Draft Action Plan WITHIN FIFTEEN (15) CALENDAR DAYS OF THE EFFECTIVE DATE OF THIS AGREEMENT

Transcription

1 Draft Action Plan WITHIN FIFTEEN (15) CALENDAR DAYS OF THE EFFECTIVE DATE OF THIS AGREEMENT 1 Submit the names and contact information for all ADA/Section 504 Coordinators to OCR for approval within fifteen (15) calendar days of the Effective Date of this Agreement (Section E.5). WITHIN THIRTY (30) CALENDAR DAYS OF THE EFFECTIVE DATE OF THIS AGREEMENT 2 In conjunction with OCR, develop a position description to secure appropriate bids for the Independent Consultant position in accordance with DCF s procurement process and invite the public to submit applications for the position (Section E.1). Final approval of procurement process by ASA and General Counsel. Cost of procurement process and twenty (20) month contract for IC position. 3 Enter into an agreement with the Florida Coordinating Council for the Deaf and Hard of Hearing to convene an Advisory Committee to assist DCF and the Independent Consultant in implementing the terms of this Agreement (Section E.4). Office of General Counsel Approval. 4 Submit a list of potential Advisory Committee Members to OCR for approval (Section E.4). 1 of 12

2 5 Commence responsibilities of the Advisory Committee s duties with OCR s approval (Section E.4). Cost of travel, clerical support, publications, interpretive services, supplies, and equipment. 6 Prior to contracting with the Independent Consultant, DCF shall meet with the Advisory Committee as needed to develop draft versions of the deliverables in this Agreement (Section E.4). Cost of travel, clerical support, publications, interpretive services, supplies, and equipment. 7 Develop an Auxiliary Aid and Service Records Format. (Section G.8) 8 Implement and utilize the Auxiliary Aid and Service Records as each service is provided (Section G.8). 1) Executive Leadership to stress the importance of reviewing the Auxiliary Aids Plan discussed in CFOP 60-10, Chapter 3 with Regional Directors, Circuit Administrators, and Program Directors. 2) Stress the importance of completing and maintaining the Auxiliary Aids Service Records. 9 Post notices in DCF office and facilities informing the public about the availability of nocost auxiliary aids and services (Section I.1). 1) Executive Leadership arrange for either FSH or NEFSH to print 1,500 posters. 2)Ensure all DCF Service Facilities are in compliance with posting requirements. Printing and distribution of posters. WITHIN FORTY-FIVE (45) CALENDAR DAYS OF THE EFFECTIVE DATE OF THIS AGREEMENT 2 of 12

3 10 DCF shall require DCF contract agencies to display notices. (Section I.1) Executive Leadership ensure all DCF Service Providers are in compliance with posting requirements. Executive Leadership notify Providers of agreement requirements. WITHIN SIXTY (60) CALENDAR DAYS OF THE EFFECTIVE DATE OF THIS AGREEMENT 11 Submit the names and contact information for all Single-Point-of-Contacts within DCF Direct Service Facilities to OCR for monitoring purposes (Section E.6). Executive Leadership to facilitate this process with their Regions and Circuits. 12 Chief Information Officer Post community notices on any DCF website designate point of contact for informing the public about the availability of nocost auxiliary aids and services (Section I.2). documentation on DCF's posting all required Intranet and Internet. WITHIN NINETY (90) CALENDAR DAYS OF THE EFFECTIVE DATE OF THIS AGREEMENT 13 Submit a report describing DCF s current method for capturing all information required in the Customer Communication Template and Auxiliary Aid/Service Record, as well as its strategy for making these documents available electronically through the DCF computer systems within a reasonable timeframe to OCR for monitoring purposes (Section E.5). Chief Information Officer designate point of contact for posting all required documentation on DCF's Intranet and Internet. 14 Submit the names and contact information for all Single-Point-of-Contacts within DCF Contract Agencies (with 15 or more employees and their sub-recipients) to OCR for monitoring purposes (Section E.7). Executive Leadership to facilitate this process with their Region and Circuit Contact Managers. 3 of 12

4 15 Ensure that all DCF Personnel and DCF Contract Agencies are provided contact information and a description of the roles and responsibilities of ADA/Section 504 Coordinators and Single-Point-of-Contacts within DCF, DCF Direct Service Facilities, and DCF Contract Agencies (Section E.8). 16 DCF shall inform all DCF Personnel and DCF Contractors of responsibilities to contact their designated ADA/Section 504 Coordinator or Single-Point-of-Contacts for assistance with ensuring effective communication for deaf and hard-of-hearing customers or companions. Chief Information officer and the Office of Communications to create a banner on the DCF Intranet and Internet. 17 Ensure all new employees receive contact information and a description of the roles and responsibilities of the ADA/Section 504 Coordinators and Single-Point-of-Contacts serving their designated area within thirty (30) days of their hire dates (Section E.8). Chief Information officer and the Office of Communications to create a banner on the DCF Intranet and Internet. 18 Submit interim policies and procedures for ensuring effective communication for deaf or hard-of-hearing Customers or Companions to OCR for approval (Section L.1). 19 Implement interim policies within thirty (30) days of OCR's approval. (Section L.1) Office of Communications will place notification banner of new interim policies. 20 Develop monitoring plan for the implementation of revised policies. (Section L.1) 4 of 12

