RSA-227 - Annual Client Assistance Program (CAP) Report

North Dakota (North Dakota Department of Human Services) - H161A140035 - FY2014

General Information

Designated Agency Identification

NameDivision of Vocational Rehabilitation
Address1237 West Divide Avenue Ste 1A
Address Line 2
StateNorth Dakota
Zip Code58501
Website Address
TTY 701-328-6888
Toll-free Phone1-800-755-2745
Toll-free TTY1-800-366-6888

Operating Agency (if different from Designated Agency)

NameProtection & Advocacy Project
Address400 E. Broadway, Suite 409
Address Line 2
Zip Code58501
Website Address
Toll-free Phone1800-472-2670
Toll-free TTY1-800-366-6888

Additional Information

Name of CAP Director/CoordinatorTeresa Larsen
Person to contact regarding reportTeresa Larsen
Contact Person Phone701-328-2950

Part I. Agency Workload Data

A. Information and Referral Services (I&R)

Multiple responses are not permitted.

1. Information regarding the Rehabilitation Act5
2. Information regarding Title I of the ADA0
3. Other information provided7
4. Total I&R services provided (Lines A1+A2+A3)12
5. Individuals attending trainings by CAP staff (approximate)249

B. Individuals served

An individual is counted only once during a fiscal year. Multiple counts are not permitted for Lines B1-B3.

1. Individuals who are still being served as of October 1 (carryover from prior year)22
2. Additional individuals who were served during the year19
3. Total individuals served (Lines B1+B2)41
4. Individuals (from Line B3) who had multiple case files opened/closed this year. (In unusual situations, an individual may have more than one case file opened/closed during a fiscal year. This number is not added to the total in Line B3 above.)3

C. Individual still being served as of September 30

Carryover to next year. This total may not exceed Line I.B3. 27

D. Reasons for closing individuals' case files

Choose one primary reason for closing each case file. There may be more case files than the total number of individuals served to account for those unusual situations, referred to in Line I.B4, when an individual had multiple case files closed during the year.

1. All issues resolved in individual's favor12
2. Some issues resolved in individual's favor (when there are multiple issues)1
3. CAP determines VR agency position/decision was appropriate for the individual1
4. Individual's case lacks legal merit; (inappropriate for CAP intervention)0
5. Individual chose alternative representation0
6. Individual decided not to pursue resolution3
7. Appeals were unsuccessful0
8. CAP services not needed due to individual's death, relocation, etc.0
9. Individual refused to cooperate with CAP0
10. CAP unable to take case due to lack of resources0
11. Other (please explain)

Not applicable.

E. Results achieved for individuals

1. Controlling law/policy explained to individual0
2. Application for services completed.1
3. Eligibility determination expedited0
4. Individual participated in evaluation1
5. IPE developed/implemented2
6. Communication re-established between individual and other party8
7. Individual assigned to new counselor/office1
8. Alternative resources identified for individual4
9. ADA/504/EEO/OCR/ complaint made0
10. Other0
11. Other (please explain)

Part II. Program Data

A. Age

As of the beginning of the fiscal year. Multiple responses are not permitted.

1. 21 and under4
2. 22 - 4019
3. 41 - 6416
4. 65 and over2
5. Total (Sum of Lines A1 through A4. Total must equal Line I.B3.)41

B. Gender

Multiple responses not permitted.

1. Female22
2. Male19
3. Total (Sum of Lines B1 and B2. Total must equal Line I.B3.)41

C. Race/ethnicity

1. Hispanic/Latino of any race0
For individuals who are non-Hispanic/Latino only
2. American Indian or Alaskan Native12
3. Asian0
4. Black or African American3
5. Native Hawaiian or Other Pacific Islander0
6. White25
7. Two or more races0
8. Race/ethnicity unknown1

D. Primary disabling condition of individuals served

Multiple responses not permitted.

