1. Call to Order and Roll Call Commission Chair. 2. Statement of Compliance with Open Meeting Act Commission Assistant

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2 State Of Oklahoma Commission for Rehabilitation Services 3535 NW 58 th Street, Suite 200 Oklahoma City, OK Monday, August 14, 2017, 10:30 am Regular Meeting Jack Tucker Commission Chair April Danahy Commission Vice-Chair Emily Cheng Commission Member 1. Call to Order and Roll Call Commission Chair 2. Statement of Compliance with Open Meeting Act Commission Assistant 3. Introduction of Guests Commission Chair 4. Public Comments Public Audience REPORTS 5. Announcement of appointment of new Oklahoma Department of Rehabilitation Services Commissioner Emily Cheng. 6. Director s report with possible Commission discussion. The Director reported we had 1,710 cases on the Order of Selection Update waiting list, of which 360 were Priority 1. Her report also talked about Oklahoma Works System Oversight Subcommittee and Career Pathways Committee. There were updates from Disability Determination Service; Oklahoma School for the Deaf; Oklahoma School for the Blind; Visual Services; and Management Services. The Director also report on 34 Agency and Cross-Agency and Community Partnerships. It had been a very busy two months. 7. Financial Status report as of June 30, 2017 with possible Commission discussion. 8. Personnel Activity report as of July 31, 2017 with possible Commission discussion. The Activity report has current FTE status. 9. Statewide Independent Living Center quarterly report with possible Commission discussion. The report has the results of the new officers for FY 2018, with Vikki Walls, Chair. The report also reported on training; conferences; and budget. Commission Chair Noel Tyler, Director Kevin Statham, Chief Financial Officer Tom Patt, Human Resources Programs Director Sidna Madden, Executive Director page 2

3 10. Oklahoma Rehabilitation Council report with possible Commission discussion. Her report includes success stories, meetings with partnership agencies, collaboration with Process Improvement unit; Policy meetings; Committee Meetings; NCSRC meetings; and new appointments to the Council. 11. Process Improvement Report on Department of Rehabilitation Services Policy, Chapter 3. Management Services Division Subchapter 3. Human Resources with possible Commission discussion. The revisions to DRS policy in Chapter 3 update the military leave policy in accordance with state and federal laws. 12. Review and Discussion of the 2018 Meeting Schedule for the Commission for Rehabilitation Services. To be voted on next Commission Meeting. Renee Sansom, Program Manager Tina Calloway, Administrative Programs Officer Commission Chair ACTION ITEMS 13. Review and discussion with possible vote to approve the June 12, 2017 Commission for Rehabilitation Services Regular Meeting Minutes. 14. Review and discussion with possible vote for approval of the June and July, 2017 donations to the Oklahoma School for the Deaf. 15. Review and discussion with possible vote for approval of the June and July, 2017 donations to the Oklahoma School for the Blind. 16. Review and discussion with possible vote for approval of the June and July, 2017 donations to the Oklahoma Library for the Blind and Physically Handicapped. 17. Election of Officers for the Commission for Rehabilitation Services with discussion and possible vote. 18. New Business ( Any matter not known about or which could not have been reasonably foreseen prior to the time of posting. 25 O.S. 311) 19. Announcements Date and location of next regular meeting of the Commission for Rehabilitation Services: Monday, September 11, 2017 at 10:30 am. Department of Rehabilitation Services 3535 NW 58 th Street, Suite 200 Oklahoma City, OK Commission Chair Larry Hawkins, Superintendent Rita Echelle, Superintendent Kevin Treese, Program Manager Commissioners Commission Chair Commission Chair 20. Adjournment Commission Chair page 3

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5 August 14, 2017 OKDRS Regular Commission Meeting Submitted by Noel Tyler, ODRS Director Report to OK DRS Commission 2017 Order of Selection Update As of July 27, 2017, we had the following number of cases on the waiting list: Priority 1: 360 Priority 2: 1,187 Priority 3: 163 Total: 1,710 Oklahoma Works Building Oklahoma s Workforce Oklahoma Works brings all of our state s workforce resources together, connecting employers, employees and job-seekers to information and programs that help build Oklahoma s workforce. System Oversight Subcommittee Completed approval process of Workforce Office WIOA plans. Plans were either approved or conditionally approved with agreement that corrections will be made in the future. MOU guidance was sent out to the Workforce Boards and DRS has reviewed, approved and signed all MOU s that have been submitted to us so far. The MOU s do not constitute a funding commitment for DRS at this point in the process,. Developed the requirements and guidance for system certification; physical and programmatic Developed Workforce Board Roles and Responsibilities; DRS has a representative on each board across the state Career Pathways Committee Representatives from each area have been designated to report on activities in their areas in regard to career pathways. Some activities are: Educator Externships teachers from Tulsa, OKC, Lawton, Enid, Bartlesville, Pryor and Okmulgee are touring employers in their areas to get a better idea what is required for employment; supposed to be utilizing this information in the classroom. Internships and Work Based Learning---occurring as pilots in Duncan, Tulsa, Muskogee and Ponca City schools first; will spread to other schools over time. 1 P a g e page 5

