M28C.II.A.3 M28C.II.A.3 Personnel Development and Management

a. Policy on Maintaining Proper Levels of Staffing

(Change Date October 23, 2012)

The Veterans Readiness and Employment (VR&E) Officer must maintain proper levels of staffing to fill immediate and forecasted needs. The VR&E Officer requests additional staff from the Director of the Office of Field Operations (OFO) through their Regional Office (RO) Director, who is responsible for office staffing. Requests for staffing are based on the Resource Allocation Model (RAM), which indicates how available resources are distributed, including Full Time Equivalent (FTE) and General Operating Expenses (GOE) contract money. The VR&E Officer can hire up to the RAM FTE allotment, but may need special permission if using RAM FTE allotments for positions other than Vocational Rehabilitation Counselors (VRC). If more than the RAM FTE is needed, the VR&E Officer must submit an impact paper through his or her chain of command requesting more FTEs.

b. Types of Staffing Activities

(Change Date October 23, 2012)

Staffing activities include identification, recruitment, and selection of professional and support staff under the provisions of title 38 Code of Federal Regulations (CFR) 21.380 and other applicable laws and regulations, such as the Veterans’ Recruitment Appointment.

c. Process for Staffing an Office

(Change Date October 23, 2012)

VR&E positions are identified and filled via the following process:

Step one: VR&E Officer submits staffing requests to the Director of OFO through his or her RO Director based on the RAM model.

Step two: The RO Director and District Director approve or disapprove the request.

Step three: Human Resources (HR) advertises the position using the Office of Personnel Management, and USAjobs.gov, and screens eligible applicants.

3.02 Position Descriptions and Recruitment

a. Staffing Requirements and Position Descriptions

(Change Date July 2, 2014)

The staffing requirements and job duties for VR&E Officer, Assistant VR&E Officer, VRC, VetSuccess on Campus (VSOC) VRC, Integrated Disability Evaluation System (IDES) VRC, and Employment Coordinator (EC) positions may vary depending on the size of the RO and the number of claimants it serves (Refer to Appendix BK, VSOC VRC and Counseling Psychologist National Performance Standards).

In a small RO, the VR&E Officer may not have an assistant and will perform the duties an Assistant VR&E Officer would perform. In a large RO, an Assistant VR&E Officer may be expected to perform some of the VR&E Officer’s duties. In some ROs, additional supervisory positions, referred to as a Supervisory VRC, may be authorized to reduce the ratio of employees to supervisors, or to provide direct management support to large out based locations. Additionally, some ROs have multiple VSOC VRCs while some ROs do not have any.

b. Recruiting Qualified Candidates

(Change Date July 2, 2014)

The VR&E Officer requests a certificate for qualified candidates from the Department of Veterans Affairs (VA) Delegated Examining Unit (DEU). The DEU obtains the qualifications for each position, and provides the list to the hiring manager so that he or she can screen the applicants. Candidates can be hired nationally through USAjobs, or through a special hiring authority. For more information on special hiring authorities refer to M28C.VI.A.3.

c. Benefits of Having Qualified Support Staff

(Change Date October 23, 2012)

The availability and quality of the Program Support Specialist (PSS) can significantly influence the overall performance of the VR&E Division. The main benefit of appropriate support assistance is to relieve VRCs and ECs from time-consuming, but necessary tasks that personnel in support positions can more efficiently perform.

d. Job Functions for Support Staff

1. Counseling and evaluation support duties may include, but are not limited to the following:

(Change Date October 1, 2020)

Administer the initial evaluation skills assessment.

Compile data for reports.

Prepare and send appointment letters to claimants for initial evaluation or case management appointments.

Upload documents into the Veterans Benefits Management System (VBMS).

Assist with answering phones, sending appointment reminders, and other office clerical duties.

Process Generated Eligibility Determinations (GED).

2. Rehabilitation plan support duties may include, but are not limited to the following:

(Change Date October 23, 2012)

Prepare forms for a claimant’s entrance and reentrance into training.

