Archived Information

**U. S. DEPARTMENT OF EDUCATION**

**OFFICE OF SPECIAL EDUCATION AND REHABILITATIVE SERVICES**

**REHABILITATION SERVICES ADMINISTRATION**

**WASHINGTON, DC 20202**

> **[POLICY DIRECTIVE]{.underline}**
>
> **RSA-PD-97-03**
>
> **RSM-1250**

**DATE : June 27, 1997**

**ADDRESSEES : STATE VOCATIONAL REHABILITATION AGENCIES (GENERAL)**

> **STATE VOCATIONAL REHABILITATION AGENCIES (BLIND)**
>
> **CLIENT ASSISTANCE PROGRAMS**
>
> **REGIONAL REHABILITATION CONTINUING EDUCATION PROGRAMS (RRCEPS)**
>
> **RSA SENIOR MANAGEMENT TEAM**

**SUBJECT :** Announcement of OMB Approval for Collection of the
Quarterly Cumulative Caseload Report (Form RSA-113)

**POLICY STATEMENT :** Under the Paperwork Reduction Act of 1980, the
Office of Management and Budget (OMB) has approved the attached revised
Quarterly Cumulative Caseload Report\--Form RSA-113, OMB Number
1820-0013 for collecting State vocational rehabilitation agency caseload
data.

> In keeping with current streamlining efforts in the vocational
> rehabilitation program, the Form RSA-113 has been simplified and
> shortened from 32 items to 18 items.
>
> The due date for each quarterly submittal remains at 30 days after the
> period of reference. State agencies are requested to begin reporting
> on the new form for the First Quarter of FY 1998 (due January 31,
> 1998).
>
> For the purpose of these data collections, State rehabilitation
> agencies will comply with the requirements of 34 CFR 361.38,
> Protection, Use and Release of Personal Information, in obtaining data
> from individual clients.

**CITATIONS IN LAW :** Sections 12(a), 13, 14(a), 101(a)(9)(D) and 636
of the Rehabilitation Act, as amended, and the Paperwork Reduction Act
of 1980, as amended.