6 Report to OK DRS Commission 2017 Committee will be collaborating with elementary schools and the Oklahoma State Department of Education (OSDE) to begin a character program that addresses employability soft skills such as integrity, initiative, reliability, teamwork, respect, etc. Divisions Reports Disability Determination Service (DDS) The DDS is entering the final two months of FFY17, and are on track to meet their budgeted workload targets. The DDS has the lowest processing time in the Dallas Region at 86 days. At the same time, the DDS has the highest Presumptive Disability rate for Title XVI claims in the Region at 13.5%. Oklahomans are receiving a decision and benefits at an earlier point in Oklahoma. The DDS is one of only six states across the Nation who has realized an increase in the receipt of Initial claims over FFY16 receipts. Oklahoma experienced the largest increase at over 20%, which is largely attributable to assistance provided to other states. Amy Cox, Jama West, and Brian Nickles were in Dallas the first week of August for an FFY18 workload planning and strategy meeting with the Dallas Region DDS s. The increased emphasis on continuing disability reviews over the last four years is now resulting in a waterfall effect for Disability Hearings. The Dallas Region and the Nation as a whole are experiencing an increase in Disability Hearings. While the DDS is current on its hearing workload, they are positioning to provide capacity as a national resource. The DDS was selected as one of four states to serve as an Extended Service Team (EST) in providing assistance capacity on the National level beginning in The DDS management team learned in July that one of the four (Mississippi) is dissolving and only three will remain. The Oklahoma EST continues to be a viable and valued resource for SSA and is sought out to provide assistance when needs exist. The Oklahoma EST is expected to continue to provide this assistance as a national resource for the foreseeable future. This is possible because of the dedication and commitment of the staff of DDS and the partnerships the DDS has at both the state and federal levels. 2 P a g e page 6

7 Oklahoma School for the Deaf (OSD) Report to OK DRS Commission 2017 Thirty-one (31) interpreters from across the state attended the OSD Interpreter Training Institute held at OSD on May 31-June 2. Sixty eight (68) students attended OSD s summer camps held June OSB and OSD executive staff met June to discuss common issues. Wanda Felty with Communication Leadership Advocacy was a guest speaker. Noel Tyler and Melinda Fruendt participated in the meetings. Oklahoma School for the Blind (OSB) OSB will begin the new school year on August 14, MS and HS students will be arriving for a Back to School Bash/Enrollment Day on Saturday, August 12. Elementary students will return and enroll on Sunday, August 13. A special evening of activities is planned for their return, as well. New staff members for 2017/2018 are as follows: Shawna Coplen - Lower Elementary Principal Kimberly Thomas - 1 st /2 nd Grade Teacher William O Neal, Jr. - Construction Maintenance Tech Jane Thomas, Social Worker retired on August 1, 2017, after 38 years of service at OSB. Mrs. Thomas, a former student of OSB, worked closely with ESA organization to provide needed items for students and assisted students with Braille in the classroom. She will be honored on September 22, 2017, as the Oklahoma State University College of Sociology s Distinguished Alumnus ABLE Camp Report 3 P a g e OSB partnered with Visual Services to host 4 full weeks of ABLE Camp this summer. The first two weeks hosted transition-age clients ranging in ages from 16 to 21 and included 22 participants. These specialized transition-focused camps emphasized career preparedness, dressing for sucdcess, timemangement, and interviewing techniques. The following two weeks of ABLE Camp hosted 20 clients that ranged in age from 48 to 92 years of age. VS Rehabilitation Teachers, VS interns, VS Orientation and Mobility Instructors, and OSB staff provided a multitude of classes that focused on basic cooking skills, home mangagement, personal hygiene, assistive technology, orientation and mobility, low vision skills, communications, and job skills. ABLE participants were provided instruction in meal preparation and given several useful strategies to utilize in home management such as marking, labeling, and measuring techniques. Traditional grid method cleaning technique, page 7

8 Report to OK DRS Commission 2017 money folding, proper etiquett/eating skills, and learning to access scommunity resources were also included. Assitive technology and low vision skills training involved using the computer, CCTV, and tech gadgets such as the I-bill readier, talking alarm clock, and glucometer to assist in daily life skills. VS Orientation and Mobility instructors provided lessons in safe navigation outdoors, cane usage, curb drop-off, street crossings/intersections, accessing public transportation, and proper sunglasses selection. Clients were taken on a variety of field base experiences that included local grocery stores, convenience stores, mall, bowling alley, and restaurants to actively apply their newly acquired skills. Clients participated in recreation/leisure activities that included crocheting, sewing, jewelry making, crafts, and painting. A graduation ceremony was held at the end of the camp which provided a time to reflect back on the week and share what was gained from the experience. One client expressed gratitude and excitement at her ability to now check her own blood sugar levels and administer her own insulin shots thereby improving her independence. OSB Summer Camp 2017 OSB held summer camp from June 5 to June 16. Summer camp this year was a STEM camp and provided activities in Science, Technology, Engineering and Mathematics for 41 students in grades 1 through 12. In addition to classroom STEM activities students had guest speakers from the OSU Extension Office, The Children s Museum and the Tulsa Zoo. Students also practiced cooking skills in Independent Living Skills classes, had the opportunity to learn more about seeds and plants in a horticulture class, and experienced woodworking as well as art and PE classes. Evening activities included swimming, bowling, skating, cook-out, water slides and riding horses at the Muskogee Round-up Club. OSB Summer Reading Program 2017 This summer 9 students participated in the Summer Reading Program. Students in grades 1-4 worked on Comprehension, Fluency, Phonics and Vocabulary to improve their reading skills. This program fulfills the requirement of the Reading Sufficiency Act for students that are reading below grade level. These students also participated in STEM activities in Art, Woodworking and PE. Students could also participate in evening activities with the Summer Camp students. 4 P a g e page 8