1. Blindness (both eyes)1
2. Other visual impairments0
3. Deafness0
4. Hard of hearing1
5. Deaf-blind0
6. Orthopedic impairments7
7. Absense of extremities0
8. Mental illness17
9. Substance abuse (alcohol or drugs)0
10. Mental retardation2
11. Specific learning disabilities (SLD)8
12. Neurological disorders0
13. Respiratory disorders0
14. Heart and other circulatory conditions1
15. Digestive disorders0
16. Genitourinary conditions0
17. Speech Impairments1
18. AIDS/HIV positive0
19. Traumatic brain injury (TBI)3
20. All other disabilities0
21. Disabilities not known0
22. Total (Sum of Lines D1 through D21. Total must equal Line I. B3.)41

E. Types of individuals served

Multiple responses permitted.

1. Applicants of VR Program9
2. Clients of VR Program29
3. Applicants or clients of IL Program0
4. Applicants or clients of other programs and projects funded under the Act3

F. Source of individual's concern

Multiple responses permitted.

1. VR agency only37
2. Other Rehabilitation Act sources only2
3. Both VR agency and other Rehabilitation Act sources2
4. Employer0

G. Problem areas

Multiple responses permitted.

1. Individual requests information0
2. Communication problems between individual and counselor11
3. Conflict about services to be provided15
4. Related to application/eligibility process9
5. Related to IPE development/implementation9
6. Other Rehabilitation Act-related problems0
7. Non-Rehabilitation Act related0
8. Related to Title I of the ADA0

H. Types of CAP services provided

Choose one primary CAP service provided for each case file/service record.

1. Information/referral0
2. Advisory/interpretational2
3. Negotiation15
4. Administrative/informal review0
5. Alternative dispute resolution0
6. Formal appeal/fair hearing0
7. Legal remedy0
8. Transportation0

Part III. Narrative


A. PROGRAM DESIGNATION: The ND Client Assistance Program (CAP) has been implemented by the ND Protection & Advocacy Project (P&A) since July 1, 2011. This is administered through a contract between ND Vocational Rehabilitation (VR) and P&A. P&A in North Dakota is an independent State agency with its own seven-member governing board. Monthly meetings continue between the VR CAP coordinator and the P&A CAP coordinator. This is an effective vehicle for communication and dealing with any concerns before they might rise to a level of serious conflict. The P&A CAP coordinator also participated in VR’s strategic planning session this year.

B. SOURCE OF FUNDING: In addition to the federal funding detailed below, P&A contributed in-kind staff time to CAP with non-federal funds. This includes work activity performed by Intake Advocates, the Fiscal Manager, the Director of Policy & Operations, and an Advocacy Director. Hours of in-kind work ranged from 3.5 tp 15.5/month. For FY 2014, in-kind hours (non-federal funds) added up to 100.65.

Federal funds: $109,810.05

Non-federal funds: $0

All other funds: $0

Total funds: $109,810.05



Wages 77,991.00 68,569.88 80,000.00

Benefits 27,869.00 25,897.20 28,800.00

Travel 3,750.00 2,720.20 3,750.00

Rent 4,500.00 4,288.16 4,600.00

Telephone 1,000.00 776.55 1,000.00

Internet 1,625.00 1,644.55 1,750.00

Supplies/postage, etc. 525.00 1,977.97 2,000.00

Maintenance 125.00 101.37 125.00

Dues 500.00 969.06 750.00

Prof. development 1,250.00 148.75 1,250.00

Other - - -

Outreach 2,735.00 0.00 1,500.00

VR costs - 2,716.36 -

TOTAL 121,870.00 109,810.05 125,525.00

D. NUMBER OF PERSON-YEARS: There have been no changes in CAP personnel since FY 2013. There are three staff who work part of their jobs as CAP Advocates to cover the regions of the State. One of the CAP Advocates is a former VR Counselor, one is an attorney, and the third has worked with employment-related advocacy for many years. The P&A Executive Director is the CAP Coordinator. P&A’s Director of Legal Services works part time for CAP as well. VR’s Administrator for Planning and Evaluation has responsibility for administering and monitoring the CAP contract.

