional Office: Date File Received from OA (required):

Date Sent to Regional Office (required):

File Review Team Participants:

Name: Position:

Name: Position:

Name: Position:

Reason for Recommendation of Denial:

The applicant is ineligible for Job Corps due to the review of new information that the AC could not have reasonably known at the time the applicant was deemed eligible. Please refer to Exhibit 1-1 of Chapter 1 of the PRH and identify the specific EAR(s) that you believe the applicant no longer meets.

Note: If you believe the applicant is no longer eligible because of disability status related to EAR “A” (age) or EAR “D” (low income), then please complete the Center Recommendation of Denial Form – Health Care Needs, Direct Threat or Disability Status instead of this form.

☐ B. Selective Service Registration ☐ I. Program Suitability

☐ C. Legal U.S. Resident ☐ J. Group Participation and Understanding of

Rules

☐ E. Education/Training/Family Needs ☐ K. Interference with Other Students’ Participation

☐ F. Authorization for Use and Disclosure of Health Information ☐ L. Community Relations

☐ G. Parental Consent ☐ M. Court Involvement and/or Agency Supervision

☐ H. Child Care ☐ N. Maintenance of Sound Discipline

IMPORTANT: Neither the center file review team nor its individual members may revisit the determination that an applicant is qualified for admission unless:

There is new information presented that the AC could not have reasonably known at the time the applicant’s qualification for admission was established, and

This new information indicates that the applicant offered enrollment may no longer meet one or more of the Essential Admissions Requirements (EAR).

Section 1: Please list the specific question or criterion from Exhibit 1-1 for the EARs checked above that the applicant no longer meets.

Page 22: Applicant File Review Process - regional

Reason for Recommendation of Denial:

The applicant is ineligible for Job Corps due to the review of new information that the AC could not have reasonably known at the time the applicant was deemed eligible. Please refer to Exhibit 1-1 of Chapter 1 of the PRH and identify the specific EAR(s) that you believe the applicant no longer meets.

Note: If you believe the applicant is no longer eligible because of disability status related to EAR “A” (age) or EAR “D” (low income), then please complete the Center Recommendation of Denial Form – Health Care Needs, Direct Threat or Disability Status instead of this form.

☐ B. Selective Service Registration ☐ I. Program Suitability

☐ C. Legal U.S. Resident ☐ J. Group Participation and Understanding of Rules

☐ E. Education/Training/Family Needs ☐ K. Interference with Other Students’ Participation

☐ F. Authorization for Use and Disclosure of Health Information

☐ L. Community Relations

☐ G. Parental Consent ☐ M. Court Involvement and/or Agency Supervision

☐ H. Child Care ☐ N. Maintenance of Sound Discipline

Files submitted with the New Information form remain at the Regional Office for

review

Page 23: Applicant File Review Process - regional

Center Recommendation of Denial for Health Care Needs, Direct Threat, or

Disability Status

23

Applicant File Review

Center Recommendation of Denial Form for Health Care Needs, Direct Threat or Disability Status

(For Center Use)

(To be completed by the center’s File Review Coordinator, i.e. Health & Wellness Manager or designee)

Applicant Name: ID#: Center: Regional Office: Date File Received from OA (required):

Date Sent to Regional Office (required):

Section A:

Reason for Recommendation of Denial: ☐ 1. Applicant poses a direct threat to self or others that cannot be alleviated with reasonable

accommodation. If so, the completed direct threat assessment form found in Appendix 609 of the PRH is attached to this document. Skip to Section C.

☐ 2. The health care needs of an applicant is beyond what the Job Corps’ Health and Wellness program can provide as defined as basic health care in PRH Exhibit 6-4: Job Corps Basic Health Care Responsibilities and cannot be eliminated or reduced by reasonable accommodation or modification. If so, the completed health care needs assessment form found in Appendix 610 of the PRH is attached to this document. Skip to Section C.

☐ 3. The health care needs are manageable at Job Corps as defined by basic health care services in PRH Exhibit 6-4, but require community support services which are not available near center. If so, the completed health care needs assessment form found in Appendix 610 of the PRH is attached to this document for consideration of a different center. Skip to Section C.