Verify that the courses taken by a claimant adhere to the program outlined in the school catalog and advise the VRC of any discrepancies found.

Obtain a claimant’s course grades and alert the VRC to failing or marginal performance.

Establish and maintain cooperative relationships with staff members at the various training institutions.

Process awards, to include Revolving Fund Loans (RFL), Employment Adjustment Allowance (EAA), and subsistence allowance.

3.03 Delegation of Authority

a. Under Secretary for Benefits

(Change Date March 8, 2013)

Per 38 CFR 2.6, “the Under Secretary for Benefits is delegated authority to act on all matters assigned to the Veterans Benefits Administration”. Per 38 CFR 21.410, “the Secretary delegates authority to the Under Secretary for Benefits to make findings and decisions under 38 U.S.C. Chapter 31 and regulations, precedents and instructions that affect vocational rehabilitation services for disabled Veterans. The Under Secretary for Benefits may further delegate this authority to supervisory and non-supervisory Veteran Readiness and Employment staff members.” 38 U.S.C 512(a) further specifies that all delegated acts and decisions have the same authority as if they were from the Secretary directly.

b. Executive Director of Veteran Readiness and Employment Service

(Change Date March 8, 2013)

The Executive Director of VR&E Service or designee is delegated authority to oversee and ensure that all VR&E Service program activities are implemented according to established laws, regulations and policies. This includes all programs of vocational rehabilitation, education or special restorative training under 38 U.S.C. Chapters 18, 31, 34, 35 and 36.

c. Regional Office Director

(Change Date March 8, 2013)

Regional Office (RO) Directors are delegated authority to oversee the divisions that carry out the functions of VBA. These include VR&E, Veteran Service Center and Finance divisions.

3.04 Performance Standards and Reviews

(Change Date October 23, 2012)

The Executive Director of VR&E Service, in collaboration with the OFO and District Directors, develops the VR&E Division’s performance standards. Performance standards for VR&E Officer, Assistant VR&E Officer, VRC, VSOC VRC, and EC positions are developed nationally. Refer to Appendix BK for specific information on the VSOC VRC position. The performance standards for a PSS are developed locally.

The RO Director is responsible for evaluating the performance of the local VR&E Office. He or she evaluates the VR&E Officer, which reflects the overall office performance. The VR&E Officer, Assistant VR&E Officer, and sometimes the Supervisory VRC evaluate an individual employee’s performance.

3.05 Training and Staff Development

a. Overview

(Change Date October 23, 2012)

VR&E Service is responsible for providing a program of ongoing professional training and development for staff to ensure that rehabilitation services for claimants with disabilities are provided in accordance with the most advanced knowledge, methods, and techniques available (per 38 CFR 21.382).

b. Background Information

(Change Date October 23, 2012)

VR&E Service demonstrates an emphasis on training by:

• Establishing a VR&E training team located at VA Central Office (VACO),
• Identifying core training requirements for RO positions,
• Developing and conducting centralized initial and refresher training programs, and

Monitoring RO training plans to ensure core training requirements are met.

c. Scope of Training

(Change Date October 23, 2012)

In conjunction with the Office of Talent Management (OTM), VR&E Service provides training delivery systems through Talent Management System (TMS).

The scope of training at each VR&E Office is to supplement training provided by VR&E Service, and to adequately prepare local VR&E staff to successfully carry out daily tasks. VR&E Offices must identify staff development needs, fulfill both VA and Veterans Benefits Administration (VBA) core annual technical training requirements, plan and implement an appropriate staff development program to meet those needs, and provide periodic in-service training. Additionally, VR&E Offices should guide the development of Individual Development Plans (IDP), when applicable.

d. Veteran Readiness and Employment Officer Responsibilities

(Change Date November 15, 2023)

The VR&E Officer is responsible for staff development and training to include, but not limited to the following:

• Monitoring and reporting training and staff development activities
• Reviewing local performance data
• Identifying performance gaps
• Identifying local training needed to improve performance
• Identifying available training resources
• Developing training plans
• Requesting assistance to obtain or develop training material
• Requesting Certified Rehabilitation Counselor (CRC) credit from VR&E Service on behalf of staff members
• Promoting mentor relationships with less experienced VRCs, VRSs, and ECs
• Providing new staff comprehensive training in a timely manner
• Providing frequent refresher training to experienced staff
• Allowing opportunities for staff members to attend professional training outside of the RO
• Notifying VR&E Service of major training trends

e. Veteran Readiness and Employment Service Responsibilities

(Change Date October 23, 2012)

VR&E Service provides oversight of RO training plans and develops relevant centralized training products. VR&E Service is responsible for the following training initiatives:

• Reviewing national performance data
• Identifying performance gaps
• Identifying training needed to improve performance
• Identifying available training courses/modules/materials
• Developing new training
• Providing training or training materials
• Reviewing training results
• Developing core training requirements for all VR&E positions

f. Veterans Benefits Administration Required Training

(Change Date October 23, 2012)

VR&E Offices are notified when VA and VBA mandatory courses will take place through a VBA letter issued to their respective RO Director. The RO Director may add other mandatory training requirements, as needed.

g. Reimbursement for Training and Development Courses Outside Veterans Affairs

(Change Date October 23, 2012)

Training funds at the RO level must be requested by a proposal submitted to the VR&E Officer. Training budgets are determined and managed by the RO Director who usually provides the VR&E Officer with a budget as well. The VR&E Officer determines where, to whom, and how the training funds are allocated. Approved training outside of the VA may be covered by a purchase order or purchase card.

Employees desiring to take training outside of the VA must consult with their VR&E Officer for guidelines on reimbursement, and must take the following steps:

Research the course and make sure that it is not already available on TMS.

Send an email to the VR&E Officer with the following:

• Name of the course
• Location of the course
• Cost of the course
• Duration of the course
• How the course will benefit the employee
• Whether the course qualifies for CRC credit, if applicable

h. Occupational and Educational Information

(Change Date October 23, 2012)

The following items are materials that VR&E Offices must make available to VR&E personnel as a resource for training and development purposes:

• Occupational Information Reference File

This file should include the Dictionary of Occupational Titles (DOT) , the Occupational Information Network (O*NET) , Occupational Outlook Handbook (OOH), and any other electronic resources for the purpose of career exploration, labor market trends, transferable skills analysis, and other career planning activities.

Professional Publications

Professional publications provide current information on the philosophy, theory, ethics, techniques, and developments in counseling, rehabilitation, and related areas, and may be used as source material for staff development.

Comprehensive Educational Information File

This file consists of educational directories and guides, financial aid publications, and school and college catalogs, especially from schools located in the area serviced by the RO. Most of these materials are available via the Internet.

1. Selecting Materials

(Change Date October 23, 2012)

VR&E Officers must regularly and systematically select and procure publications that are required to meet local needs for counseling and rehabilitation training services, and the professional information needs of the VR&E staff. Selection of materials must be based on usefulness, authoritativeness, appropriateness, comprehensiveness, and currency.

2. Ordering Materials

The guidelines for ordering various types of occupational and educational materials include:

• (a) Free Materials

(Change Date October 23, 2012)

Free materials, particularly occupational materials, may be ordered by submitting a request to the appropriate sources.

(b) For Purchase Materials

(Change Date October 23, 2012)

Materials that are not free, such as professional journals, books, and occupational information may be ordered through the Contracting Officer, or using a purchase card if the vendor accepts purchase cards, with the RO Director’s approval.