POSITION FTE % of Year Person-years

NW CAP Advocate .10 100% .10

Eastern CAP Adv. .50 100% .50

SW CAP Advocate .40 100% .40

Dir. of Legal Services .05 100% .05

CAP Coordinator .10 100% .10

VR Coordinator .05 100% .05

TOTAL: 1.2 1.2

E. SUMMARY OF PRESENTATIONS MADE: Overall, CAP staff provided 9 presentations to a total of 115 participants. Topics included CAP, the Rehabilitation Act, reasonable accommodations, and Title I of the ADA. CAP staff have begun providing a short presentation for new counselors hired by VR as part of their overall initial orientation conducted by VR. This is a way for VR counselors and CAP staff to meet under amicable circumstances. Other participants of trainings included transition-aged special education students, special education staff, Job Service staff, individuals with mental illness participating in the Behavioral Health Conference, VR clients and their families. General public inforamtion was provided to 563 individuals through booths at the Minot State University Symposium, Bismarck Veterans’ Stand Down, ND Behavioral Health Conference, and the ND Association of Community Providers conference as well as packets of information to transition and college professionals regarding CAP. CAP developed and published a large-print brochure. 1,581 written materials were distributed (the majority of which were CAP brochures).

F. INVOLVEMENT WITH ADVISORY BOARDS: The SW ND CAP Advocate remains an active member fo the State Rehabilitation Council (SRC). She chairs the SRC’s public relations/membership committee. She is also a governor-appointed member of ND’s Committee on the Employment of People with Disabilities. The Eastern CAP Advocate continues to serve as the liaison to the State Independent Living Council (SILC) and participates in meetings as invited.

G. OUTREACH TO UNSERVED/UNDERSERVED POPULATIONS: According to the U.S. Census Bureau, North Dakota’s population grew 7.6% from April 2010 (672,591) to July 2013 (723,393). This is overwhelming because of the State’s "oil boom" and low unemployment rate. The percentage of "white" individuals remains high at 89.6%. American Indians continue to be the largest minority population at 5.4%. North Dakota has four reservations (with a small part of a fifth) and four Tribal 121 VR Programs. CAP Advocates maintain contact with these programs on an ongoing basis and in addition to any work with individual CAP cases. CAP Advocates also have ongoing visits and communication with the four Centers for Independent Living in the State. Of the 41 individuals served during FY 2014, 25 (60.98%) were "white", 12 (29.26%) identified as being American Indians, and 3 (7.32%) were black or African American.

H. ALTERNATIVE DISPUTE RESOLUTIONS: There were no cases that involved formal alternative dispute resolutions in FY 2014.

I. SYSTEMIC ADVOCACY: On October 18, 2013, CAP staff received training from VR on Cognitive Motivational Techniques (CMT) that it uses with VR clients. This was important for CAP staff as they had received some complaints from VR clients about this methodology. CMT is reportedly a collaborative approach that helps individuals identify their intrinsic reasons for change. This training was very helpful for CAP Advocates.

CAP staff were in continuance communication with VR regarding the status of wait lists for all categories under the Order of Selection (OOS). As of February 2014, all categories were open (no waiting lists).

One of the CAP Advocates is the Chair of the SRC membership recruitment committee. The committee made great strides with its objective of attaining a fully-seated SRC that meets membership requirements.

CAP developed a template for a "Tip of the Month" - a one-page document to be e-mailed to VR employees, CIL staff, Tribal 121 staff, etc. The first of these was sent out the end of FY 2014. It was basic in nature, describing what the CAP is and what it does.

In FY 2014, CAP staff began being included in the orientation session that VR holds for new VR Counselors.

There were several informal discussions about VR’s role with the transition process, especially with the passage of WIOA.



L. PUBLIC COMMENT: In August 2014, P&A conducted several activities in order to gather public input for its program priorities and services. The activity most applicable to CAP was the mailed survey to fifty-five current or previous recipients of CAP services. Recipients were provided with a stamped, return-addressed envelope in which to send in their responses. Twelve surveys were returned for a response rate of about 22%. One of the questions asked was, "do you believe CAP’s work is beneficial to people with disabilities and their families?" Ten of twelve respondents (83.33%) responded "yes" to this question and two (16.66%) responsed "no". Comments where individuals responded "no" seemed to indicate that some believe one of CAP’s responsibilities is to find individuals a job (which tells us that CAP needs to do better in communicating its purpose).



This Report is Complete and Correct.Yes
Date Signed:30-Dec-14
Name of Designated Agency Official:Russ Cusack
Title of Designated Agency Official:On file