Interagency Agreement

1. Interagency Agreement Tami Jacobs, Dean of Student Success, District ADA/Section 504 Coordinator, Pierce College Fort Steilacoom Bree Callahan, ADA/Section 504 Coordinator, University of Washington Spring 2019

2. Goals for Today • Purpose and history of the Interagency Agreement • Why we got back together this time • Changes implemented in 2019 • Step by step submission process • Resources • Questions

3. Acronyms for training • COP: Council of Presidents • CSW: Cost Share Worksheet • DSB: Department of Services for the Blind • DVR: Division of Vocational Rehabilitation • PIHE: Public Institutions of Higher Education • SBCTC: State Board of Community and Technical Colleges

4. Purpose of Interagency Agreement • Promote a collaborative approach to serving qualified Student Participants while recognizing the different missions of DVR, DSB and the PIHEs. • Establish and commit to a cost-sharing agreement between the parties. • Outline the responsibilities associated with shared Student Participants.

5. History of Interagency Agreement • Originated in the late 90’s and the focus was shared cost of braille and ASL interpreting • Council of Presidents (COP) and State Board of Community and Technical Colleges (SBCTC) reps along with Dept. of Vocational Rehabilitation (DVR) and Dept. of Services for the Blind(DSB) • Agreement established to facilitate collaboration and student support • Cost sharing point kicked in at $7,500 • Reviewed and signed every 2 years by each institution and agency

6. 2019 Process Check in • Clarification of processes • Improve consistency • Ensure following all agency requirements

7. Changes Moving Forward in 2019, slide title 1 of 2 • Exact specificity on agreement timelines for PIHE • When a covered services is anticipated to exceed $7,500, submit an estimated CSW to DVR/DSB within 30 calendar days of starting a covered services • Submit an amended CSW when covered services are anticipated to increase by 25% or more of original CSW estimate 30 calendar days prior to incurring the additional costs • Submit A19-1A Invoice Voucher within 30 calendar days of the end of the academic term

8. Changes Moving Forward in 2019, slide title 2 of 2, • Exact specificity on agreement timelines for DVR/DSB • Reviews, approves and returns the estimated CSW to PIHE within 15 calendar days of receiving • Reviews, approves and returns the amended CSW to PIHE within 15 calendar days of receiving • Payment to PIHE within 30 days after receipt of all appropriate documentation

9. Step by Step Submission for Cost Share, slide title 1 of 4, • Meet with student, determine student is a qualified “Student Participant” as defined in the agreement and is approved for “covered services” outlined in the Interagency Agreement • Determine estimated costs for the “academic year” • Prep time and travel expenses need to be noted separately on the template spreadsheet and in the script email • Track estimates for academic year with suggested template • Begin tracking actual costs with suggested template • Template spreadsheets are for PIHE record keeping and do not need to be submitted with the CSW

10. Step by Step Submission for Cost Share,slide title 2 of 4, • Submit an estimated CSW and engage DVR/DSB to formally reach agreement within 30 calendar days of starting covered service • Suggested template script email • DVR/DSB reviews, approves and returns CSW within 15 calendar days of receipt • DVR/DSB may request additional information

11. Step by Step Submission for Cost Share, slide title 3 of 4, • If, during the course of the academic year, the total estimated amount owed by DVR/DSB is anticipated to increase by 25% or more, then the PIHE must submit an amended CSW 30 calendar days prior to incurring the additional costs • For example, Sally Student starts fall term part-time and then decides to increase to full-time for winter and spring terms. • For example, Harry Husky starts out in an AA transfer track fall term, then decides to change to Culinary Arts winter term. • DVR/DSB reviews, approves and returns CSW within 15 calendar days of receipt

12. Step by Step Submission for Cost Share, slide title 4 of 4, • Billing and Payment process • Partner with your billing department • Submit final CSW with actual costs associated with covered services along with the A19-1A Invoice Voucher within 30 calendar days of the end of the term • A19-1A shall include description of the work performed, shared participants initials, and total costs • Provide suggested template A19-1A language to your billing department

13. Resources • Links to • A19-1A Invoice Voucher (Department of Enterprise Services webpage, scroll down to Invoice Voucher) • Cost Share Worksheet • Interagency Agreement 2017 – 2019 (will update once we have the newest agreement) • DSSC SBCTC webpage for resources/templates (Be cautious as to the year of the resources you are using. New resources will be added/updated once the newest agreement has all appropriate signatures.) • Visual Lucid chart of workflow • Interpreter/Speech to Text/Alternative Format Worksheet options • Email templates options • A-19 template options

14. Questions • What questions do you have?