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

Oklahoma (Office of Disability Concerns) - H161A160037 - FY2016

General Information

Designated Agency Identification

NameOklahoma Office of Disability Concerns
Address1111 N. Lee, suite 500
Address Line 2
CityOklahoma City
Zip Code73103
Website Address
Toll-free Phone800-522-8224
Toll-free TTY

Operating Agency (if different from Designated Agency)

NameOklahoma Office of Disability Concerns
Address1111 N. Lee, suite 500
Address Line 2none
CityOklahoma City
Zip Code73103
Website Address
Toll-free Phone800-522-8224
Toll-free TTY

Additional Information

Name of CAP Director/CoordinatorWilliam Ginn
Person to contact regarding reportWilliam Ginn
Contact Person Phone405-522-6702

Part I. Non-case Services

A. Information and Referral Services (I&R)

Multiple responses are not permitted.

1. Information regarding the vocational rehabilitation (VR) program98
2. Information regarding independent living programs0
3. Information regarding American Indian VR Service projects2
4. Information regarding Title I of the ADA8
5. Other information provided10
6. Information regarding CAP5
7. Total I&R services provided (Lines A1 through A6)123

B. Training Activities

(a) history of CAP, other P&A’s, CAP client concerns, CAP procedures, self-advocacy, CAP outcomes, importance of transition services, demand occupations, counseling and guidance services

(b) meet and greet DRS supervisory groups, introduce the CAP program to new DRS employees, encourage transition services, encourage transition-age youth to plan for their future, inform job-seekers about demand occupations

(c) DRS employees, transition-age youth, college students studying to be DRS counselors, special education teachers

1. Number of training sessions presented to community groups and public agencies.11
2. Number of individuals who attended these training sessions.389
3. Describe training presented by the staff. Include the following information:
  1. topics covered
  2. purpose of the training
  3. description of the attendees

C. Agency Outreach

Describe the agency's outreach efforts to previously un-served or underserved individuals including minority communities.

On July 18, 2016 I addressed 90 parents and students with disabilities of transition age who were of disadvantaged and low-income families. I spoke to them about planning for their future as well as how DRS services could benefit them to achieve an employment goal.

On May 18, 2016 I addressed ten dislocated workers at a DRS Job Club in Tulsa, Oklahoma.

On February 17, 2016 I addressed 75 students with disabilities and their teachers about how the DRS program could benefit them in achieving their employment goals and the role of the CAP program. The school (Astec Charter School) is predominantly Hispanic.

October 22, 2015 the Office of Disability Concerns held a Job Fair in Shepherd Mall in Oklahoma City. CAP was represented at the Job Fair at a table with CAP information available for job seekers.

On January 28, 2016 CAP mailed CAP brochures together with brochure holders to all DRS offices in Oklahoma. This was an effort to generate broader knowledge of the CAP program among all DRS clients. CAP attributes this effort to serving an additional ten people to the 58 people served in the 2015 CAP report.

On January 19, 2016 I had a table with CAP information and transition information for parents and teachers at a Resource Fair at Douglas High School in Oklahoma City. Douglas is a 90% black high school within Oklahoma City Public Schools.

CAP visited the Disability Services departments of several colleges and universities including Panhandle State College, the University of Central Oklahoma, Tulsa Community College, Southern Nazarene University, Oklahoma State University in Oklahoma City and Rose State College. We provided transition brochures geared to students transitioning from high school to college and their parents.

CAP provides a regular article (A Tip of the Hat from CAP) in our agency newsletter which is published quarterly online. CAP information is available on our agency website as well as Facebook.

D. Information Disseminated To The Public By Your Agency

For each method of dissemination, enter the total number of each method used by your agency during the reporting period to distribute information to the public. For publications/booklets/brochures (item 4), enter the total number of documents produced. Agencies should not include website hits. See instructions for details.

On April 4, 2016 both CAP and the Office of Disability Concerns were represented with a table at Disability Day at the Capitol which serves as a resource fair for people with disabilities and an opportunity for people with disabilities to meet with their state legislators. CAP distributed to ten legislators DRS Success Stories generated in the legislator’s own district. We also distributed the Disability Primer which was information on people with disabilities seeking employment developed by the Oklahoma Rehabilitation Council.

1. Agency Staff Interviewed or Featured on Radio and TV1
2. Articles about CAP Featured in Newspaper/Magazine/Journals0
3. PSAs/Videos Aired about the CAP Agency0
4. Publications/Booklets/Brochures Disseminated by the Agency1499
5. Number of Times CAP Exhibited at Conferences, Community Fairs, etc.9
6. Other (specify below)

E. Information Disseminated About Your Agency By External Media Coverage

Describe the various sources and information disseminated about your agency by an external source.

On October 12, 2015 our agency director and CAP supervisor was featured in a piece on disability parking for KFOR Channel 4 television in Oklahoma City.