**CITATIONS IN**

**REGULATIONS :** 34 CFR 361.40 and 34 CFR 361.38

**EFFECTIVE DATE**

**OF POLICY :** Immediately

**EXPIRATION DATE :** 12/31/98

**INQUIRIES :** Regional Commissioners

> Fredric K. Schroeder
>
> Commissioner

**FORM RSA-113 OMB Approval: \# 1820-0013**

Expiration Date: 12/31/98

**UNITED STATES DEPARTMENT OF EDUCATION**

**Office of Special Education and Rehabilitative Services**

**Rehabilitation services Administration**

**Washington, D.C. 20202**

**[QUARTERLY CUMULATIVE CASELOAD REPORT]{.underline}**

State: \[ \] Blind Agency \[ \] Oct-Dec \[ \] Oct-Jun

\[ \] General/Combined Agency \[ \] Oct-Mar \[ \] Oct-Sep

Operated Under Order of Selected During Period? \[ \] Yes \[ \] No

+-----------------------------------------+-------------+-------------+
| **CASELOAD ITEMS**                      | **TOTAL     | **\# WITH   |
|                                         | NUMBER**    | SEVERE      |
|                                         |             | D           |
|                                         |             | ISABILITY** |
+-----------------------------------------+-------------+-------------+
| **A ELIGIBILITY**                       |             |             |
+-----------------------------------------+-------------+-------------+
| > 1 Applicants On Hand, October 1       |             |             |
+-----------------------------------------+-------------+-------------+
| > 2 Applicants This FY                  |             |             |
+-----------------------------------------+-------------+-------------+
| > 3 On Hand in EE, October 1            |             |             |
+-----------------------------------------+-------------+-------------+
| > 4 In EE, This FY                      |             |             |
+-----------------------------------------+-------------+-------------+
| > 5 Applicants Determined Eligible This |             |             |
| > FY                                    |             |             |
+-----------------------------------------+-------------+-------------+
| > 6 Persons in EE Determined Eligible   |             |             |
| > This FY                               |             |             |
+-----------------------------------------+-------------+-------------+
| > 7 Eligible, Waiting On OOS \-- On     |             |             |
| > Hand, October 1                       |             |             |
+-----------------------------------------+-------------+-------------+
| > 8 Eligible, Waiting On OOS \-- This   |             |             |
| > FY                                    |             |             |
+-----------------------------------------+-------------+-------------+
| **B EMPLOYMENT PLANNING**               |             |             |
+-----------------------------------------+-------------+-------------+
| > 1 Employment Plan Completed \-- On    |             |             |
| > Hand, October I                       |             |             |
+-----------------------------------------+-------------+-------------+
| > 2 Employment Plan Completed This FY   |             |             |
+-----------------------------------------+-------------+-------------+
| **C SERVICE IMPLEMENTATION**            |             |             |
+-----------------------------------------+-------------+-------------+
| > 1 Persons Implementing Plan \-- On    |             |             |
| > Hand, October 1                       |             |             |
+-----------------------------------------+-------------+-------------+
| > 2 Persons Implementing Plan This FY   |             |             |
+-----------------------------------------+-------------+-------------+
| **D OUTCOMES**                          |             |             |
+-----------------------------------------+-------------+-------------+
| > 1 Achieved Employment Outcomes        |             |             |
+-----------------------------------------+-------------+-------------+
| > 2 Closed Before Services Completed    |             |             |
+-----------------------------------------+-------------+-------------+
| > 3 Closed Before Services Initiated    |             |             |
+-----------------------------------------+-------------+-------------+
| > 4 Closed From OOS Waiting List        |             |             |
+-----------------------------------------+-------------+-------------+
| > 5 Closed From EE                      |             |             |
+-----------------------------------------+-------------+-------------+
| > 6 Closed As Applicant                 |             |             |
+-----------------------------------------+-------------+-------------+

Contact Person Phone Number

(Please Print)

Date Authorized Signature

[Instructions for Completing]{.smallcaps}

*[The Quarterly Cumulative Caseload Report]{.smallcaps}*

[(Form RSA-113)]{.smallcaps}

[The State-Federal Program]{.smallcaps}

[of Vocational Rehabilitation]{.smallcaps}

**FORM RSA-113: QUARTERLY CUMULATIVE CASELOAD REPORT**

**REPORTING INSTRUCTIONS**

**[General Purpose]{.smallcaps}**

> Form RSA-113 provides for the quarterly collection of information on
> persons with disabilities in their rehabilitation process at State
> vocational rehabilitation agencies. Data from Form RSA-113 are used to
> track trends of persons applying for VR services, determinations of
> eligibility by VR agencies, identification of persons with severe
> disabilities, employment planning, service implementation, and
> employment outcomes. These trends are key program measurements that
> provide a general assessment of the State-Federal VR program and its
> accomplishments.
>
> Other uses for the Form RSA-113 data are to identify technical
> assistance needs of specific State agencies, to develop RSA\'s budget
> requests, to provide program information for the Office of Management
> and Budget, the Department of Education and Congress in their
> deliberation of legislative agenda. Caseload data from Form RSA-113
> are an integral part of RSA\'s *Annual Report to the President and to
> the Congress on Federal Activities Related to the Rehabilitation Act
> of 1973, as Amended*.

**[Instructions to Completing the Form RSA-113]{.smallcaps}**

**State and Agency**

> Enter the name of the State and check the appropriate box to indicate
> a general/combined agency or an agency providing services to persons
> who are blind.

**Fiscal Year and Period Covered**

> Enter the appropriate fiscal year and check the appropriate period of
> the fiscal year.

**Operated under an order of selection?**

> Indicate whether the State agency operated under order of selection
> priorities at some time during the reporting period.