☐ 4. The applicant is ineligible for Job Corps due to age or income related to disability status (i.e. the applicant is over 24 years of age and the center does not believe s/he is a person with a disability or the applicant would no longer be considered a family of one for low income consideration because the center does not believe s/he is a person with a disability). Complete Sections B & C.

Section B:

Eligibility Re-evaluation due to EAR “A” (Age) or EAR “D” (Income) from Exhibit 1-1 related to Disability Status (i.e. the applicant is over the age of 24 and/or considered a family of one for low income consideration because of being a person with a disability). ☐ A. Age ☐ D. Low Income Summarize why the center does not believe this applicant to be a person with a disability.

Section C:

☐ The file review team rationale for recommendation of denial may be found in the attached completed direct threat assessment (direct threat assessment form from PRH 6: Appendix 609).

☐ The file review team rationale for recommendation of denial may be found in the attached completed basic health care needs assessment (health care needs assessment form from PRH 6: Appendix 610).

☐ The file review team rationale for recommending consideration for enrollment to a different center closer to where available supports and services are located may be found in the attached completed basic health care needs assessment (health care needs assessment form from PRH 6: Appendix 610).

Signature (of Person Completing the Form):

Title: Date:

Page 24: Applicant File Review Process - regional

24

Reason for Recommendation of Denial:☐ 1. Applicant poses a direct threat to self or others that cannot be alleviated with reasonable

accommodation. If so, the completed direct threat assessment form found in Appendix 609 of the PRH is attached to this document. Skip to Section C.

☐ 2. The health care needs of an applicant is beyond what the Job Corps’ Health and Wellness program can provide as defined as basic health care in PRH Exhibit 6-4: Job Corps Basic Health Care Responsibilities and cannot be eliminated or reduced by reasonable accommodation or modification. If so, the completed health care needs assessment form found in Appendix 610 of the PRH is attached to this document. Skip to Section C.

☐ 3. The health care needs are manageable at Job Corps as defined by basic health care services in PRH Exhibit 6-4, but require community support services which are not available near center. If so, the completed health care needs assessment form found in Appendix 610 of the PRH is attached to this document for consideration of a different center. Skip to Section C.

☐ 4. The applicant is ineligible for Job Corps due to age or income related to disability status (i.e. the applicant is over 24 years of age and the center does not believe s/he is a person with a disability or the applicant would no longer be considered a family of one for low income consideration because the center does not believe s/he is a person with a disability). Complete Sections B & C.

Files submitted with this form are

forwarded to the Regional

Administrative File Review Coordinator

Page 25: Applicant File Review Process - regional

Regional Applicant File

Review Process Form

25

(Insert Regional Office Header)

Regional Applicant File Review Process Form (For Regional Office use only)

Applicant Name: ID#:

Center: Date:

Readmit: ☐

Reason(s) for Review:

☐ Health Care Needs (Send to Regional Administrative File Review Coordinator) ☐ Direct Threat (Send file to Regional Administrative File Review Coordinator) ☐ New Information (Regional Office Staff processes the file – Complete Section A below; Send to Administrative

File Review Coordinator only if the recommendation under new information is for disability status related to age or income – EARs A and/or D)

Section A: New Information - Applicant Eligibility Review – Regional Office Staff

Reviewer: ☐ Yes ☐ No Did the center staff list the specific EAR that resulted in the applicant being

ineligible? ☐ Yes ☐ No Did the center staff list the specific EAR question or reference the specific criteria

from Exhibit 1-1 that was the basis for the recommendation of denial? ☐ Yes ☐ No Did the center staff list the specific responses to the questions and/or document

the current status of the criterion re-asked/re-assessed from Exhibit 1-1? ☐ Yes ☐ No Did the center identify by title and source the new information that the AC could

not have reasonably known and that was the basis for revisiting eligibility? ☐ Yes ☐ No Does the file need to be returned to the center to complete any missing

documentation related to the above new information review? If returned to center Date Sent: Date Returned:

If the new information review is complete, proceed to Section D and complete, as appropriate.