9 Report to OK DRS Commission 2017 Visual Service (VS) OLBPH: On June 3, 2017, OLBPH staff hosted a summer reading party for children which featured activities and games, which included sign language lessons and a presentation by a Mad Science Guy. There were several children in attendance, and all had a great time. On August 5, 2017 there will be a reward party at the Science Museum to celebrate the children s reading accomplishments over the summer. BEP The Business Enterprise Program is still seeking an Operations Coordinator, and a nationwide search is being done in hopes of finding someone who is wellversed in blindness, BEP protocol and the Randolph Sheppard Act. VS Field Although our agency is still operating with all 3 Priority Groups closed, the Visual Services field continues to do outreach and marketing to the community and public whenever possible. We feel that although the priority groups are closed, this is a good time to get the word out to the public that we do exist and that we can help people to obtain, regain or retain employment. Our staff have therefore participated in several job fairs, community service fairs and public service events over the past few months. We were able to release a limited number of participants from Priority Group 1 on July 13, 2017 which will result in some consumers getting services to begin their employment process. On June 10 th, Area A in VS (Tulsa area) participated in a block party by hosting a booth with information and presentations for Leadership Tulsa s Community and Police Leadership Class. Visual Services staff have also been doing outreach to entities like Uber, Lyft and Meals on Wheels in the Tulsa area to get the word out about our services. The transportation companies are a great place to market because many blind people have to utilize these services to navigate their community. During June and July, VS held its ABLE (Adult Blind Living Evaluation) program on the grounds of OSB in Muskogee. This is a week long program designed to assess skills for blind and severely visually impaired consumers, both transition 5 P a g e page 9

10 Report to OK DRS Commission 2017 aged and adult. This program consisted of 4 weeks, 2 in June and 2 in July and the total number of participants was 38. That represents 38 individuals whose lives have been enriched by our staff. Management Service (MS) IT The Executive Directive Communication (EDC) form has been created for the OKDRS environment to communicate executive directives or information electronically with staff with a searchable database. All employees will not only receive the notification, but if at any time they would like to search for a past communication they are all located in a central location. This means, no more hunting through the 1000 s of s that we all have. Melinda Fruendt and Randy Weaver worked with Casey Williamson and David Unklesbay on the Information Services Development team to develop the EDC with ease of useability and search-ability in mind. After a month of communications, testing, and guidance the EDC is currently in use. We are currently in flight with the deployment of 220 new leased Dell Laptops and 30 Dell Tablets to replace older equipment that is end of life for support and warranty. The lease is for a 3 year term at which time we will refresh to newer models. We anticipate having this first rollout of replacement equipment completed by the end of August. At that point we will begin evaluating the status of the remaining machines and start the process of getting those replaced on a lease model as well. William Martin has been leading the effort along with field support from Travis Saunders, Darron Bruner, and Michael Quinlan. Human Resources EmpowerHR the new Oracle Cloud Human Capital Management system is progressing forward on schedule. The second round of testing of the CoreHR module began July 17 and will continue through much of the month of August. The recruitment and talent management module has completed the requirements/validation phase and will begin testing in August. The learning management system is expected to go live in September. Everything is on track for meeting the go-live date of January 1, HR has begun implementing an electronic personnel transaction form developed by the Department of Mental Health for use in obtaining Cabinet Secretary approval of personnel freeze exceptions. This will only be in effect until the Cloud Human Capital Management system goes live, at which time all agencies will be using the new system s automated freeze exception request process. 6 P a g e page 10

11 Report to OK DRS Commission 2017 Agency and Cross-Agency and Community Partnerships 1. Oklahoma Commission on Children and Youth 2. NewView 3. OSB and OSD E-Team Retreat 4. ORC Executive Committee 5. Progressive Independence 6. WIOA Bi-weekly Update 7. Intellectual Developmental Disabilities (I/DD) 8. State Innovation Waiver: Operational Committee 9. Access for All Initiative 10. Consortia of Administrators for Native American Rehabilitation (CANAR) Conference 11. Oklahoma Association of People Supporting EmploymentFirst (APSE) Conference 12. Oklahoma State Department of Education (OSDE) 13. East Central University DHR Human Services Counseling Program 14. VR/VS Client Service Review 15. National Federation of the Blind (NFB) 16. CSAVR Region Conference Call 17. Governor's Executive Council 18. Fort Sill Update Meeting 19. Jobs for All 20. Oklahoma Statewide Independent Living Council (SILC) Quarterly 21. Governor's Oklahoma United We Ride Council 22. Community of Practice State Team 23. ABLE Tech Advisory Council 24. Oklahoma State Department of Education (OSDE) 25. Governor's Council for Workforce & Economic Development Meeting 26. Commissioner Emily Cheng 27. Alliance Executive Briefing 28. Workforce System Partners 29. DRS Workforce Initiatives 30. CSAVR Monthly Membership 31. Harvey Sparks, Legislative Assistant to Congressman Steve Russell 32. SSA Region 33. Leadership Network 34. OHCA SoonerCare Briefing 7 P a g e page 11