3.06 Providing Training and Staff Development

a. Policy for Providing Training and Staff Development

(Change Date October 23, 2012)

VR&E Service shall provide a program of ongoing professional training and development for VR&E staff engaged in providing rehabilitation services under Chapter 31. The objective of such training is to ensure that rehabilitation services for claimants with disabilities are provided in accordance with the most advanced knowledge, methods, and techniques available for the rehabilitation of claimants (per CFR 38 21.382). As a result, knowledge and skills should be maintained and upgraded on an ongoing and systematic basis. At a minimum, in-service training must be provided annually and meet the core requirements for each position.

b. Areas for Training and Development

(Change Date October 23, 2012)

The areas in which training and development activities may be provided to enhance staff skills include, but are not limited to the following:

• Evaluation and assessment
• Psychological aspects of disabilities,
• Counseling theory and techniques
• Medical aspects of disabilities
• Personal and vocational adjustment
• Occupational information
• Placement processes and job development
• Special considerations in rehabilitation for people with severe disabilities,
• Independent Living (IL) services
• Resources for training and rehabilitation
• Utilization of research findings and professional publications
• Administration of rehabilitation and counseling services,
• Professional ethics
• Rehabilitation philosophy and history

c. Interagency Coordination for Planning and Providing Training

(Change Date October 23, 2012)

To plan and provide training for personnel, VR&E Service may coordinate with the Commissioner of the Rehabilitation Services Administration (RSA) and the Department of Labor (DOL) Office of the Assistant Secretary for Veterans’ Employment and Training Service (VETS).

d. Veteran Readiness and Employment Job Supports

(Change Date July 2, 2014)

To carry out training and development activities for VR&E staff, VA may conduct training through an in-service program or other on-site training; employ the services of consultants; write grants or make contracts with public and private agencies, including institutions of higher learning to conduct workshops and training activities; and authorize individual training at institutions of higher learning and appropriate facilities. The VR&E Job Support Tools portal on the Training tab under Training Links on the KMP, which can also be located at VR&E Training which provides the following to assist VR&E staff members in the performance of their duties and tasks:

1. Medical Electronic Performance Support System

(Change Date October 23, 2012)

The MEPSS, otherwise known as C&P Medical EPSS, is designed to provide immediate, online access to specific medical and disability information that VR&E staff need in order to make an entitlement decision and provide case management services. MEPSS allows the user to search for vocational impediments and common functional limitations by using the VOCATIONAL IMPLICATIONS tab.

2. VRC Job Aids

(Change Date October 23, 2012)

The VRC Job Aids tab provides a collection of job aids to assist the VRC in making various decisions in managing their caseload.

3. OBIEE Job Aids

(Change Date August 14, 2014)

The OBIEE Job Aids provide support tools for tasks that are related to the utilization of the VR&E reports generated through the Oracle Business Intelligence Enterprise Edition (OBIEE) system.

e. Talent Management System

(Change Date October 23, 2012)

TMS is a state-of-the-art online training and employee development system that allows VA employees to:

• Search and register for courses from an extensive online course catalog
• Track professional development through a single, integrated database
• View courses they have already taken and those they intend to take in the future
• Access mandatory classes as prescribed by VR&E Service

f. Identification of Staff Development Needs

(Change Date October 23, 2012)

To identify staff development needs, the VR&E Officer may perform the following functions:

Conduct regular technical supervision and quality reviews with the staff.

Review individual VRC’s counseling techniques during counseling sessions.

Conduct group discussions with the staff to identify pertinent needs and determine the priorities to be assigned to them.

Hold conferences with individual staff members to identify particular professional development needs.

g. Competency Based Training System

(Change Date February 4, 2019)

CBTS allows for an individual VR&E staff member’s training needs to be identified via assessing various subject matter pertinent to the individual’s role within VR&E. If specific skills, or competencies, are determined to be lacking for a VR&E staff member, those lessons will be added to the individual’s required learning plan.

h. Veteran Readiness and Employment Training Plan

(Change Date April 9, 2021)

The VR&E Officer prepares the local training plan at the beginning of each fiscal year for concurrence by the RO Director. Local training plans identify a list of local training topics and items to supplement the annual National Training Curriculum developed by VR&E Service. The plan must include training for each of the core areas and core technical training requirements. VR&E Officers must develop and implement local training that addresses performance gaps, changes in legislation, and other training needs. The local training plan must also include the means through which training and development activities will be accomplished, such as in-service training; training in conjunction with other VA, state and federal agencies; and other community resources. It also must include:

• A review, at least yearly, of the training needs of each employee in the office
• Development of the means through which such training will be provided,
• The frequency of in-service training meetings
• The estimated costs for travel related to training

Local training plans shall be uploaded to the VR&E Service Training Manager SharePoint page, under Local Training Plans in the specific Regional Office folder. Local Training Plans are due no later than the end of the 1st quarter of each fiscal year.

i. Core Annual Technical Training Requirements by Position and Experience

(Change Date October 23, 2012)

Experienced VR&E Officer, Assistant VR&E Officer and Supervisory VRC (GS 13/14): maximum of 40 hours

New VR&E Officer, Assistant VR&E Officer and Supervisory VRC (GS 13/14): maximum of 80 hours, which includes centralized VR&E New Manager Training

Experienced VRC (GS 11/12): maximum of 40 hours for CBTS and non-CBTS participants

New VRC (GS 9/11/12): maximum of 80 hours, which includes centralized VR&E New Counselor Training

Experienced Integrated Disability Evaluation System (IDES) Counselor (GS 11/12): maximum of 40 hours for CBTS and non-CBTS participants

New IDES Counselor (GS 9/11/12): maximum of 80 hours, which includes centralized VR&E New Counselor Training

Experienced VetSuccess on Campus (VSOC) Counselor (GS 11/12): maximum of 40 hours for CBTS and non-CBTS participants

New VSOC Counselor (GS 11/12): maximum of 80 hours, which includes centralized VR&E New Counselor Training

Experienced EC (GS 11/12): maximum of 40 hours

New EC (GS 9/11/12): maximum of 80 hours, which includes centralized VR&E Employment Services Training

Experienced Program Support Specialist (PSS) (GS 7/9/11): maximum of 18 hours

New PSS (GS 7/9/11): maximum of 24 hours

For specific training requirements, see the VR&E Training website at National Training Curriculum (NTC).

j. Prorating Training Hour Requirements

(Change Date July 2, 2014)

The VR&E Curriculum Requirement Proration Tool allows RO Training Managers (TM)/TMS Administrators, VR&E Officers, and Assistant VR&E Officers to calculate the number of training hours that are needed for the FY based on a hire date for new employees or if a staff member requests extended leave. Upon entering the dates or the number of months on leave, the tool will then generate the number of prorated training hours needed for the FY based on the number of hours initially required by the NTC for the FY. This user-friendly application requires minimal input from the TM and removes the need for manual calculations. The VR&E Curricular Requirement Proration Tool.

k. Developing an Individualized Development Plan for Employees

(Change Date October 23, 2012)

While formal IDPs are optional, employees should be encouraged to develop an IDP. The VR&E Officer should assist, when possible, in providing resources for the employees and providing guidance to meet their IDP goals.

l. Monitoring Training Plans

(Change Date October 23, 2012)

The VR&E Officer must monitor the local training plan, ensuring that identified needs are met. VR&E Service monitors the national training plan for the entire VR&E program.

3.07 Certified Rehabilitation Counselor Certification

a. Commission on Rehabilitation Counselor Certification

(Change Date October 23, 2012)

The CRCC is an independent, not-for-profit organization dedicated to improving the lives of individuals with disabilities by:

• Promoting quality rehabilitation counseling services to individuals with disabilities through the certification of rehabilitation counselors, and

Providing leadership in advocating for the rehabilitation counseling profession.

CRCC sets the standard for quality rehabilitation counseling services through its internationally recognized certification program. A CRC credential indicates a higher level of specialized education and training, a thorough understanding of key competency standards based on current practices in the field, adherence to the Code of Professional Ethics for Rehabilitation Counselors, and an ongoing commitment to continuing education.

b. Endorsement of the Commission on Rehabilitation Counselor Certification

(Change Date October 23, 2012)

VR&E Service endorses the objectives of the Commission, encourages VRCs to participate in the certification process, and provides training that meets CRCC guidelines and a significant number of Continuing Education Units (CEUs) for certification maintenance.

Staff can find more information on certification and its maintenance on the VR&E Training website.

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