Section B: Administrative Review – Regional Disability Staff

Reviewer: Date Received: ☐ Medical ☐ TEAP ☐ Mental Health ☐ Dental

☐ Yes ☐ No Returned to Center Date Sent: Date Ret.: ☐ Yes ☐ No Returned to Regional Date Sent: RHS: Date Sent: Comments:

☐ ALERT: There is an accommodation recommendation of denial request that may need to be reviewed. Please see additional comments on Administrative File Review Form stored in the sealed envelope marked “Regional Office.”

Page 26: Applicant File Review Process - regional

APPLICANT FILE REVIEW RED FLAGS

Page 27: Applicant File Review Process - regional

27

APPLICATION OUTCOMES

Reason Explanation

Enroll Center accepts and enrolls applicant

Withdrawal Applicant requests application to be withdrawn

Clinical staff are unable to reach applicant to complete the clinical interview or the accommodation

process, when applicable

Recommend Denial

Applicant’s health care needs exceed those of basic care

Applicant’s health care needs exceed those of basic care but may

possibly be met at a center closer to applicant’s home area resources

Applicant poses a direct threat to self or others

Applicant is no longer eligible due to disclosure of new information that the AC could not have reasonably known at the time eligibility was certified

Should be a fairly rare occurrence

27

Page 28: Applicant File Review Process - regional

DO YOU REMEMBER?

28

▪ What position used to be very involved in file review pre 2011 changes but now only has limited involvement in the rare instances of a new information review?

▪ Why?

Center Standards Officer (CSO) or Student Personnel

Office (SPO)

Page 29: Applicant File Review Process - regional

WITHDRAWAL PROCESS DURING CENTER FILE REVIEW – NO APPLICATION DISPOSITION RECOMMENDED YET

▪ There are two occasions when the center may send an applicant file back to OA to process as a withdrawal.• Applicant requests withdrawal.

o Document request and return file to the Outreach and Admissions if a recommendation of denial has not yet been made.

• The center is unable to reach the applicant to conduct clinically-related interviews.o Document the attempts to contact including collaborations efforts with OA

and return the file to OA.

29

Page 30: Applicant File Review Process - regional

WITHDRAWAL PROCESS DURING CENTER FILE REVIEW – FILE IS IN REGIONAL REVIEW

▪ If the file has been returned to the center to complete any portion of the applicant file review process and the center is unable to reach the applicant, even with the AC’s assistance, then the file must be returned to the person/office that sent the center the file and not back to OA• If file is returned to the center to complete a process issue, then

return it to Debbie Jones, Administrative File Review Coordinator, directly

• If the file is returned to the center to complete a clinically-related issue, then return the file to your respective Regional Office

30

Page 31: Applicant File Review Process - regional

31

WITHDRAWAL PROCESS RED FLAGS

Insufficient Documentation

If the center has requested additional documentation about an applicant and it does not receive that information, the center must make a decision on the information that is available to it. The applicant file cannot be returned to OA to process as a withdrawal.

Documentation to Support Records Log

If log says that that the AC requested a file to be returned, then print out the email and maintain with the log documentation. If requested via phone, best practice would be to request an email but document date and circumstances as to why AC was requesting file to be returned.

Center has submitted no files for

recommendation of denial over an

extended period of time

Page 32: Applicant File Review Process - regional

What are some of the top reasons files are

returned to centers to complete some missing

portion of the file review process?

32

Page 33: Applicant File Review Process - regional

APPLICANT FILE REVIEW PITFALLS & RED FLAGS

▪ Reasonable Accommodation• Failed to complete the interactive process when there is documentation

of disability in the file even though the applicant did not specifically request accommodations

• Accommodation considerations within the assessment process that are not based upon the applicant’s symptoms and behaviors that are presenting the barriers to enrollment; instead, the focus is on testing or other IEP documented accommodations related to participation in the program, if enrolled.

• Suggesting extreme accommodations to the applicant during the interactive process

33

Page 34: Applicant File Review Process - regional

APPLICANT FILE REVIEW PITFALLS & RED FLAGS

▪ Assessments• Submitting more than one assessment, both health care needs and

direct threat, when recommending denial

• Considering case management supports as accommodations

• File documentation contains potentially conflicting clinical information that has not been addressed

34

Page 35: Applicant File Review Process - regional

REGIONAL REVIEW OF APPLICANT FILESPRH 1: 1.5, APPENDIX 108

Page 36: Applicant File Review Process - regional

REGIONAL REVIEW PROCESS FOR CENTER RECOMMENDATIONS OF DENIAL – APPENDIX 108

▪ All applicant files received in the Regional Office are received and logged in and the “Regional Office File Review Process Form” is initiated by the Regional Office File Review Coordinator and attached to the file for tracking and monitoring purposes.