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13 Department of Rehabilitation Services Financial Status Report FY 17 Budget As of June 30, 2017 All Programs Agency Summary % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 77,187, % 68,578, % 7,389, % Travel 1,073, % 750, % 37, % General Operating 19,321, % 14,899, % 4,099, % Office Furniture & Equipment 1,742, % 262, % 125, % Client / General Assistance 43,719, % 34,811, % 8,430, % Indirect Cost 8,472, % 7,369, % 1,103, % Total 151,516, % 126,672, % 21,186, % page 13

14 All Programs Vocational Rehabilitation and Visual Services Budget % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 26,240, % 23,125, % 2,644, % Travel 857, % 653, % 11, % General Operating 9,520, % 7,244, % 2,581, % Office Furniture & Equipment 1,175, % 147, % 6, % Client / General Assistance 34,843, % 26,835, % 7,581, % Indirect Cost 3,563, % 3,204, % 358, % Total 76,200, % 61,210, % 13,184, % Vocational Rehabilitation Grant Budget % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 23,986, % 21,067, % 2,502, % Travel 839, % 635, % 11, % General Operating 8,840, % 6,730, % 2,515, % Office Furniture & Equipment 1,148, % 139, % 6, % Client / General Assistance 34,246, % 26,447, % 7,353, % Indirect Cost 3,367, % 3,019, % 347, % Total 72,429, % 58,040, % 12,737, % page 14

15 All Programs Oklahoma School for the Blind Budget % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 5,092, % 4,841, % 250, % Travel 34, % 26, % % General Operating 1,672, % 1,103, % 184, % Office Furniture & Equipment 272, % 55, % 66, % Client / General Assistance 85, % 60, % % Indirect Cost 440, % 431, % 9, % Total 7,597, % 6,519, % 511, % page 15

16 All Programs Oklahoma School for the Deaf Budget % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 6,807, % 6,259, % 518, % Travel 21, % 12, % % General Operating 1,737, % 1,307, % 291, % Office Furniture & Equipment 166, % 24, % 37, % Client / General Assistance 280, % 211, % 40, % Indirect Cost 564, % 540, % 24, % Total 9,576, % 8,357, % 912, % page 16

17 All Programs Disability Determination Division Budget % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 32,610, % 28,507, % 3,635, % Travel 70, % 34, % 24, % General Operating 3,867, % 3,162, % 642, % Office Furniture & Equipment 40, % 14, % 15, % Client / General Assistance 8,511, % 7,703, % 807, % Indirect Cost 3,900, % 3,190, % 710, % Total 49,000, % 42,612, % 5,836, % page 17

18 All Programs DRS Support Services Budget % of Total Budget Expenditures % Expended Encumbrances % Used Personnel 6,436, % 5,844, % 341, % Travel 91, % 22, % % General Operating 2,522, % 2,081, % 398, % Office Furniture & Equipment 88, % 20, % % Indirect Cost 2, % 2, % % Total 9,141, % 7,971, % 741, % page 18

19 Personnel Salary Expense Insurance Premium -Health-Life, etc FICA-Retirement Contributions Travel Travel - Agency Direct Travel - Reimbursements General Operating AFP Encumberances Bond Indebtness and Expenses Buildings-Purchase, Construction and Renovation General Operating Inter/Intre Agency Payment for Personal Services Maintenance & Repair Miscellaneous Administration Fee Professional Services Production, Safety, Security Refunds, Indemnities, Restitution Rent Expense Scholarships, Tuition and Other Incentive-Type Payments Shop Expense Specialized Supplies & Materials Office Furniture & Equipment Library Equipment & Resources Office Furniture & Equipment Client / General Assistance Social Service and Assistance Payments Indirect Cost page 19

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21 PERSONNEL ACTIVITY REPORT AS OF JULY 31, 2017 Division Title/PIN FILLED AND VACANT POSITIONS Personnel Activity = 4 vacant positions filled / 34 positions in Announcement or Selection Process Disability Medical Consultant / 1452, 1453, 1454, 1455, 1457, Date Vacated Location Begin date End date Ann. # Action/Incumbent New App list sent DDD 1458, 1460 Positions DDD 8/2/2016 Until Filled /30/2016 DD Specialist III / App list sent DDD 1385,1278,1003,1274, 0239,1394 Various DDD 4/3/2017 4/12/ /14/2017 Construction/Maintenance App list sent OSB Technician II / /23/2017 OSB 5/25/2017 6/7/ /14/2017 OSB Teacher / /1/2011 OSB Shawna Coplen 7/10/2017 Construction/Maintenance Technician II / /6/2016 OSD 7/7/2017 7/20/ App list sent 7/28/2017 OSD OSD Teacher / /24/2009 OSD 7/20/2017 Until filled Currently open OSD Teacher / /1/2017 OSD 7/20/2017 Until filled Currently open OSD Direct Care Specialist II / 0375,0837 8/12/2016 4/30/2017 OSD 7/31/2017 8/14/ Currently open Date Filled page 21