Part II. Individual Case Services

A. Individuals served

An individual is counted only once during a fiscal year. Multiple counts are not permitted for Lines A1-A3.

1. Individuals who are still being served as of October 1 (carryover from prior year)4
2. Additional individuals who were served during the year64
3. Total individuals served (Lines A1+A2)68
4. Individuals (from Line A3) 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 A3 above.)0
5. Individual still being served as of September 30 (Carryover to next year. This total may not exceed Line A3.)7

B. Problem areas

Multiple responses permitted.

1. Individual requests information127
2. Communication problems between individual and VR counselor38
3. Conflict about VR services to be provided39
4. Related to VR application/eligibility process6
5. Related to assignment to order of selection priority category0
6. Related to IPE development/implementation
  1. Selection of vendors for provision of VR services
  2. Selection of training, post-secondary education
  3. Selection of employment outcome
  4. Transition services
7. Related to independent living services0
8. Other Rehabilitation Act-related problems0
9. Non-Rehabilitation Act related
  1. TANF
  3. Housing
  4. Other:
10. Related to Title I of the ADA0

C. Intervention Strategies for closed cases

(Choose one primary service the CAP provided for each closed case file. There may be more case files than actual individuals served.)

1. Short Term Technical Assistance30
2. Investigation/Monitoring0
3. Negotiation31
4. Mediation and other methods of Alternative Dispute Resolution2
5. Administrative / Informal Review5
6. Formal appeal / Fair Hearing0
7. Legal remedy / Litigation0
8. Total68

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.)

1. All issues resolved in individual's favor32
2. Some issues resolved in individual's favor (when there are multiple issues)12
3. CAP determines VR agency position/decision was appropriate for the individual16
4. Individual's case lacks legal merit; (inappropriate for CAP intervention)1
5. Individual chose alternative representation2
6. Individual withdrew complaint5
7. Issue not resolved in clients favor0
8. CAP services not needed due to individual's death, relocation, etc.0
9. Individual not responsive/cooperative with CAP0
10. CAP unable to take case due to lack of resources0
11. Conflict of interest0
12. Other (Please explain below)

E. Results achieved for individuals

(Choose one primary outcome for each closed case file. There may be more case files than the total number of individuals served.)

1. Controlling law/policy explained to individual19
2. Application for services completed0
3. Eligibility determination expedited2
4. Individual participated in evaluation1
5. IPE developed/implemented/Services Provided26
6. Communication re-established between individual and other party9
7. Individual assigned to new counselor/office6
8. Alternative resources identified for individual4
9. ADA/504/EEO/OCR complaint made1
10. Other (Please explain below)

Part III. Program Data

A. Age

Multiple responses not permitted.

1. Up to 180
2. 19 - 248
3. 25 - 4026
4. 41 - 6432
5. 65 and over2
6. Total (Sum of Lines A1 through A5. Total must equal Part II, Line A3.)68

B. Gender

Multiple responses not permitted.

1. Females35
2. Males33
3. Total (Lines B1+B2. Total must equal Part II, Line A3.)68

C. Race/ethnicity of Individuals Served

1. Hispanic/Latino of any race (for individuals who are non-Hispanic/Latino only)2
2. American Indian or Alaskan Native5
3. Asian1
4. Black or African American25
5. Native Hawaiian or Other Pacific Islander0
6. White33
7. Two or more races2
8. Race/ethnicity unknown0

D. Primary disabling condition of individuals served

Multiple responses not permitted.

1. Acquired Brain Injury2
4. Amputations or Absence of Extremities0
5. Arthritis or Rheumatism1
6. Anxiety Disorder6
7. Autism Spectrum Disorder1
8. Autoimmune or Immune Deficiencies (excluding AIDS/HIV)1
9. Blindness (Both Eyes)5
10. Other Visual Impairments (Not Blind)4
11. Cancer0
12. Cerebral Palsy0
13. Deafness1
14. Hard of Hearing/Hearing Impaired (Not Deaf)1
15. Deaf-Blind0
16. Diabetes0
17. Digestive Disorders2
18. Epilepsy0
19. Heart & Other Circulatory Conditions3
20. Intellectual Disability0
21. Mental Illness12
22. Multiple Sclerosis0
23. Muscular Dystrophy0
24. Muscular/Skeletal Impairment0
25. Neurological Disorders/Impairment7
26. Orthopedic Impairments11
27. Personality Disorders0
28. Respiratory Disorders/Impairment3
29. Skin Conditions0
30. Specific Learning Disabilities (SLD)1
31. Speech Impairments0
32. Spina Bifida0
33. Substance Abuse (Alcohol or Drugs)1
34. Other Disability3
35. Total (Sum of Lines D1through D34. Total must equal Part II, Line A3.)68

E. Types of Individual Served

Multiple responses permitted.

