RSA-PD-99-09 Announcement of OMB Approval for Continued Collection of the Case Service

U.S. DEPARTMENT OF EDUCATION

OFFICE OF SPECIAL EDUCATION AND REHABILITATIVE SERVICES

REHABILITATION SERVICES ADMINISTRATION

WASHINGTON, DC 20202

POLICY DIRECTIVE

RSA-PD-99-09

Date: September 8, 1999

ADDRESSEES:STATE VOCATIONAL REHABILITATION AGENCIES (GENERAL)

STATE VOCATIONAL REHABILITATION AGENCIES (BLIND)

CLIENT ASSISTANCE PROGRAMS

REGIONAL REHABILITATION CONTINUING EDUCATION PROGRAMS (RRCEPS)

AMERICAN INDIAN VOCATIONAL REHABILITATION SERVICE PROGRAMS

RSA SENIOR MANAGEMENT TEAM

SUBJECT:Announcement of OMB Approval for Continued Collection of the Case Service Report (RSA-911), OMB Number: 1820-0508

POLICY

STATEMENT:This is to inform you that the RSA-911, Case Service Report, has been approved by the Office of Management and Budget through January 31, 2000. Please use this form to report on individuals whose service records were closed in FY 1999 and continue to use this form to report FY 2000 data. The instructions for this report form are identical to those transmitted to you under RSA-PD-95-04, dated May 1, 1995, and RSA-PD-97-02 dated March 12, 1997.

The due date for submitting the RSA-911 data remains as November 30, following the end of a fiscal year. State VR agencies should examine their data for accuracy before submitting it to RSA by the deadline of November 30. An edit program was provided to each State VR agency on diskette. When the proposed Evaluation Standards and Performance Indicators under Section 106 of the Rehabilitation Act become final, it is very likely that failure to meet this deadline for submitting data in a valid, accurate, and consistent format will result in the State VR agency being required to develop a program improvement plan.

We expect revised RSA-911 instructions to be issued by the end of this calendar year. In order to give State agencies adequate time to implement these new instructions, we expect that FY 2001 will be the first year that data will be collected and reported in accordance with the new instructions.

Submitting RSA-911 data on diskette or CD-ROM is now preferred to magnetic tape. All submittals, in whatever form, should be sent to:

Rehabilitation Services Administration

Office of Program Operations

Basic State Grants Branch

Statistical Unit

Switzer Building, Room 3211

330 C Street S.W.

Washington, DC 20202-2735

CITATIONS

IN LAW:Sections 12(a), 13, 14(a), 101(a)(10), 131 and 626 of the Rehabilitation Act of 1973, as amended, and the Paperwork Reduction Act of 1995, as amended.

CITATIONS IN

REGULATIONS:34 CFR 361.38, 361.40, and 361.56

EXPIRATION

DATE:January 31, 2000

INQUIRIES

TO:RSA Central Office (202-245-7488) or Regional Offices.

Fredric K. Schroeder, Ph.D.

Commissioner

Enclosure

Cc: CSAVR

NAPAS

NCIL

NRFC

Summary of How New RSA-911 System Differs in Content or Instructions from

Previous RSA-911 System, by Data Element in Alphabetical Order

Summary of How New RSA-911 System Differs in Content or Instructions from

Previous RSA-911 System, by Data Element in Alphabetical Order

Summary of How New RSA-911 System Differs in Content or Instructions from

Previous RSA-911 System, by Data Element in Alphabetical Order

1

Reporting Manual for the

CASE SERVICE REPORT

(RSA-911)

State-Federal Program of

Vocational Rehabilitation

RSA-911 RECORD LAYOUT1

Reporting Manual for the Case Service Report (RSA-911)