22 Division Title/PIN Date Vacated Location Begin date End date Ann # Action/Incumbent Date Filled VR VR Specialist III / /3/2016 VR86 Ada 12/29/2016 1/12/ App list sent 1/19/2017 App list sent 3/8/2017 VR Rehabilitation Tech III / /16/2016 VR31 OKC 2/9/2017 3/1/ VR VR Specialist IV / /31/2016 VR07 Durant 2/16/2017 3/1/ Verinda Rushing 720/2017 VR VR Specialist IV / /17/2017 VR08 Enid 7/7/2017 7/20/ VR VR Specialist III / /1/2015 VR08 Enid 3/6/2017 3/20/ App list sent 7/28/2017 App list sent 3/30/2017 Rehabilitation Technician III / /12/2016 VR78 Tahlequah 3/13/2017 4/3/ E-list on Hold VR VR VR Specialist IV / /1/2017 VR25 Tecumseh 4/6/2017 4/19/ Michael Rolerat 6/26/2017 VR VR Specialist IV / /1/2012 VR56 Woodward 7/27/2017 8/9/ Currently open Assistive Technology VR Specialist IV / /28/2017 VR TBD 7/27/2017 8/10/ Currently open Assistive Technology VR Specialist IV / /4/2017 VR TBD 7/27/2017 8/10/ Currently open VR VR Specialist IV / /19/2016 VR12 Lawton 7/27/2017 8/9/ Currently open VR VR Specialist III / /23/2017 VR44 Stillwater 7/27/2017 8/9/ Currently open VR Executive Fellow / /15/2017 VR07 Durant Micah Thompson 6/1/2017 page 22

23 Division Title/PIN VS Date Vacated Location Begin Date End Date Vending Machine Technician I / /1/2017 VS33 OKC 1/23/2017 2/6/ Ann. # Action/Incumbent Date Filled App list sent 2/13/2017 App list sent 3/10/2017 VS VR Specialist III / /6/2017 VS79 OKC 2/2/2017 3/6/ BEP Operations VS Coordinator / /1/2017 VS33 OKC 4/6/2017 Until Filled Currently Open Materiel Management App list sent VS Officer II / /30/2016 VS33 OKC 7/7/2017 7/21/ /28/2017 Rehabilitation of the Blind VS Specialist III / /26/2015 VS TBD 7/31/2017 8/14/ Currently open NOTE: Waiting for HCM-9 = Waiting for HCM to return HCM-9 s to inform if applicant meets minimum qualifications for position. Waiting for E-List = Waiting to receive electronic applicant log from HCM. Pending Approval= Waiting for unclassified appointments to be approved by director and cabinet secretary to establish an effective date page 23

24 RESIGNATIONS/RETIREMENTS/SEPARATIONS = 16 SUPPORT SERVICES DIVISION (Executive/MSD/FSD) Deceased 1 16 years 5 months DIVISION OF VOCATIONAL REHABILITATION Resigned 5 1 = 3 years 9 months 1 = 10 months 1 = 5 years 11 months 1 = 17 years 9 months 1 = 2 years 6 months Retired 1 1 = 21 years Discharged 1 1 = 1 year VISUAL SERVICES DIVISION Resigned 1 2 years 5 months OKLAHOMA SCHOOL FOR THE BLIND Retired 1 20 years 11 months Discharged 1 2 years 7 months OKLAHOMA SCHOOL FOR THE DEAF Retired 1 20 years 11 months page 24

25 DISABILITY DETERMINATION DIVISION Resigned 2 1 = 3 years 3 months 1 = 10 months Retired years 11 months Discharged 1 10 months page 25

26 CURRENT FTE STATUS FY 2018 FTE as of July 31, 2017 DIVISION BUDGETED FTE FILLED PENDING EXEMPT FTE TOTAL FILLED PLUS PENDING MINUS EXEMPT FTE Support Services (Executive/MSD/FSD) (1.00) Vocational Rehabilitation (3.00) Visual Services (1.00) VR/VS-DP (0.00) 2.00 Oklahoma School for the Blind Oklahoma School for the Deaf Total (NON-EXEMPT) (5.00) Disability Determination Division (EXEMPT) TOTAL NON-EXEMPT & EXEMPT (5.00) FY 18 Budgetary FTE Limit = 1255 * Authorized agency FTE limit does not include Executive Fellow and SWIP appointments ROUTING TO: Noel Tyler, Director Cheryl Gray, Chief of Staff Kevin Statham, Chief Financial Officer Randy Weaver, Division Administrator Teresa McDermott, Division Administrator Tom Patt, Human Resources Program Director Dana Tallon, Public Information Manager II Carol Brown, Executive Assistant Rosemarie Chitwood, Secretary V page 26