5 21 Final versions of the policies will be submitted within sixty calendar (60) days after receiving the results of the first self-assessment from the Independent Consultant. (Section L.1) 22 Implement final policies and procedures within forty-five (45) days of OCR's approval. (Section L-2) Office of Communications will place notification banner of new Interim Policies. 23 Final versions of the customer service grievance/complaint procedure will be submitted to the IC within sixty (60) calendar days of IC submitting the self-assessment to OCR for monitoring purposes. (Section L-2) 24 Submit an Interim Grievance and Complaint Resolution. (Section L.2) 25 Within 180 days of the completion of the selfassessment, the IC submits the final version of the client's grievance/complaint policy to OCR. (Section L-2) 26 DCF will implement policies within thirty (30) days of OCR's approval. (Section L-2) 27 Provide OCR with a letter verifying that the approved interim and final policies and procedures have been distributed statewide within forty-five (45) calendar days after OCR s approval (Section M.6). 28 Within ninety (90) calendar days, OCR shall meet with DCF ADA/Section 504 Coordinators for training (Section K.2). Travel expenses 5 of 12

6 WITHIN ONE-HUNDRED AND TWENTY (120) DAYS OF THE EFFECTIVE DATE OF THE AGREEMENT 29 Require DCF Contract Agencies to capture the information required in DCF's Auxiliary Aid/Service Record within the Customer's case record and submit monthly reports summarizing services rendered to DCF beginning the first month after one-hundred and twenty (120) calendar days after the Effective Date (section E.7) Executive Leadership ensure all DCF Service Providers are in compliance with this requirement. WITHIN ONE-HUNDRED AND EIGHTY (180) DAYS OF THE EFFECTIVE DATE OF THE AGREEMENT 30 DCF shall contract with an independent agency to evaluate the sign language and oral interpreting skills of relevant DCF Personnel to determine their qualifications in accordance with Section B.15. (Section H.2) Executive Management to ensure that funds are available to contract with an Independent Agency. 31 Within ninety (90) days of contracting with an independent evaluation agency, DCF shall utilize this agency to evaluate the skills of relevant DCF Personnel (Section H.2). 32 Concurrently, within ninety (90) calendar days, DCF shall modify contract language to ensure that contract agencies provide certified sign language interpreters. WITHIN THIRTY (30) CALENDAR DAYS AFTER RECEIVING OCR'S APPROVAL OF THE ADVISORY COMMITTEE 33 Commence responsibilities of the Advisory Committee s duties with OCR s approval (Section E.4). Office of the General Counsel 6 of 12

7 WITHIN THIRTY (30) CALENDAR DAYS AFTER CONTRACTING WITH THE INDEPENDENT CONSULTANT 34 Provide the Independent Consultant with a report concerning current and future methods for capturing information from the Customer Communication Template and Auxiliary Aid/Service Record within thirty (30) calendar days of DCF contracting with the Independent Consultant (Section E.5). Chief Information officer designate a point of contact to assist in the development of the Communication Template and the Auxiliary Aids/Service Record. 35 Within thirty (30) calendar days of finding DCF has not implemented the requirements of any term of this Agreement, the Independent Consultant shall provide notice of DCF's shortfall to OCR along with a corrective action plan that addresses the same for monitoring purposes (Section E.3). 36 Convene monthly meetings of the Advisory Committee for first six (6) months after contracting with the Independent Consultant, and quarterly thereafter (Section E.4). Travel expenses 37 Open the Advisory Committee meetings to the public once each quarter during the first twelve (12) months of DCF contracting with the Independent Consultant and biannually thereafter throughout the Term of the Agreement (Section E.4). Travel expenses WITHIN NINETY (90) CALENDAR DAYS AFTER ADVERTISING THE INDEPENDENT CONSULTANT POSITION 38 Contract with an Independent Consultant approved by OCR within ninety (90) calendar days after advertising the Independent Consultant position to the public, with exception (Section E.1). WITHIN NINETY (90) CALENDAR DAYS OF DCF CONTRACTING WITH THE INDEPENDENT CONSULTANT 7 of 12

8 39 Submit the Action Plan to IC within ninety (90) calendar days (Section F). 40 Submit a Customer Communication Template to OCR for monitoring purposes (Section G.7). 41 DCF shall make the English version available for use by DCF Personnel (Section G.7). 42 Haitian-Creole and Spanish versions will be available for use by DCF Personnel. (Section G.7) Translation and printing cost 43 Develop a Customer Feedback Form for hearing impaired clients and companions to be utilized by DCF and contract providers for monitoring purposes (Section G.11). Form will be provided in Spanish, Haitian-Creole, and English. Translation and printing cost 44 Begin distributing Customer Feedback Forms (Section G.11). Executive Leadership to facilitate this process with their Regions and Circuits. 8 of 12