**A. ELIGIBILITY**

> **1 Applicants on Hand, October 1**
>
> Enter the number of persons who applied for VR services last fiscal
> year for whom no determination of eligibility was made as of the end
> of that fiscal year. This figure stays constant throughout the current
> fiscal year.
>
> **2 Applicants This FY**
>
> Enter the cumulative number of persons who applied for VR services
> since the beginning of the current fiscal year.
>
> **3 On Hand in EE, October 1**
>
> Enter the number of persons in Extended Evaluation at the end of last
> fiscal year. This figure stays constant throughout the current fiscal
> year.
>
> **4 In EE This FY**
>
> Enter the cumulative number of applicants who were placed into
> Extended Evaluation since the beginning of this fiscal year.
>
> **5 Applicants Determined Eligible This FY**
>
> Enter the cumulative number of persons who were determined eligible
> this fiscal year after application. Do not include persons who were
> determined eligible after an extended evaluation (item A-6), or
> persons who were determined eligible but do not meet the criteria for
> order of selection categories in effect at this time (item A-8). In
> the second column, enter the number of persons in this category whose
> disabilities are severe.
>
> **6 Persons in EE Determined Eligible This FY**
>
> Enter the number of persons determined eligible this year after an
> extended evaluation. Do not include persons who were determined
> eligible, but are on a waiting list because they do not meet the
> criteria for order of selection categories that are in effect at this
> time. In the second column, enter the number of persons of this group
> whose disabilities are severe.
>
> **7 Eligible, Waiting On OOS \-- On Hand, October 1**
>
> Enter the number of persons who were determined eligible for VR
> services and who continue to be on a waiting list from last fiscal
> year because the severity of their disabilities does not correspond
> with the agency\'s order of selection categories that are currently
> being served. In the second column, enter the number of those persons
> whose disabilities are severe. This item applies only to agencies that
> were operating under an order of selection at some time during the
> reporting period.
>
> **8 Eligible, Waiting on OOS This FY**
>
> Enter the cumulative number of persons who were determined eligible
> for VR services this fiscal year, for whom VR services will be delayed
> because the severity of their disabilities does not correspond with
> the agency\'s order of selection categories that are currently being
> served. In the second column, enter the number of those persons whose
> disabilities are severe. This item applies only to agencies that were
> operating under an order of selection some time during the reporting
> period.

**B. EMPLOYMENT PLANNING**

> **Employment planning is considered to begin on the date of**
> **eligibility certification and end on the date that the IWRP is**
> **signed, possibly on the same day.**
>
> **1 Employment Plan Completed\--On Hand, October 1**
>
> Enter the cumulative number of eligible persons who completed
> developing an IWRP but had not yet implemented the plan as of the end
> of last fiscal year. In the second column, enter the number of persons
> in this category whose disabilities are severe.
>
> **2 Employment Plan Completed This FY**
>
> Enter the cumulative number of eligible persons who have completed
> developing an IWRP since the beginning of this fiscal year. Do not
> include persons who are in extended evaluation. In the second column,
> enter the number of persons in this category whose disabilities are
> severe.

**C. SERVICE IMPLEMENTATION**

> **1 Persons Implementing Plan \-- On Hand, October 1**
>
> Enter the number of persons who were receiving VR services in
> accordance with their IWRP at the end of the last fiscal year. In the
> second column, enter the number of those persons in this category
> whose disabilities are severe.
>
> **2 Persons Implementing Plan This FY**
>
> Enter the cumulative number of persons who began receiving services in
> accordance with their IWRP since the beginning of this fiscal year. In
> the second column, enter the number of those persons in this category
> whose disabilities are severe.