Table of Contents

Page

1. RSA-911 Record Layout...... iii

1. Listing of RSA-911 data elements: Their record positions and applicable closure codes...... v

1. Element-by element instructions (numbers in parentheses are record positions in the RSA-911 card image layout) 1

1. Record identifier (1)...... 3

2. Agency code (2-3)...... 3

3. Social Security Account Number (4-12)...... 4

4. Multiple closure code (13)...... 4

5. Date of application (14-19)...... 4

6. Date of birth (20-25)...... 4

7. Sex (26)...... 4

8. Race (27)...... 5

9. Marital status (28)...... 5

10. Hispanic origin (29)...... 5

11. Previous closure status (30)...... 6

12. Source of referral (31-32)...... 6

13. Highest grade completed (33-34)...... 7

14. Type of public support during VR (35-43)...... 8

15. Type of institution (44-45)...... 9

16. Major disabling condition (46-48)...... 10

17. Secondary disabling condition (49-51)...... 11

-- Listing of disability codes...... 12

-- Hearing impairments: special definitions...... 20

-- Mental/emotional conditions: special definitions...... 20

-- Deaf/blind: special definition...... 21

18. Work status at application (52)...... 23

19. Weekly earnings at application (53-55)...... 25

20. Hours worked at application (56-57)...... 26

21. Monthly public assistance amount at application (58-60)...... 26

22. Primary source of support at application (61-62)...... 28

23. Medical insurance coverage at application (63)...... 28

24. Medical insurance through job at application (64)...... 29

25. Date of eligibility for VR (65-70)...... 30

26. Previous employment status (71)...... 30

27. Year last employed (72-73)...... 30

28. (Reserved for future use) (74-76)...... 30

29. Cost of case services (77-81)...... 30

30. Occupation at closure (82-87)...... 31

31. Services provided (88-100)...... 32

32. Type of facility/agency furnishing service (101-109)...... 35

33. Work status at closure (110)...... 37

34. Weekly earnings at closure (111-113)...... 39

35. Hours worked at closure (114-115)...... 39

36. Monthly public assistance amount at closure (116-118)...... 40

37. Primary source of support at closure (119-120)...... 41

38. Type of closure (121)...... 42

39. Reason for closure (122-123)...... 42

40. Date of closure (124-129)...... 44

41. Supported employment status (130)...... 45

42. Supported employment outcome (131)...... 45

43. Medical insurance coverage at closure (132)...... 46

44. Medical insurance through job at closure (133)...... 46

45. Veteran status (134)...... 47

46. Severe disability (135)...... 47

47. (Reserved for future use) (136-137)...... 48

48. Migratory agricultural worker (138)...... 48

49. Projects-with-Industry (139)...... 48

50. Personal assistance services (140)...... 48

51. Rehabilitation technology services (141-143)...... 49

52. (Reserved for future use) (144-150)...... 50

D. Edit, tape and diskette specifications...... 51

E. Special crosschecks to be applied between data elements*...... 65

F. The caseload status system...... 73

*Comparison checks between data elements--designed to enhance reporting consistency and reasonableness--are interspersed throughout Sections C and D. Section E contains the same crosschecks in one place for the convenience of State agency staff involved in data quality assurance activities.

RSA-911 RECORD LAYOUT1

RSA-911 RECORD LAYOUT1

1

Listing of RSA-911 Data Elements: Their Record Position/s (RP),

Applicable Closure Codes and Page Where Defined

DataDataLocatedApplies toFound

Elementelementinclosureon page

number*nameRPcodesnumber

2.Agency code2-31-63

29.Cost of case services77-811-630

5.Date of application14-191-64

6.Date of birth20-251-64

40.Date of closure124-1291-644

25.Date of eligibility65-703-630

13.Highest grade completed33-341-67

10.Hispanic origin291-65

20.Hours worked (application)56-571-626

35.Hours worked (closure)114-115339

16.Major disabling condition46-481-610

9.Marital status281-65

23.Medical insurance (application)633-628

43.Medical insurance (closure)132346

24.Medical insurance available

through job (application)643-629

44.Medical insurance available

through job (closure)133346

48.Migratory agricultural worker1381-648

21.Monthly public assistance

amount (application)58-603-626

36.Monthly public assistance

amount (closure)116-118340

4.Multiple closure code131-64

30.Occupation (closure)82-87331

50.Personal assistance services1403-548

11.Previous closure status303-66

26.Previous employment status713-630

1. Primary source of support

(application)61-623-628

37.Primary source of support

(closure)119-120341

49.Projects-with-Industry1391-648

*Represents field sequence in the RSA-911 format.

(See end of data element listing for closure code designations.)