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28 SILC report to DRS Commissioners: July 21, 2017 SILC held their election of officers, and the new officers for FY2018 are: Vikki Walls Chair Jeanne Self Vice Chair Rachel Allen Secretary Elizabeth Reeve At Large Sandi Webster At Large Pam Henry At Large In October, SILC will be hosting an on site technical assistance training being presented by ILRU (Independent Living Research Utilization) out of Houston, TX. After receiving a referral from both DRS and our Federal Agency (ACL), ILRU will provide this training at no cost to SILC. The proposed topic is the respective roles of the DSE (DRS), the CILs and the SILC, with liberal discussion on ways to improve their network relationships. This is an effort to try to get the Centers and SILC working together to improve the services in IL in the State of Oklahoma. Our desired outcomes are: 1. The IL Network (CILs, SILC and DSE) will understand the regulations regarding the duties and authorities of the SILC. 2. The IL Network (CILs, SILC and DSE) will agree on their respective responsibilities and activities related to the current SPIL. The APIL (Association of Programs for Rural Independent Living) conference is in October and SILC will send several members to that. The conference will be in Spokane, WA. We will also send several members to the SILC Congress conference in Orlando in February. For either conference, SILC members are required to fill out an application and there is a matrix attached with a scoring system based on attendance to meetings, participation on committees and with SILC in general, and previous travel. This will ensure that the same members don t continue to go to conferences and will allow others an opportunity to represent SILC. Before, members were selected on a first come, first served basis. SILC members voted to move the quarterly SILC meetings up a week, instead of being the last Friday of the month. This will better accommodate Noel, Renee Sansom and Tracy Brigham, who had conflicts on our scheduled meeting dates. Our Federal regulations stipulate that SILC will have at least one CIL Director that was elected by the Association of Center Directors, and the Governor s office has appointed Pam Pulchny to fill that vacancy. Pam is the Center Director in McAlester at Oklahomans for Independent Living (OIL) 7 SILC members are registered for an online training presented by ILRU that will run from August 14 September 1, The course is SILC Leadership for Chairpersons, Members, and Staff. We are actively engaging SILC members in trainings and courses to better develop our council. NCIL (National Council on Independent Living) Region 6 is planning the first Regional Conference in well over 10 years. It will be held in April in Dallas, and all details are being worked on. page 28

29 Coordinators hope to have at least 60 individuals from each state participate. Based on conference success, the conference will rotate from state to state, so Oklahoma will host the conference in the future. For FY2018 SILC will be operating on a budget of $109,417 (an $11,027 decrease from FY 2017) which is funded from Part B, while the Centers will see an increase in their Part B distribution and will receive $42,741 per center (a $2,206 increase per center). Our next Quarterly meeting will be held on September 22, 2017 at the Library for the Blind and Physically Disabled. page 29

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31 Program Manager Report Renee Sansom, Program Manager May Program Manager met with Performance Management 2018 VR Summit conference planning team to finalize hotel information for the planning process. The site has been chosen and it will be at the Skirvin Hotel in Bricktown on September 4 th (pre conference), 5 th and 6 th, PM met with Rod Van Stavern and Linda Jaco regarding transition goals and objectives to look at different placement information and demand occupations and the correlation of closure data with the system that DRS utilizes, AWARE. Program Manager met with 4 job seekers to conduct their success story. ORC PM reached out to approximately 15 job seekers. Several appointments have been made for June. PM attended the DRS Workforce Initiatives meeting at the Career Planning Center. The ORC Quarterly meeting was held on May 188 th, The meeting was well attended. PM met with 2 different vendors of DRS to educate them about ORC and how ORC is involved with DRS. Both organizations would like to be involved with ORC. Oklahoma Rehabilitationn Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 31

32 PM attended the conference calls for the Rehab Net Meetings. PM attended the conference calls for the Performance Management 2018 VR Summit Conference planning. PM attended conference calls and meetings via Zoom for the Oklahoma Transition Council. PM completed the Leadership Development Program at OSU and received the certificate of achievement. PM met with William Ginn regarding the road to employment booklet (provided by CAP) and to see about condensing that document and making it more accessible and easy to follow to increase the successful closure rate at DRS. PM presented to the commissioners in May regarding ORC activities. PM attended a Tuesday Training hosted by Nancy Hurst in the HRD Training Unit regarding active shooters. PM met with VR/VS Division Administrators to discuss the employment committee and to look at the direction of the committee. PM attended VR/VS Policy Committee Meeting PM attended the American Job Center Partners meeting PM met with the Process Improvement Unit in DRS to discuss the Statewide Assessment and how ORC will be able to be more involved with the process. PM is working with Tiffany Davis and Tina Calloway during this process. Oklahoma Rehabilitation Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 32

33 The position has been filled for the Workforce Development Board position on the council. This is the first time in a few years to have this position filled. ORC is very excited. Nici Duncan with Ditch Witch will be fulfilling this role. The Business Industry and Labor position that Lisa Graven left has been filled as well by Cody Cox with OESC. We are very excited about his role as well. PM worked with the Governor s office to get the membership in order and discuss the upcoming vacancies for PM attended the Oklahoma Tribal VR Meeting. PM continues to provide updates to OSU staff for the ORC website. June Program Manager (PM) presented ORC material at 1 Unit Meeting for VR. Program Manager met with 4 job seekers to conduct their success story. ORC PM reached out to approximately 20 job seekers. A few more appointments were scheduled for July and in to August to complete the Strategic Plan goal of 24 stories. Program Manager has attended the conference calls for the Rehab Net Meetings. PM attended the conference calls for the Performance Management 2018 VR Summit Conference planning. PM attended the NCSRC Board Conference Call. PM was elected to be a board member effective June 1 st, Oklahoma Rehabilitation Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 33

34 PM attended conference calls and meetings via Zoom for the Oklahoma Transition Council. PM held the Program and Planning, Policy and Legislative, Employment, Executive and Transition committee meetings this month to ensure that the Strategic Plan is on target to meet objectives and activities for FFY17. All committees are on target to meet their objectives and activities. PM continues to meet with the Process Improvement Unit to discuss Transition and Program and Planning committees. ORC PM and ORC members from the Transition and Program and Planning committees have been in collaboration w PI Unit re: Transition Survey planning, preparation and dissemination for the Statewide Assessment. Tiffany Davis will present the results to the Council in September during the Strategic Planning. PM continued to meet and brainstorm with William Ginn as well as VR/VS Counselors, current and former clients, Communications and Business Services Team regarding the road to employment booklet (provided by CAP). The goal remains the same to continue to increase the successful case closure results for DRS. PM met with Accounting / Budget at OSU and DRS regarding the ORC FY 18 budget. PM participated in the OKAPSE Election Committee of Award recipients for the luncheon conference to be held later in June. PM presented to the commissioners in June regarding ORC activities. PM attended the American Job Center Partners meeting Oklahoma Rehabilitation Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 34

35 PM attended the Strategic Planning and Central Oklahoma Workforce Development Board meeting. PM attended the OKAPSE Conference. PM continues to provide updates to OSU staff for the ORC website. July PM met with 2 positive Job Seekers and contacted 5 others for appointments for August. Program Manager has attended the conference calls for the Rehab Net Meetings. PM attended the conference calls for the Performance Management 2018 VR Summit Conference planning. PM attended conference calls and meetings via Zoom for the Oklahoma Transition Council. PM attended NCSRC Board meeting conference calls. ORC Budget was approved by DRS Director. PM attended conference call for CSAVR / NCSRC. ORC is awaiting the appointment of 2 new council members. Traci Foreman for the Business, Industry and Labor to the ORC as Bill Dunham is terming off. Tim Yeahquo will be replacing Brenda Fitzgerald for the Tribal position as she is terming off. ORC is still in need of recommendations for VR Counselor as Terrisha is terming off. Jane Ciorba with ABLE and the CRP has resigned as she has moved Oklahoma Rehabilitation Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 35

36 and we are awaiting recommendations for the CRP position as well. PM will need to do orientation for new members in August. PM attended the ABLE Tech Advisory Council Meeting. PM attended the SILC quarterly meeting. PM continues to meet with the Process Improvement Unit to discuss and stay on top of the development of the Statewide Assessment. PM attended the American Job Center Partners meeting PM attended the Governor s Council for Workforce and Economic Development meeting PM continues to provide updates to OSU staff for the ORC website. Regular Meetings Attended: SILC Meeting ORC small committee meetings, Executive, Employment, Program and Planning, Policy and Legislative and Transition. ABLE Tech Advisory Council Meeting VR/VS Policy Committee Meeting Oklahoma Transition Council Meetings CSAVR Conference Meetings Rehab Net Conference Meetings NCSRC Board Meetings NCSRC Conference Meetings 2018 Summit on Performance Management in VR meetings Workforce Board meetings Workforce Strategic planning meetings Oklahoma Rehabilitation Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 36

37 Commission Meetings American Job Center Meetings Next ORC meeting will be held August 17 th, 2017 at State Office; 2 nd Floor from 9:30 12:00 The Strategic Planning meeting will be held on September 21 st, 2017 at the Career Planning Center on S. Robinson in Oklahoma City, from 9:00 am 3:00 pm Please visit the ORC web site: orc.okstate.edu Oklahoma Rehabilitation Council 3535 NW 58 th St., Suite 500 Oklahoma City, OK Phone: Toll Free: Fax: renee.sansom@okstate.edu page 37

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39 OKLAHOMA COMMISSION FOR REHABILITATION SERVICES EXECUTIVE SUMMARY DRS POLICY, CHAPTER 3. MANAGEMENT SERVICES DIVISION SUBCHAPTER 3. HUMAN RESOURCES UNIT June 19, 2017 ISSUE: The revisions to DRS policy in Chapter 3 updates the military leave policy in accordance with state and federal laws. STAFF RECOMMENDATION: Review: DRS: Military Leave [REVISED] BUDGET IMPACT: The proposed new DRS policy has no impact on the budget. ATTACHMENTS/PACKET SUPPORT DOCUMENTS: DRS: page 39

40 DRS: Military leave (a) Any An employee with the Department who is a member of the Reserve Corps, Air National Guard, or any other component of the Armed Forces branch of the United States Military or its reserve shall, when ordered by proper authority to active or inactive military duty, or service, be is entitled to a leave of absence without loss of status, or seniority and without loss of pay during the first regularly scheduled work days of such leave of absence during any federal fiscal year, (October 1 through September 30). (b) Military Leave Beyond 30 Days. (1) If the period of military status extends beyond days, the employee's absence for the period beyond days is governed by applicable leave rules. (A) Accrued compensatory leave, compensatory holidays, annual leave, or military leave without pay may be requested to cover this period of time. (B) Accrued compensatory leave and compensatory holidays must be exhausted prior to any approval of use of annual leave, except where the annual leave would otherwise be forfeited under the provisions of Merit Rule 530: (b)(5) 260: (c). (2) An employee who is ordered to report for physical examination in connection with military service is not considered absent from duty during the time required for the examination or the time required for travel When the status of an employee ordered to active or inactive duty extends beyond 30 days during the period in which Operation Enduring Freedom is in effect and the employee is in military leave without pay status, he or she may be paid an amount equal to the difference between his or her full regular state pay and his or her military pay. (A) The employee must provide verification of military pay to the DRS Human Resources Payroll, Leave and Retirement Office. (B) If the military pay exceeds the employee s regular rate of pay, he or she is not eligible to receive payment pursuant to this section. (c) Request for Military Leave. (1) An employee must provide advance notice of a need to be absent for military service. The notice may be verbal or written. The notice should be accompanied by a request for military leave (either with or without pay or a combination of the two) on the Request for Approval of Leave form, in accordance with instructions for the form. This form shall be approved by the immediate supervisor. (2) If available, a copy of the orders or a written statement from the appropriate officer should be attached at the time the leave is requested. page 40