**D. OUTCOMES**

> **1 Achieved Employment Outcomes**
>
> Enter the cumulative number of persons who achieved employment
> outcomes since the beginning of the fiscal year. In the second column,
> enter the number of those persons in this category whose disabilities
> are severe.
>
> **2 Closed Before Services Completed**
>
> Enter the cumulative number of persons whose case records were closed
> this fiscal year, [after]{.underline} an IWRP was developed and VR
> services were initiated but before achieving an employment outcome. In
> the second column, enter the number of those persons in this category
> whose disabilities are severe.
>
> **3 Closed Before Services Initiated**
>
> Enter the cumulative number of eligible persons who did not achieve
> employment outcomes and their case records were closed
> [before]{.underline} VR services were initiated. In the second column,
> enter the number of those persons in this category whose disabilities
> are severe.
>
> **4 Closed From OOS Waiting List**
>
> Enter the cumulative number of eligible persons whose case records
> were closed without services from the waiting list since the beginning
> of the fiscal year. In the second column, enter the number of those
> persons in this category whose disabilities are severe.
>
> **5 Closed From EE**
>
> Enter the cumulative number of persons in extended evaluation whose
> case records were closed without a determination of eligibility for
> any reason since the beginning of this fiscal year.
>
> **6 Closed As Applicant**
>
> Enter the cumulative number of applicants whose case records were
> closed before a determination of eligibility since the beginning of
> the fiscal year. Do not include persons closed after an extended
> evaluation (item D-5 above).
>
> **Contact Person**
>
> Print or type the name of the person to contact about data presented
> on the Form RSA-113 and include this person\'s phone number.
>
> **Date and Authorized Signature**
>
> Enter the date that the report is transmitted and have the Director of
> the State Agency, or designee, sign it.

**[Transmittal]{.smallcaps}**

> Please send the data for your State agency on Form RSA-113 within 30
> days after the end of each quarter of the Federal fiscal year, one
> copy to your RSA Regional Office, and one copy to the RSA Central
> Office.
>
> The form RSA-113 reports may be sent by mail or electronically using
> one of the options listed below.

**A. Via RSA BBS**

> The form can be submitted electronically, either in ASCII or
> WordPerfect format, to the RSA Central office and appropriate RSA
> Regional Office using the Electronic Mail (E-Mail) capability of the
> RSA Electronic Bulletin Board System (RSA BBS).
>
> The Central Office copy may be sent to RSADATA.
>
> The ID of the Regional Office is RSARO followed by the Roman Numeral
> for the Regional Office. For example, Regional Office 4 ID is RSAROIV.
>
> The RSA BBS can be accessed directly at the following telephone
> numbers:
>
> 202-205-9694 \-- for use with a low speed modem, or
>
> 202-401-6159 \-- for use with a high speed modem
>
> The RSA BBS may also be reached via the INTERNET and FEDWORLD.
>
> 1\. telnet: open //fedworld.gov
>
> 2\. Select the option for FEDWORLD (note: these menus change from time
> to time)
>
> 3\. Follow the Logon procedures
>
> 4\. Select option (currently G) Research, Technology and Education
> Mail
>
> 5\. Select option (currently 1) RT&E Gateway Systems
>
> 6\. Search through list of Government BBS\'s to find the RSA BBS
> (currently BBS number 125). Select the RSA BBS.
>
> 7\. Follow logon procedures (see A. above)

**B. Electronic Mail addresses via INTERNET**

> The RSA Central office internet E-Mail address for the RSA-113 is:
>
> **gloria-sommerville@ed.gov**
>
> **Regional office e-mail address**

Region I john_szufnarowski@ed.gov

Region II gennaro_iodice@ed.gov

Region III ralph_pacinelli@ed.gov

Region IV diane \_hart@ed.gov

Region V charles_linster@ed.gov

Region VI loerance_deaver@ed.gov

Region VII douglas_burleigh@ed.gov

Region VIII marian_fuller@ed.gov

Region IX gilbert_williams@ed.gov

Region X chris_smith@ed.gov

**C. US Mail and Facsimile**

> The Central office fax \# is 202-205-9772; and the US postal address
> is:
>
> **Rehabilitation Services Administration**
>
> **Financial Management Information Systems Staff**
>
> **Data Management Unit**
>
> **Switzer Building**
>
> **Washington, D.C. 20202-2703**