Page 37: Applicant File Review Process - regional

RECOMMENDATION OF DENIAL – DIRECT THREAT OR HEALTH CARE NEEDS

▪ Step 1: Applicant file is received at Regional Office and logged into tracking log.

▪ Step 2: The Regional Office File Review Coordinator reviews the center recommendation of denial form to determine the type of denial. • If the center has completed the “Center

Recommendation of Denial Form Based upon Health Care Needs, Direct Threat Assessment, or Disability Status,” the Regional Office File Review Coordinator

forwards the file to the Regional Administrative File Review Coordinator to complete an administrative (i.e., process) review of the file.

▪ Step 3: If incomplete, the Regional Administrative File Review Coordinator returns the file to the center with guidance and instruction as to what part(s) of the process must be completed and/or what documentation is needed.

Page 38: Applicant File Review Process - regional

RECOMMENDATIONS OF DENIAL – DIRECT THREAT OR HEALTH CARE NEEDS

▪ Step 4: The Regional Administrative File Review Coordinator forwards the file to the appropriate RHS(s) for a clinical review (i.e., mental health, medical, dental, TEAP).

▪ Step 5: The RHS documents his or her support or disagreement with the center’s recommendation, and the file is submitted to the Regional Director for a final determination.

▪ Step 6: The Regional Director, or

designee makes a final decision on application.• If supports the center’s recommendation

for denial, a written decision is completed and issued to the applicant with notification of the application outcome to both the AC and the Center. The AC provides the appropriate referral information to the applicant.

• If rejects a denial recommendation, the applicant’s file is returned to the center for the applicant’s enrollment.

Page 39: Applicant File Review Process - regional

RECOMMENDATIONS OF DENIAL – RECOMMEND ALTERNATE CENTER

▪ Step 1:The Regional Director or designee reviews the recommendations of the RHS regarding a center’s recommendation of denial stating that an applicant’s health care needs can be met in Job Corps but requires that the applicant be assigned to a center closer to the necessary supports and services.

▪ Step 2: If the RHS concurs with the center’s recommendation and the Regional Director or designee concurs, the Regional Office forwards this file back to the AC for assignment to an alternate center.

▪ The Regional File Review Coordinator ensures that the following documents are included with the applicant’s file:

• The Health Care Needs Assessment completed by the previous center which should be stored in the “Medical” information envelope. This assessment is included for the alternate center’s clinical staff to review.

• The “Referral to an Alternate Center Form” which is completed by the RHS and guides the AC in selecting an appropriate alternate center to consider.

▪ The original center is notified that the Regional Office has upheld their recommendation.

▪ If the Regional Director or designee overturns the center’s recommendation, the AC and the center are notified and the center directed to enroll the applicant and the review process ends.

Page 40: Applicant File Review Process - regional

RECOMMENDATIONS OF DENIAL – RECOMMEND ALTERNATE CENTER

▪ Step 3: The AC reviews the “Referral to an Alternate Center Form” and contacts the applicant to discuss and determine which alternate center the applicant is going to be conditionally enrolled.

▪ Step 4: The AC forwards the applicant file along with the information identified in Step 2 of this section to the alternate center.

▪ Step 5: The alternate center completes a clinical assessment to determine if the center can meet the applicant’s health care needs and to assess the applicant’s current stability.

• If the center finds that it can meet the health care needs of the applicant at their location, the center schedules the applicant for enrollment.

• If the alternate center believes that the applicant’s health care needs exceed those of basic care even with the access to local supports and services, then the center must complete its own Health Care Needs Assessment and submits the file to the Regional Office for review.

Page 41: Applicant File Review Process - regional

RECOMMENDATIONS OF DENIAL – RECOMMEND ALTERNATE CENTER

▪ Step 6: The Regional Office logs receipt of the file and forwards it to the RHS who conducted the original review of the previous center’s recommendation to consider an alternate center.

