200.00 Referral and Applying for Services Policy

(Revised November 2017)

See corresponding procedure: 200.00 Referral and Application Procedure

Table of Contents


Any individual who has a disability which results in a substantial impediment to employment can be referred to ACCES-VR and apply for services. Individuals with disabilities may:

  1. seek ACCES-VR services directly, or
  2. be referred by family members, guardians, friends, schools, independent living centers, Federal, State or local agencies, medical providers, and other sources.

ACCES-VR only requires information that directly relates to determining eligibility for services leading to an employment goal. To the fullest extent possible, ACCES-VR will use existing information, including information from the individual requesting services and other agencies. ACCES-VR expects that individuals with disabilities will be active participants in obtaining the information required for an eligibility determination.

Referral for Services

When a person is referred to ACCES-VR for services, ACCES-VR needs to know that the potential applicant is aware of and consents to the referral. The individual's involvement can be indicated by a signed release form from the referral source, an interagency referral form, a statement indicating knowledge of the referral signed by the individual, direct contact from the individual, or a similar method. When there is no indication that the person being referred has knowledge of the referral, the referral source should be contacted requesting confirmation of the individual's consent and indicating that the application will not be processed without the consent.

Referral information must include the person's name, address, date of birth, consent for referral, and as much of the following information as is available:

  1. Social Security number, if available
  2. Race/Ethnicity
  3. Referral Disability
  4. Referral Source

Applying for Services

An individual is considered to have submitted an application, which means that eligibility must be determined within 60 calendar days, when the individual or the individual's representative, as appropriate:

  1. has completed and signed ACCES-VR's application form, submitted a signed letter with the necessary information, or has requested services verbally, because he or she cannot sign a form or letter due to his/her disability; and
  2. has provided information necessary to initiate an assessment to determine eligibility; and
  3. is available to complete the assessment process (i.e., the person can directly participate in the assessment to determine eligibility).

Information about the application process must be presented to the individual as soon as possible after the referral in a group orientation or individual counseling setting. The individual must provide as much information as possible, including their name, address, telephone number, gender, race, marital status, social security number, information about the disability, and other information necessary to begin the eligibility assessment. An initial contact should not be delayed because of missing information.

When applying for services, the individual should provide information (such as employment history, medical information, alien work status or school records) necessary to assist in determining eligibility. This information will be necessary to determine eligibility. The person must also be available to meet with, provide available information to, and to participate in assessments as necessary.

Working with Referral Sources

ACCES-VR's Basic Guide describes ACCES-VR's services.  This brochure should be made available at referral sources, such as American Job Centers, schools, independent living centers, community rehabilitation programs and other agencies, as well as the ACCES-VR District Offices. When referring an individual to ACCES-VR for services, the referral source should, at the time of the referral provide all necessary and available information related to the individual's disability and employment needs to expedite eligibility decisions and planning for services. Documentation from referral sources and individuals should contain available information about the nature, extent of the disability, and the functional deficits resulting from the disability and the impact on the person's ability to become employed and to achieve a vocational goal.

  1. When information received from referral sources does not include name, address, date of birth or a statement of informed consent, ACCES-VR staff will request that the referral agency provide the data as well as other necessary information, including informed consent.
  2. When referral information has been received from a referral source other than the individual without a signed application or a signed letter requesting services, but reflects that the referred person is aware of and consenting to the referral, ACCES-VR will send the individual an application for services.
  3. Cooperative agreements and memoranda of understanding have been established between ACCES-VR and other state agencies, such as the Office of Alcohol and Substance Abuse Services, Office for People With Developmental Disabilities and the Office of Mental Health which include specific referral criteria and processes to promote referral. These referral criteria should be used as appropriate.


Rehabilitation Act:

  • Section 101; Section 102

Federal Regulations:

  • 361.41