**RSA Regional Office addresses are as follows:**

+-----------------------------------+-----------------------------------+
| **Region I**                      | > **Region II**                   |
|                                   | >                                 |
| Fax: 617-223-4573                 | > Fax: 212-264-3029               |
|                                   | >                                 |
| Mr. John J. Szufnarowski          | > Mr. John J. Szufnarowski        |
|                                   | >                                 |
| RSA Regional Commissioner         | > RSA Regional Commissioner       |
|                                   | >                                 |
| Dept. of Education, OSERS         | > Dept. of Education, OSERS       |
|                                   | >                                 |
| J.W. McCormack Post Office and    | > 75 Park Place, Room 1236        |
| Courthouse                        | >                                 |
|                                   | > New York, New York 10007        |
| Room 232                          |                                   |
|                                   |                                   |
| Boston, Massachusetts 02109       |                                   |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
| **Region III**                    | > **Region VII**                  |
|                                   | >                                 |
| Fax: 215-596-0471                 | > Fax: 816-891-0807               |
|                                   | >                                 |
| Dr. Ralph N. Pacinelli            | > Dr. Douglas Burleigh            |
|                                   | >                                 |
| RSA Regional Commissioner         | > RSA Regional Commissioner       |
|                                   | >                                 |
| Dept. of Education, OSERS         | > Dept. of Education, OSERS       |
|                                   | >                                 |
| 3535 Market Street, Room 16120    | > 10220 N. Executive Hills Blvd   |
|                                   | >                                 |
| Philadelphia, Pennsylvania 19104  | > Kansas City, Missouri 64153     |
|                                   | > -1367                           |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
| **Region IV**                     | > **Region VIII**                 |
|                                   | >                                 |
| Fax: 404-562-6346                 | > Fax: 303-844-6269               |
|                                   | >                                 |
| Dr. Ralph N. Pacinelli            | > Mr. Loerance Deaver             |
|                                   | >                                 |
| RSA Regional Commissioner         | > RSA Regional Commissioner       |
|                                   | >                                 |
| Dept. of Education, OSERS         | > Dept. of Education, OSERS       |
|                                   | >                                 |
| 100 Alabama Street, N.W.          | > Federal Office Building         |
|                                   | >                                 |
| Room 18-T-91                      | > Suite 310                       |
|                                   | >                                 |
| Atlanta, Georgia 30303            | > 1244 Speer Boulevard            |
|                                   | >                                 |
|                                   | > Denver, Colorado 80204-3582     |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
| **Region V**                      | > **Region IX**                   |
|                                   | >                                 |
| Fax: 312-353-8623                 | > Fax: 415-437-7848               |
|                                   | >                                 |
| Dr. Douglas Burleigh              | > Mr. Gilbert \"Doc\" Williams    |
|                                   | >                                 |
| RSA Regional Commissioner         | > RSA Regional Commissioner       |
|                                   | >                                 |
| Dept. of Education, OSERS         | > Dept. of Education, OSERS       |
|                                   | >                                 |
| 111 N. Canal, Room 1048           | > Federal office Building, Room   |
|                                   | > 215                             |
| Chicago, Illinois 60606           | >                                 |
|                                   | > 50 United Nations Plaza         |
|                                   | >                                 |
|                                   | > San Francisco, California 94102 |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
| **Region VI**                     | > **Region X**                    |
|                                   | >                                 |
| Fax: 214-767-8127                 | > Fax: 206-220-7842               |
|                                   | >                                 |
| Mr. Loerance Deaver               | > Mr. Gilbert \"Doc\" Williams    |
|                                   | >                                 |
| RSA Regional Commissioner         | > RSA Regional Commissioner       |
|                                   | >                                 |
| Dept. of Education, OSERS         | > Dept. of Education, OSERS       |
|                                   | >                                 |
| 1200 Main Tower Bldg., Room 2220  | > 915 Second Avenue, Room 2848    |
|                                   | >                                 |
| Dallas, Texas 75202               | > Seattle, Washington 98174-1099  |
+-----------------------------------+-----------------------------------+