▪ Step 7: The Regional Director or designee makes a final decision on the application.• If the RHS recommends overturning the

alternate center’s recommendation of denial and the Regional Director, or his or her designee, concurs, then the AC and the center are notified and the center directed to enroll the applicant.

• If the Regional Director, or designee concurs, a written decision regarding the recommendation

of denial is completed and issued to the applicant with notification of the application outcome to both the AC and the center. The AC provides the appropriate referral information to the applicant.

Page 42: Applicant File Review Process - regional

RECOMMENDATIONS OF DENIAL – NEW INFORMATION

▪ Step 1: The Regional Office receives the applicant file that has been recommended for denial and logs it into the Regional Office tracking log.

▪ Step 2: The Regional Office File Review Coordinator reviews the center recommendation of denial form to determine the type of denial. If the center has completed the “Center Recommendation of Denial Form Based upon New Information,” the Regional Office File Review Coordinator forwards the file to the Regional Office staff person

or persons designated by the Regional Director to complete the review of the file.

▪ Step 3: If the center has not provided all the required information or documentation, the Regional Office staff person contacts the center and obtains the missing information.

Page 43: Applicant File Review Process - regional

RECOMMENDATIONS OF DENIAL – NEW INFORMATION

▪ Step 4: The Regional Office makes a determination on the recommendation. • If the determination is to overturn the

recommendation of denial, the applicant’s file is returned to the center with guidance to resume the applicant file review process. The center may complete a health care needs or a direct threat assessment, if appropriate, and resubmit the file to the Regional Office for review.

• If the determination is to uphold the center’s recommendation, a written decision regarding the recommendation of denial is completed and issued to the

applicant with notification of the application outcome to both the Admissions Counselor (AC) and the center. The AC provides the appropriate referral information to the applicant.

Page 44: Applicant File Review Process - regional

REASONABLENESSACCOMMODATION RECOMMENDATIONS OF DENIAL

Page 45: Applicant File Review Process - regional

45

ACCOMMODATION RECOMMENDATION OF DENIAL

Page 46: Applicant File Review Process - regional

46

ACCOMMODATION RECOMMENDATION OF DENIAL

Page 47: Applicant File Review Process - regional

REASONABLENESS CONSIDERATIONS

▪ Job Corps does not deny applicants solely based upon the need to provide accommodation. The RAC would need to • explore funding options,

• identify equally effective alternatives, if possible

• likely offer the opportunity to enroll without the benefit of accommodation

47

Page 48: Applicant File Review Process - regional

STORAGE & TRANSMISSION

Page 49: Applicant File Review Process - regional

49

STORAGE & TRANSMISSION

• Health Care Needs Assessment• Direct Threat Assessment• 6-53• Medical Records• Anything health-related• IEPs & 504 Plans• Any non-medical disability-related information

• Center Recommendation of Denial Form• Cover letters• Center Tracking Forms• Accommodation Recommendation of

Denial Form, if applies

Page 50: Applicant File Review Process - regional

AGE WAIVERS

Page 51: Applicant File Review Process - regional

WHICH RECOMMENDATION OF DENIAL FORM DO YOU USE?

Center Recommendation of

Denial Form for Health Care Needs, Direct Threat or Disability

Status

51

Page 52: Applicant File Review Process - regional

ATTACHMENT B – APPENDIX 107

52

Page 53: Applicant File Review Process - regional

The New Information Recommendation of Denial Form does not give you the option to select EAR A or D

53

Page 54: Applicant File Review Process - regional

SCENARIOS & REVIEW

Page 55: Applicant File Review Process - regional

NEW INFORMATION REVIEW CASE STUDY▪ Applicant Mallory

55

Page 56: Applicant File Review Process - regional

56

NEW INFORMATION REVIEW CASE STUDY – APPLICANT MALLORY

Please list the specific question from Exhibit 1-1 which the applicant was determined to be ineligible and list the applicant’s specific response to this question. J. Group Participation & Understanding of Rules

Identify the new information that the AC could not have reasonably known that was the basis for revisiting eligibility (i.e. document name and where the document was located, applicant stated during a specific interview, etc.).* During interview with AC, the mother informed that Mallory had past behavioral problems but did not tell the AC that the behavior problems had resurged just before starting the admissions process.