Listing of RSA-911 Data Elements: Their Record Position (RP),

Applicable Closure Codes and Page Where Defined

DataDataLocatedApplies toFound

Elementelementinclosureon page

number*nameRPcodesnumber

8.Race271-65

1.Record identifier11-63

39.Reason for closure122-1231,2,4-642

1. Rehabilitation technology

services provided141-1433-549

a. Rehabilitation engineering1413-550

b. Assistive technology devices1423-550

c. Assistive technology services1433-550

28.Reserved for future use74-76N/A30

47.Reserved for future use136-137N/A48

52.Reserved for future use142-150N/A50

17.Secondary disabling condition49-511-611

1. Services provided (other than

personal assistance and

rehabilitation technology)88-1003-533

a. Assessment883-533

b. Restoration893-533

c. College/university training903-533

d. Business/vocational training913-533

e. Adjustment training923-534

f. On-the-job training933-534

g. Miscellaneous training943-534

h. Counseling/guidance-substantial953-534

i. Job-finding services963-534

j. Job placement973-535

k. Transportation983-535

l. Maintenance993-535

m. Other services1003-535

46.Severe disability1351-647

7.Sex261-64

3.Social Security Account Number4-121-64

12.Source of referral31-321-66

41.Supported employment status1303-645

42.Supported employment outcome1313-645

*Represents field sequence in the RSA-911 format.

N/ANot applicable

(See end of data element listing for closure code designations.)

Listing of RSA-911 Data Elements: Their Record Position (RP),

Applicable Closure Codes and Page Where Defined

DataDataLocatedApplies toFound

Elementelementinclosureon page

number*nameRPcodesnumber

38.Type of closure1211-642

32.Type of facility/agency

furnishing service:101-1093-535

a. Educational institution1013-536

b. Business/vocational school1023-536

c. Hospital/sanatorium1033-536

d. Health organization/agency1043-536

e. Community Rehab. Program1053-537

f. Welfare agency1063-537

g. Other public agency1073-537

h. Other private agency1083-537

i. Individuals1093-537

15.Type of institution44-453-69

1. Type of public support

during VR:35-433-68

a. SSI-aged353-68

b. SSI-blind363-68

c. SSI-disabled373-68

d. AFDC383-68

e. General assistance393-68

f. SSDI403-68

g. Veterans disability413-68

h. Other disability423-68

i. Other public support433-69

45.Veteran status1341-647

19.Weekly earnings (application)53-553-625

34.Weekly earnings (closure)111-113339

18.Work status (application)523-623

33.Work status (closure)110337

27.Year last employed72-733-630

* Represents field sequence in the RSA-911 format.

Closure Codes:

1 Not accepted for services (Status 08 from Status 02)

2 Not accepted for services (Status 08 from Status 06)

3 Rehabilitated (Status 26)

4 Not rehabilitated (Status 28)

5 Not rehabilitated (Status 30)

6 Closed from pre-service listing (Status 38 from Status 04)

1

Element-by-Element Instructions:

CASE SERVICE REPORT

(RSA-911)

1

1

CASE SERVICE REPORT (RSA-911): ELEMENT-BY-ELEMENT INSTRUCTIONS

1.Record Identifier: Record Position 1

Enter * (asterisk) to indicate the beginning of a new record.

2.Agency Code: Record Positions 2 - 3

Enter the two-digit code assigned to each State rehabilitation agency from the following list. Please note that codes have been pre-assigned to non-existing agencies for the blind in the event that they are established in the future.

State or Agency CodeState or Agency Code

TerritoryGeneral/BlindterritoryGeneral/Blind

CombinedCombined

Alabama005ANebraska2676

AlaskaXX5BNevada2777

American Samoa605CNew Hampshire2878

Arizona0152New Jersey2979

Arkansas0253New Mexico3080

California0354New York3181

Colorado0455North Carolina3282

Connecticut0556North Dakota3383

Delaware0657Northern MarianasGG5G

Dist. of Columbia075DOhio3484

Florida0858Oklahoma3585

Georgia0959Oregon3686

GuamYY62Pennsylvania3787

Hawaii1063Palau995H

Idaho1161Puerto Rico3888

Illinois125ERhode Island3989

Indiana135FSouth Carolina4090

Iowa1464South Dakota4191

Kansas1565Tennessee4292

Kentucky1666Texas 4393

Louisiana1767Utah4494

Maine1868Vermont4595

Maryland1969Virginia4696

Massachusetts2070Virgin Islands515J

Michigan2171Washington4797

Minnesota2272West Virginia4898

Mississippi2373Wisconsin 495K

Missouri2474Wyoming505L

Montana2575

3.Social Security Account Number: Record Positions 4 - 12

Enter the client's nine-digit Social Security Account number (SSAN). Every effort should be made to determine and accurately record this number as it will be used (a) for record control purposes, such as culling out duplicates, and (b) to satisfy the requirements of Section 141 of the Rehabilitation Act, as amended, for the exchange of data between the Social Security Administration and the Rehabilitation Services Administration.