9 45 Within ninety (90) calendar days, make the content of the Customer Feedback Form Chief Information officer available to deaf or hard-of-hearing Customers designate a person to assist in or Companions in ASL using videotape, DVD, a placing on DCF's intranet and downloadable Internet file or CD-ROM format internet. (Section I.3). Cost of ASL WITHIN ONE-HUNDRED AND TWENTY (120) CALENDAR DAYS OF CONTRACTING WITH THE INDEPENDENT CONSULTANT 46 Make template available in electronic form. (Section G.7) Chief Information officer designate a point of contact to assist in the development of the electronic form. 47 Create a Self-Assessment Plan and Tool (Section J.1) Executive Management team to participate in self-assessment. 48 Conduct self-assessment and advocacy survey within thirty (30) calendar days of approval. (Section J.4) 49 Implement the statewide Self-Assessment Plan. (Section J.4) 50 DCF shall conduct an additional Self- Assessment within one (1) year after the initial Self-Assessment (Section J.4). 51 Create an Advocate Survey Tool (Section J.3). 9 of 12

10 52 Create a Training Plan (Section K.1). 53 This plan shall be implemented within thirty (30) days after approval. 54 Train ADA/Section 504 coordinators and Single- Point-of-Contacts within DCF Direct Service Facilities by implementing DCF s Training Plan within ninety (90) calendar days. 55 Within six (6) months train other DCF Personnel who typically interact with Customers. 56 Within nine (9) months, all initial training of DCF Personnel and DCF contract agencies shall be completed. Executive Management team direct all DCF personnel and Contract agencies to complete training as required. 57 Within sixty (60) calendars of hire, new DCF Personnel will be trained (Section K.2). 58 Submit a letter to OCR within nine (9) months verifying that all training for ADA/Section 504 Coordinators, DCF Direct Service Facility Single-Point-of-Contacts, and other DCF Personnel has been completed (Section M.6). 59 Submit a letter to OCR within one (1) year verifying that all training for DCF Contract Agencies has been completed (Section M.6). 10 of 12

11 60 Provide annual refresher training on DCF s Executive Management team policies and procedures for serving deaf or hardof-hearing persons (Section K.2). complete training as direct all DCF personnel to required. WITHIN ONE-HUNDRED AND EIGHTY (180) CALENDAR DAYS [OR SIX (6) MONTHS] OF DCF CONTRACTING WITH THE INDEPENDENT CONSULTANT Submit Compliance Reports to OCR for monitoring purposes. The first report is due within thirty (30) calendar days after the Agreement has been in effect for six (6) months and annually thereafter (Section M.3). Complete an evaluation of DCF s initial Self- Assessment and submit a written report of the evaluation detailing findings and recommendations to OCR for monitoring purposes (Section E.2). 63 Create Monitoring Plan (Section M.1). 64 Implement Monitoring Plan with OCR s approval (Section M.1). WITHIN ONE-HUNDRED AND EIGHTY (180) CALENDAR DAYS [OR SIX (6) MONTHS] OF THE INDEPENDENT CONSULTANT S SUBMISSION OF THE FIRST SELF-ASSESSMENT RESULTS TO OCR 65 Submit a final Compliance Report thirty (30) days prior to the expiration of the Term of this Agreement (covering the previous months not included within the fifth annual Compliance Report (Section M.3). 66 Continue to implement the terms of this Agreement for five (5) years following the Effective Date of this Agreement (Section C.3). Executive Management team participation throughout the term of this agreement. 11 of 12

12 67 Retain documents and records required by OCR to assess DCF s compliance during the Term of this Agreement and for five (5) years thereafter (Section C.7). WITHIN TWO-HUNDRED AND FORTY (240) CALENDAR DAYS [OR EIGHT (8) MONTHS] OF THE INDEPENDENT CONSULTANT S SUBMISSION OF THE FIRST SELF-ASSESSMENT RESULTS TO OCR 68 Within eight (8) months of DCF contracting with the Independent Consultant, DCF shall make the written materials referenced in Section I.3 available in American Sign Language (ASL) using videotape, DVD, a downloadable Internet file, or CD ROM format (Section I.3). WITHIN TWENTY MONTHS OF CONTRACTING WITH THE INDEPENDENT CONSULTANT 69 Within twenty (20) months of contracting with the Independent Consultant, the Independent Consultant will evaluate the second statewide Self-Assessment and submit a report to the DCF Secretary and OCR for monitoring purposes (Section E.2). 70 Independent Consultant's role may be modified and duties assigned to DCF Personnel or Advisory Committee. ADDITIONAL CONSIDERATIONS 71 Revise Auxiliary Aids and Services Plans 12 of 12