13.5 Pre-ETS Work-Based Learning Experiences

Work-Based Learning Experiences (WBLEs) use the workplace or real work to provide students with the knowledge and skills that will help them connect school experiences to real-life work activities and future career opportunities. It is essential that direct employer or community involvement be a component of the WBLE to ensure in-depth student engagement. These opportunities are meant to engage, motivate, and augment the learning process. WBLEs can be done in collaboration with private, for-profit, public, or nonprofit businesses in the community.

They may include in-school or after-school opportunities or experiences outside the traditional school setting that are provided in an integrated environment to the maximum extent possible. If paid, the student with a disability must be paid competitive wages to the extent competitive wages are paid to students without disabilities. In addition, work-based learning requires in-depth engagement of youth and an evaluation of acquired work relevant skills.

A WBLE may include:

• Apprenticeships (not including pre-apprenticeships and registered apprenticeships)

• Career Mentorships

• Career-Related Competitions

• Informational Interviews

• Internships (paid or unpaid)

• Job Shadowing

• Practicums

• Service Learning or Volunteer Experiences

• Simulated Workplace Experiences

• Student-led Enterprises

• Work Experiences (paid or unpaid)

• Workplace Tours, Field Trips

Paid Work-Based Learning Experience is training provided in a competitive and integrated employment setting in which a student performs real work while receiving wages for all time spent on the job. Paid Work-Based Learning Experience wages may be paid as a reimbursement to the work site or temporary/ staffing agency.

While employers may partner with DVR to offer various Paid Work-Based Learning Experience opportunities, in each situation the student shall be the primary beneficiary of the relationship with the employer, and Paid Work-Based Learning Experiences shall not be used as a regular subsidy to pay employee wages. To determine the primary beneficiary, consider the following:

• The extent to which the DVR individual’s work complements, rather than displaces, the work of employees; and

• The extent to which the student and employer understand that the Paid Work-Based Learning Experience is conducted without entitlement to ongoing, paid employment at the conclusion of the Paid Work-Based Learning Experience.

In addition,

• Each Paid Work-Based Learning Experience shall not exceed 160 hours without supervisor approval.

• A student who receives Paid Work-Based Learning Experience is participating in a temporary training activity, which is not expected to continue beyond the agreed upon dates.

(Procedure code P27600-07)

A student participating in a Paid Work-Based Learning Experience with wages paid directly the temporary staffing agency, the following conditions apply:

• Staffing agencies supporting PWEs must be authorized and active vendors.

• The vendor is responsible for managing all aspects of the payroll administrative process, including but not limited to implementing timekeeping systems and delivering paychecks.

• The vendor assumes all legal obligations for the student participating in the PWE. This includes issuing wages earned, calculating, and withholding payroll deductions, and providing unemployment insurance and worker’s compensation coverage.

• The vendor is required to compensate the student at the prevailing competitive wage. 

The payment rate is the individual’s wage along with the staffing agency’s markup for administrative fees related to payroll and incurred expenses. The DVR counselor employs the associated administrative rates pertinent to the chosen temporary agency providing hiring and payroll services to establish the hourly service rate for inclusion on the authorization.

(Procedure code P27600-04)

A student participating in a Paid Work-Based Learning Experience whose wages are paid directly by the work site becomes a temporary employee of that employer. In addition,

• The employer assumes all legal obligations for the student, including issuing wages earned, calculating, and withholding payroll deductions, and worker’s compensation coverage.

• The work site compensates the student at the prevailing competitive wage and may seek reimbursement from DVR with prior written authorization.

The payment rate is the student’s wage plus up to 10% for administrative fee to cover payroll taxes. Reimbursement is payable only if the invoice is accompanied by a detailed report of actual hours worked by the student, along with a report of the student’s progress in achieving his or her Paid Work-Based Learning Experience objectives. 

• A DVR staff person identifies a community-based work site willing to provide a Paid Work-Based Learning Experience for the student.

• The entity processing payroll collects the information needed for payroll services, including required identification and work authorization documents.

• The work site provides DVR the occupational title and job duties the student will perform, the beginning and ending dates, and the work schedule.

• DVR issues the Authorization for Service.

• Approval or denial of payment will be made within three business days after receipt of the progress report and invoice.

(Procedure code P27600-06)

Community Based Work Learning Experience Setup is a payment made to a vendor for finding, developing, and securing a work-based learning experience in a competitive and integrated employment setting in which the identified employer hires the individual directly, paying the wages for the recipient of this service for all time spent on the job.

Payment Rate: 

• Flat fee of up to $700.00 

• Providers must provide a written report

• Payment is made after the individual has begun the job and has worked at least five full shifts or three weeks on the job at the worksite performing their actual job duties (whichever occurs first), not including orientation time. 

• Unlike the New Site Set-up fee (procedure code P27050-01) that is used for adjustment training, assessment, evaluation, trial work experience, or paid work experience, this fee may be paid more than once per worksite

Community-Based Work Experiences must result in at least one of the following outcomes for the individual.

• An opportunity to demonstrate expected work behaviors to be successful in competitive integrated employment.

• Acquisition of a current work history.

• Establish entry into a career pathway, supporting eventual attainment of position aligned with employment outcome.

• An opportunity to explore careers and understand the nature of work through first-hand exposure

Community-Based Work Experiences should be the primary option for work-based learning experiences when:

• The individual has sufficient skills to contribute to the worksite.

• Community employment is available in lieu of a paid work experience with wages paid by DVR.

The following elements distinguish Community-Based Work Experiences from Paid Work experiences.

• The worksite hires the individual and is responsible for processing timesheets and paying all wages.

• The paid work-based learning experience is not expected to be permanent but does not require mandated end dates or service maximums.

• May be provided in conjunction with training, such as Work Adjustment Training to build work behaviors or Rehabilitation Technology Training to test out

workplace accommodations.

• May or may not be connected to formal vocational training.

(Procedure code P27050-01)

This is payment made to a vendor DVR authorizes to find and set up an employer for a Work Based Learning Experience. This is a one-time site development fee, which is only paid if the site is successfully secured. If an agency already has an established site, payment will not be made.

Payment Rate: up to $250.00 per community-based site

Service providers must provide a written report and invoice for each community-based site that is established for the student with a disability. Each community-based site must be unique to the service provider. Service providers may not invoice for community-based sites that were previously established, and the community-based site must be utilized and confirmed for the student with a disability.

(Procedure code P08107-01, P08107-02)

This is a payment to an employer that is available only when the employment setting provides an integrated, competitive work environment, the individual’s performance provides no net benefit to the employer, and the employer is not being paid by DVR to provide any other service to the individual. This is payment made to an employer to offset costs incurred by the employer, such as training costs, by allowing their community job site to be used for Work Based Learning Experiences.

Monthly Payment Rate

• 30+ hours of individual on-site per month

• Up to $540.00 per month

• Maximum of two months per student with the same employer

Payment for Partial Months

• 1-29 hours of individual on-site per month

• Up to $18.00 per hour

• Maximum of two months per student with the same employer

(Procedure code P08700-01, P08700-02, P08700-03, P08700-04)

Payment to a vendor for identifying and coordinating with community employers to provide informational interviews, job site tours, and job shadows. Includes accompanying students to the job site for these activities and preparation of reports demonstrating the outcome of activities.

Payment Rate

• Up to $55.00 per hour for Tier I

• Up to $65.00 per hour for Tier II

• Groups (1:6 ratio) $32.00 per hour per student

• Groups (1:7+ ratio) $26.00 per hour per student