1. Applicant of VR5
2. Individual eligible for VR services currently on a wait list0
3. Individual eligible for VR services not currently on a wait list63
4. Applicant or individual eligible for Independent Living0
5. Transition student/High school student0
6. All other applicants or individuals eligible for other programs or projects funded unther Rehabilitation Act0

Part IV. Systemic Activities and Litigation

A. Non-Litigation Systemic Activities

I addressed new DRS employees in their semi-annual Academy on March 9 and August 24, 2016 in which I discussed the importance of communication and its number one position within all CAP complaints. I addressed three DRS supervisory groups across the state and discussed the importance of communication and its number 1 position within all CAP complaints. I suggested they consider a policy on returned phone calls and returned emails. On March 2, 2016 I participated in the Policy Committee of DRS which resulted in minor changes to department policy. I chair the Policy Legislative Committee of the Oklahoma Rehabilitation Council. We met March 3, 2016 and June 27, 2016 and revised our Legislative Primer containing facts about employment of people with disabilities. We also produced DRS success stories of people with disabilities who had achieved their Employment Outcomes through DRS supports. We took the Legislative Primer and DRS success stories to Oklahoma legislators at the annual Disability Day at the Capitol. In a year of severe budget cuts to state agencies, DRS maintained a level budget.

1. Number of non-litigation systemic activities not involving individual representation that resulted in the change of one or more policy or practice of an agency.1
2. Describe the systemic activities conducted by CAP during the fiscal year and its impact on other agency's policies or practices.

B. Litigation

Defining "litigation" as a Fair Hearing, there have been no such CAP cases filed this fiscal year. One case with Tribal VR went to the agency director which took it to the Tribal Council. This resulted in partial success. A second case was of alleged discrimination against a person with disabilities which CAP investigated to the level of Division Administrator. This case was referred to the Office of Civil Rights for possible litigation.

1. Total number of CAP cases requiring litigation involving individual representation resulting in, or with the potential for, systemic change.
a. Number of cases requiring litigation involving individual representation filed during fiscal year.0
b. Number of on-going cases pending at start of fiscal year (carryover from prior fiscal year).0
c. Number of cases resolved through litigation during fiscal year.0
2. Describe the agency's on-going and completed systemic litigation activities involving individual representation.

Part V. Agency Information

A. Designated Agency

1. Agency Type (select only one option) External-other public agency
2. Name of designate agencyOklahoma Office of Disability Concerns
3. Is the designated agency contracting CAP services?No
4. If yes, name of contracting agency:N/A

B. Staff Employed

Provide a description of all CAP positions (see instructions)

In Oklahoma, the Client Assistance Program has one full-time director. During a part of this fiscal year, the Client Assistance Program had one assistant at one time with 30% of their wages paid through the CAP program and at one time 100% of their wages paid through the CAP program. At the close of this fiscal year, this assistant left our agency. Currently the CAP program has only one employee.

Part VI. Case Examples

Provide some examples of some interesting cases during the past fiscal year.

One CAP client was accused by an out-of-state school contracting with the Oklahoma Department of Rehabilitation Services with sexual misconduct. This individual was expelled from the school without a police report. With negotiation the way was made for the client to attend another out-of-state facility. A client of Tribal VR complained of items on their IPE which were not purchased. Tribal VR reported that they had authorized all items, but the Tribal Council held the right to pay or not pay any authorized items. This case resulted in the client receiving part of what was authorized. CAP did not have authority to force the Tribal Council of an independent nation to pay for the items. An international student came to Oklahoma to go to school with a tuition waiver which allowed them to pay in-state tuition. Because of the oil bust in this client’s native country, they did not have funds to pay even in-state tuition. They sought DRS services to pay the tuition. DRS was not able to provide services because of their "citizenship" clause in policy. One client approached the CAP program with a conflict of interest concern. The client worked for DRS in the same office where they received services. This client’s case was transferred to another office, and their job was also transferred to a different supervisor. Another client approached CAP because DRS had turned their case over to the local district attorney. The client was afraid of going to jail. The client was able to produce receipts and certification of having attended a class that the department paid. The client was absolved of any debt to the department, and their DRS case was closed successfully as the client was working. One client came to CAP alleging discrimination against them as a person with disabilities. CAP investigated including contacting the Division Administrator involved. The client was referred to the Office of Civil Rights to file a discrimination complaint against the agency.


Reports are to be submitted to RSA within 90 days after the end of the fiscal year covered by this report. Please be reminded that you can enter data directly into RSA's website via the internet. Information on transmittal of the form is found on pages 19 and 20 of the reporting instructions.

Name of Designated Agency OfficialWilliam Ginn
Title of Designated Agency OfficialClient Assistance Program Director
Date Signed11/29/2016