41 (A) If a copy of the orders are not available at the time the leave is requested, the orders may be submitted as soon as received. (B) The completed Request for Approval of Leave form should be scanned or faxed to the Human Resources Payroll, Leave and Retirement Office. (C) A supervisor does not have the right to request an employee or the federal government to reschedule military exercises for the convenience of the agency. (3) If, within 90 days of the date of termination of active duty, the employee applies for reemployment, he or she shall be restored within 30 days to his or her former position or a position of equivalent seniority, status and pay. Reemployment is subject to the employee being released from active duty under "honorable" conditions not later than four years, or upon authorization of the United States Government, five years after the date of entrance upon active duty or as soon after the expiration of such specified time period as he or she is able to obtain orders relieving him or her from active duty. Applications for reemployment must be made in writing to the DRS Personnel Office and must include a copy of the discharge papers. The 30 days for the agency to reemploy an employee shall commence upon receipt of a copy of the discharge papers. (4) The application materials, including a copy of the discharge papers, are forwarded to the DRS Personnel Office attached to DRS-A-101, Personnel Transaction. (5) All applications for military leave (either with or without pay or a combination of the two) are made on the Request for Approval of Leave form, in accordance with instructions for that form and must be approved by the immediate supervisor. A copy of the orders or a written statement from the appropriate officer should be attached at the time the leave is requested. If a copy is not available at the time the leave is requested, it must be submitted as soon as it has been received. (d) Reemployment. (1) An employee who has been absent from his or her position due to military service will be eligible for reemployment under the following conditions: (A) The employee provided the proper advance notice under (c) above. (B) The employee has five years or less of cumulative service in the uniformed services in his or her employment relationship with DRS. (C) The employee timely returns to work or applies for reemployment. (D) The employee is not separated from service with a disqualifying discharge or under other than honorable conditions. page 41

42 (e) Return from Military Duty. (1) In order to exercise reemployment rights, the employee must report to work or submit a timely application for reemployment depending on the length of service, as follows: (A) Returning from active or inactive military duty of less than 31 days. The employee reports to DRS at the beginning of the first regular scheduled work day after release from military duty and a period of time that includes safe transportation from the place of service to the employee s residence as well as eight hours of rest. If timely reporting back to work is deemed to be unreasonable or impossible, the employee must return as soon as possible after the 8 hour period. (B) Returning from active or inactive military duty period of 31 to 180 days. The employee must submit discharge papers and an application for reemployment (written or verbal) to the DRS Human Resources Personnel Office no late than 14 days following the completion of military duty. (C) Returning from active or inactive military duty period of over 180 days. The employee must submit discharge papers and an application for reinstatement to the DRS Human Resources Personnel no later than 90 days after the completion of military duty. (D) Reporting and application deadlines are extended for up to two years when an employee is hospitalized or convalescing from an injury or illness incurred or aggravated by active military service. (f) Reinstatement to Position. (1) An employee returning from active military duty is entitled to prompt reemployment in the position the employee would have attained with reasonable certainty if not for the military service. Absent unusual circumstances, reemployment should occur no later than two weeks from the employee s application. The position to which the employee is reemployed will depend on length of service and qualifications. (A) Military Duty 90 days or less. (i) The person shall be restored in the position he or she would have held if he or she remained continuously employed and is qualified for the position or can become qualified after reasonable efforts by the employer; or (ii) The person shall be restored in the position he or she was employed on the date his or her service began, only if the person is not qualified to perform the duties of the position in (i) after reasonable efforts by the employer to qualify the person. page 42

43 (iii) If the person cannot become qualified for either position described in (i) or (ii) even after reasonable employer efforts, the employee must be reemployed in a position that is the nearest approximation to the position described in (i) or (ii) that the person is qualified to perform with full seniority. (B) Military Duty 91 days or more. (i) The person shall be placed in the position he or she would have held if he or she remained continuously employed or a position of similar seniority status and pay if the person is qualified for the position or can become qualified after reasonable efforts by the employer. (ii) The person shall be restored in the position he or she was employed on the date of his or her service began, or a position of similar seniority, status and pay the duties of which the person is qualified to perform, if the person is not qualified to perform the duties of the position described in (i) after reasonable efforts by the employer to qualify the person. (iii) If the person cannot become qualified for either position described in (i) or (ii) even after reasonable employer efforts, the person must be reemployed in a position that is the nearest approximation to the positions described in (i) or (ii) that the person is qualified to perform with full seniority. page 43