Summarize your findings. Mother wonders if daughter is trying to sabotage her own admission. Stated that the defiance had increased at home so much so that she and her husband had to hide in their room. Said that the daughter had decided that she could leave home when she wanted to and do what she wanted to and at school was telling teachers off, skipping classes, etc. Given Mallory’s history and recent behavioral issues (the latter of which were unknown to the AC), we do not think that applicant is an appropriate candidate for Job Corps.

Page 57: Applicant File Review Process - regional

LET’S REVIEW

▪ What do you do first in considering this information?• Go to PRH 1: Exhibit 1-1 and find EAR J

57

Page 58: Applicant File Review Process - regional

58

Exhibit 1-1Essential

Admissions Requiremen

ts (EAR)

Page 59: Applicant File Review Process - regional

COULD THIS SCENARIO QUALIFY FOR A NEW INFORMATION REVIEW?

▪ Possibly – it depends• Read through the AC’s information/notes to ensure that s/he was

unaware of the recent behavioral issues. If that was known, then it is not new information and eligibility cannot be revisited.o If it was not known, how do you actually re-assess this particular EAR?

▪ Go back to EAR J and review the requirements and guidance.

▪ Guidance says: “Do you understand that if you are accepted into JC, you will be expected to comply with the rules and regulations of JC? For example, if you live on center, you will have to follow a curfew, there are rules about cell phone use, and you may not be permitted to smoke on center and you may be required to wear a uniform. Knowing this about JC, are you willing to go forward with your application?

59

Page 60: Applicant File Review Process - regional

COULD THIS SCENARIO QUALIFY FOR A NEW INFORMATION REVIEW?

o If applicant responds to the question with a “yes,” then what?▪ Proceed to the next question.

o If applicant responds to question with a “no,” then what?▪ Stop the interview. Complete the paperwork for a recommendation of denial

based upon new information.

• If the AC did have knowledge of the recent behavioral concerns, then what are your options?o Complete either a health care needs or direct threat assessment, if

appropriate.

o If not appropriate, enroll the applicant.

60

Page 61: Applicant File Review Process - regional

APPLICANT ANGELA

▪ Student wears braces and had 1-2 months left in treatment with appointments every 4-8 weeks.

▪ “Agreement for Enrollment with Braces” form was signed.▪ During clinical interview, applicant informs center that she is

unable to afford her treatment at this time and had not removed her braces and did not wish to do so.

61

Page 62: Applicant File Review Process - regional

APPLICANT ANGELA

▪ What do you do?• Complete a health care needs assessment, determine if

recommendation of denial is in order, and submit file/recommendation to the Regional Office

62

Page 63: Applicant File Review Process - regional

APPLICANT JOSE

▪ Had diagnoses of depression, anxiety, intellectual disability, and pervasive developmental disorder

▪ Documented history of behavioral difficulties

▪ Exposure to too many people over a prolonged period of time becomes overwhelming

▪ When stressed, tics surface, and he paces

▪ Has difficulty reading social cues

63

Page 64: Applicant File Review Process - regional

APPLICANT JOSE

▪ A health care needs assessment was completed and the following accommodations were considered, agreed upon with the applicant and listed in the assessment:• Extended time for testing

• Frequent breaks

• Proctor read tests

▪ Is this file likely to be returned to the center or not?• Yes. The accommodations aren’t really addressing the behavior

and symptoms that are presenting the barriers to enrollment.

64

Page 65: Applicant File Review Process - regional

RESOURCES

Page 66: Applicant File Review Process - regional

NATIONAL OFFICE RESOURCES

▪ Health & Disability• Carol Abnathy, National Office of Job Corps

o (202) 693-3283

o [email protected]

• Johnetta Davis, National Office of Job Corpso (202) 693-8010

o [email protected]

Page 67: Applicant File Review Process - regional

JOB CORPS DISABILITY WEBSITE

67

Page 68: Applicant File Review Process - regional

JOB CORPS HEALTH & WELLNESS WEBSITE

68

Page 69: Applicant File Review Process - regional

69

JOB ACCOMMODATION NETWORK (JAN)ASKJAN.ORG

Page 70: Applicant File Review Process - regional

70

QUESTIONS