Interagency Agreement Summary and Updates
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
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
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
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.
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
2019 Process Check in
Clarification of processes
Improve consistency
Ensure following all agency requirements
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
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
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
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
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
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
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
Questions
What questions do you have?
This document outlines the purpose, history, and changes implemented in the Interagency Agreement between Pierce College Fort Steilacoom and University of Washington in 2019. It discusses the collaborative approach to serving students, cost-sharing agreements, and specific processes to be followed. The agreement's origins in the late '90s, involving various stakeholders, are highlighted, along with the need for consistency in agency requirements. The changes moving forward in 2019 emphasize precise timelines for covered services and submission of required documentation within specific timeframes.
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Presentation Transcript
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
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
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
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.
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
2019 Process Check in Clarification of processes Improve consistency Ensure following all agency requirements
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
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
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
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
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
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
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
Questions What questions do you have?
