Ergonomic Assessments: New VR Employee

1. Request the area ATP Technology Specialist to complete an ergonomic assessment on a new VR employee.

   • VR Supervisor responsible for making the request during the new employee's first week of employment.
   • Use the ATP Referral Form found on VRIS to make the referral for an ergonomic assessment. This is the same form used by staff when referring clients to ATP.
   • Clearly indicate in the Reason for Referral section that the referral is for a “new VR employee’s ergonomic assessment” and that the new employee is to also receive an orientation to the ATP program.

2. Email the Human Resources Program Director a copy of the referral form sent to ATP.
3. Submit the assessment report to the Supervisor and email a copy of the report to the Human Resources Program Director. ATP: Attach Non-Cornhusker State Industries (CSI) Justification Form when the items recommended are sold through CSI but Assistive Technology Specialist is recommending the items be purchased from another vendor.)
4. A reviewof the ATP Assessment Report will be conducted by the Human Resources Program Director and when necessary the Ergonomic Review Committee to determine (1) if the Supervisor needs to begin the Interactive Accommodations Process when the new VR employee has a disability and (2) in what capacity a new VR employee will be served:

   • In an employer/employee status,
   • As a VR client, or
   • As a combination of the above

5. Complete the Interactive Accommodations Process if required.

   • Employer/Employee Status:

     • Human Resources Program Director notifies the Supervisor and the ATP Technology Specialist of the approval/disapproval of recommendations.
     • Recommendations involving the purchase of equipment will be communicated to Cathy Callaway to begin the purchasing process.

       • Will determine what equipment will be ordered by State Office and what equipment is to be ordered by the local office.
       • Direct Purchase Orders (DPA) created at the local office will be paid by the local office.
       • DPAs create at the State Office will be paid by the State Office but the invoice will require the Supervisor's signature.

     • Supervisor is responsible for coordinating set-up of the equipment with the ATP Technology Specialist if necessary and to monitor for a period of time that the accommodation continues to meet the new employee's needs.

   • VR Client Status:

     • Coordinate with the Program Director of Vocational Evaluation on the purchase of any needed accommodation that falls outside of the employer/employee status and the new employee is a VR client or should be referred to become a VR client. The Program Director for Vocational Evaluation will be the Specialist serving the employee.

Worksite Accommodations: Current VR Employee

1. When a Supervisor learns of, or has reason to believe, a staff person needs an accommodation to the worksite the Supervisor will request the area ATP Technology Specialist complete a worksite assessment.

   • Use the ATP Referral Form found on VRIS to make the referral for an ergonomic assessment. This is the same form used by staff when referring clients to ATP. If there is question whether the purchase of a single low cost item necessitates a referral to ATP, consult with the Program Director - HR on how to proceed.
   • Clearly indicate in the Reason for Referral section if the referral is because “a staff person needs an accommodation to the worksite” or "a staff member needs an accommodation to the worksite due to a medical condition or disability".
   • If an office is changing work surfaces or undergoing a significant change in office layout for multiple staff, a group referral rather than individual referrals for each staff member may be more appropriate.  Consult with the Program Director - HR on how to proceed. 

2. Email the Human Resources Program Director a copy of the referral form sent to ATP.

   • Human Resources Program Director will determine if the "Interactive Accommodation Process" should be initiated by the Supervisor. This determination might not be made until after the receipt of the worksite assessment.

3. Submit the assessment report (individual employee or multiple employee) to the Supervisor and email a copy of the report to the Human Resources Program Director. ATP: Attach Non-Cornhusker State Industries (CSI) Justification Form when the items recommended are sold through CSI but Assistive Technology Specialist is recommending the items be purchased from another vendor.)
4. A review of the ATP Assessment Report will be conducted by the Human Resources Program Director and when necessary the Ergonomic Review Committee to determine (1) if the Supervisor needs to begin the Interactive Accommodations Process and (2) in what capacity the Nebraska VR employee will be served:

   • In an employer/employee status,
   • As a VR client, or
   • As a combination of the above

5. Complete the Interactive Accommodations Process if required.

   • Employer/Employee Status:

     • Human Resources Program Director notifies the Supervisor and the ATP Technology Specialist of the approval/disapproval of recommendations.
     • Recommendations involving the purchase of equipment will be communicated to Cathy Callaway to begin the purchasing process.

       • Will determine what equipment will be ordered by State Office and what equipment is to be ordered by the local office.
       • Direct Purchase Orders (DPA) created at the local office will be paid by the local office.
       • DPAs create at the State Office will be paid by the State Office but the invoice will require the Supervisor's signature. Supervisor is responsible for coordinating set-up of the equipment with the ATP Technology Specialist if necessary and to monitor for a period of time that the accommodation continues to meet the new employee's needs.

   • VR Client Status:

     • Coordinate with the Program Director of Vocational Evaluation on the purchase of any needed accommodation that falls outside of the employer/employee status and the new employee is a VR client or should be referred to become a VR client. The Program Director for Vocational Evaluation will be the Specialist serving the employee.

• Vocational Rehabilitation will utilize the expertise of the Assistive Technology Partnership (ATP) Technology Specialists to complete ergonomic, worksite assessments and to provide an orientation to the ATP program for new employees.
• Only Supervisors may request ATP to complete an ergonomic or worksite assessment for VR staff.
• All new Nebraska VR employees will receive an ergonomic assessment or worksite accommodations through their Supervisor.
• VR employees may request disability related equipment or worksite accommodations through their Supervisor.

The Interactive Accommodation Process is outlined in the Employer Responsibilities Under The Americans With Disabilities Act (ADA) found on VRIS, in the Administration section, under Personnel. Supervisors must contact NDE Human Resources Office (HR) for assistance before beginning the Interactive Accommodation Process.

ATP/VR Referral

State Purchasing Bureau Non-CSI Justification Form