In the absence of the SSAN, a unique nine-digit number must be assigned. Agencies are asked to insure that this unique number does not inadvertently duplicate a genuine SSAN. This can be accomplished by starting the nine-digit number with a Code 8 or 9 in RP 4. For Closure Code 1 (Status 08 from Status 02), an alpha code may be inserted in RP 4. The assignment of unique nine-digit numbers will technically be considered "errors" for editing purposes, but it is understood that the SSAN will not be available in certain instances.

4.Multiple Closure Code: Record Position 13

Enter a one-digit code to indicate that the reported data pertain to the first, second, third or fourth case closure for the same individual in the Federal fiscal year of reference. Multiple Closure Code will be used to prevent cases with identical Social Security Account Numbers from being edited out as duplicates when other closures for the same individual have occurred during the fiscal year. Enter Code O to indicate the first case closure for the individual during the fiscal year, Code 1 to designate a second closure, Code 2 a third closure, and Code 3 a fourth closure.

5.Date of Application: Record Positions 14 - 19

Enter the month, day and year in which the individual applied for vocational rehabilitation services and is considered to be in Status 02. The first two digits of the six-digit field pertain to the month (e.g., January = 01), the next two digits to the day (e.g., the seventh = 07), and the last two digits to the year.

6.Date of Birth: Record Positions 20 - 25

Enter the month, day, and year of the individual's birth. The first two digits of the six-digit field pertain to the month (e.g., January = 01), the next two digits to the day (e.g., the seventh = 07), and the last two digits to the year.

7.Sex: Record Position 26

Enter Code 1 for males and Code 2 for females.

8.Race: Record Position 27

Enter one of the following one-digit codes:

1 White

2 Black

3 American Indian or Alaskan Native

4 Asian or Pacific Islander

These definitions apply:

White: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.

Black: A person having origins in any of the black racial groups of Africa.

American Indian or Alaskan Native: A person having origins in any of the original peoples of North America, and who maintains cultural identification through affiliation or community recognition.

Asian or Pacific Islander: A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the Philippine Islands, and Samoa.

Do not use the item on Race to report Hispanic Origin. The latter is to be reported in RP 29.

9.Marital Status: Record Position 28

Enter a one-digit code to indicate the individual's marital status at the time of application for services. The codes for this item are:

1 Married

2 Widowed

3 Divorced

4 Separated

5 Never Married

Persons in common law marriages should be coded 1 (married) and persons whose only marriage has been annulled should be coded 5 (never married).

10.Hispanic Origin: Record Position 29

Enter Code 1 for a person of Hispanic origin and Code 2 for a person who is not of Hispanic origin. A person is considered to be Hispanic if he or she is of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin.

Report the race for persons of Hispanic Origin in RP 27.

11.Previous Closure: Record Position 30

Enter a one-digit code to indicate whether the individual was previously rehabilitated (Status 26) or not rehabilitated (Statuses 28 and 30) within 36 months of the most recent date of application. If more than one closure into Status 26, 28, or 30 occurred in this time span, code for the last closure only. The following three codes apply:

1Not previously closed into any of Statuses 26, 28, or 30 within 36 months of last application date

2Previously closed rehabilitated (Status 26)

3Previously closed not rehabilitated (Statuses 28 and 30)

12.Source of Referral: Record Positions 31 - 32

Enter a two-digit code designating the agency, organization, institution, or person initially bringing the applicant to the attention of the State rehabilitation agency. Wherever possible and appropriate, record an agency, organization or institution rather than an individual as the source of referral. For example, if a State employment service employee refers a person to the State rehabilitation agency, the proper referral source would be the State employment service (Code 53) and not an individual. An effort should be made, also, to ascertain whether the coding for an applicant appearing to be self-referred might more properly be assigned to an agency, organization or institution. The following referral source codes apply: