Updated: 05/20
701 Overview
In accordance with provisions in the Rehabilitation Act as amended, the Division has a Comprehensive System of Personnel Development (CSPD). The purpose of the CSPD is to ensure an adequate supply of qualified rehabilitation professional and paraprofessional personnel for the Division. Components of the CSPD include tuition and certification reimbursement to improve credentials of current employees, internships to support students entering the field of rehabilitation and a leadership program to support development of future managers and administrators for the agency.
702 Provision of Tuition Reimbursement
Reimbursement for post-secondary education tuition may be provided to DORS staff consistent with the following:
702.01 Applicability
Permanent staff who have been employed by the Division for at least six months, and who continue to receive at least "Meets Standards" ratings on performance evaluations may request tuition reimbursement for post-secondary education courses related to the mission and staffing needs of the Division. Specifically, requests for tuition reimbursement must be documented as follows:
Requests for tuition reimbursement which are directly related to the staff person's job duties as indicated on their position description shall be included in the "Training Recommendations" as part of the PEP.
Requests for tuition reimbursement which are related to the mission and staffing needs of DORS but not directly related to the current position shall be documented on the DORS Career Development Plan approved by the supervisor and program manager.
All staff requesting tuition reimbursement must also complete the DORS Staff Training Agreement. The **DORS Staff Training Agreement** and the **DORS Career Development Plan** are available on the Forms page in the Staff Development section of InDORS.
702.02 Accreditation of the Academic Program
DORS provides tuition reimbursement only for programs which are accredited by a nationally recognized accrediting agency or approved by the Maryland Higher Education Commission.
702.03 Amount of Reimbursement
The only reimbursable cost is the actual tuition cost, not to exceed the University of Maryland College Park in-state rates. All other related costs and/or fees, books and travel are the responsibility of the staff member and will not be reimbursed. The amount of any grants or scholarships awarded to the staff person will be considered in determining the final amount of reimbursement. Staff will not be provided reimbursement which exceeds the cost of attendance.
The maximum reimbursement for each semester will be:
Six credits of tuition per semester for staff affected by the CSPD requirement of the Rehabilitation act (Rehabilitation Specialists in the Rehabilitation Services Program) enrolled in a Masters in Rehabilitation Counseling, Masters in Career Assessment, or Masters or certification in Blindness/Low Vision; up to 18 credits of tuition annually.
Six credits of tuition per semester for staff taking all related and approved majors (other than Masters programs for staff directly affected by the CSPD requirements as indicated in Section 702.03(a)); up to 12 credits of tuition annually.
702.04 Timing and Requirements for Reimbursement
Employees must pay for tuition, fees and all other costs related to courses in advance. Reimbursement will be provided only if required procedures specified in this section are followed prior to taking the course(s). Reimbursement will be provided only for courses which have been satisfactorily completed (a C or better for undergraduate courses; a B or better for graduate classes). In addition, the employee must maintain at least a 2.0 GPA for undergraduate courses and a 3.0 GPA for graduate courses.
702.05 Schedule of Courses
All courses must be taken after work hours unless the course is offered only during work hours, in which case a modified work schedule should be considered. Requests for release time to attend classes requires the prior written approval of the Assistant State Superintendent. Release time requests shall be included on the staff person's **State of Maryland Application for Out-Service Training Authorization (MS551)** and forwarded through supervisory channels for approval as part of the tuition application packet.
702.06 DORS Staff Training Agreement
Staff requesting tuition reimbursement shall read and sign the DORS Staff Training Agreement which stipulates the years of subsequent employment with DORS required for those who have received tuition reimbursement and includes information about the employee's responsibility to repay to the State, on a prorated basis, any tuition reimbursement if the individual leaves DORS prior to completing the service obligation. A copy of the completed DORS Staff Training Agreement shall be forwarded to the staff person's official personnel record.
702.07 Required Procedures
(See **Tuition Reimbursement Checklist** on the Tuition Reimbursement page of the Staff Development section of InDORS.)
Prior to registering for courses for which tuition reimbursement is requested:
Discuss plans for achieving additional education with the supervisor and program manager to obtain preliminary approval.
Complete/Sign and obtain required supervisory/management signatures for the following:
A copy of "Training Recommendations" on the PEP if the course of study is directly related to the current position description or, if not directly related to the current position, an approved **Career Development Plan** (available on the Forms page of the Staff Development section of InDORS) – required prior to the start of an approved academic program.
The **State of Maryland Application for Out-Service Training Authorization (MS-551)** (available on the Forms page of the Staff Development section of InDORS) – required every semester.
The **DORS Staff Training Agreement** (available on the Forms page of the Staff Development section of InDORS) – required every semester.
Forward for the review and approval of the supervisor and regional/program director the following:
Two copies of the completed/signed "Training Recommendations" (PEP) or Career Development Plan, unless previously submitted and there are no significant changes.
A copy of the applicable course description.
A copy of the institution's current tuition rates.
A copy of the current position description (unless previously submitted).
The employee requesting tuition reimbursement is responsible for forwarding all completed and approved forms to the Staff Development Office. Staff of the DDS will forward the required information via the DDS Staff Specialist for Human Resource Development.
Following completion of the course(s). Forward to the Staff Development Office (DDS via the DDS Staff Specialist for Human Resource Development) the original and three copies of:
Completed **Reimbursement Voucher** (available on the Forms page of the Staff Development section of InDORS).
Official grade report.
Receipt or statement documenting prior payment of tuition by the employee to the institution of post-secondary education including documentation of grants and scholarships which apply to the cost of attendance.
Following completion of the academic program. Forward to the Staff Development Office (DDS via the DDS Staff Specialist for Human Resource Development) a copy of the diploma, certificate or transcript confirming completion of the academic program.
703 Provision of Reimbursement for Certification
Consistent with the Division’s commitment to assure qualified staff, DORS encourages staff to achieve professional certification in the field of vocational rehabilitation. In keeping with this commitment, DORS will consider reimbursement of initial and renewal certification/registration fees for the Certified Rehabilitation Counselor (CRC), the Certified Vision Rehabilitation Therapist (CVRT), the Professional Vocational Evaluator (PVE) and Certified Vocational Evaluator (CVE- renewal only) credentials related to the job responsibilities and position description of the staff person and included on the employee's approved Career Development Plan. Maintenance fees (e.g., for continuing education beyond what is offered through DORS Staff Development office), as well as other miscellaneous fees (e.g., certificate replacement fee) are the responsibility of the Staff person and are not eligible for reimbursement by the Division.
Staff members requesting reimbursement for initial certification/registry (CRC, PVE or CVRT) must have been employed by the Division for at least 6 months and continue to receive at least “Meets Standards” ratings on performance evaluations. Staff members requesting reimbursement for renewal certification/registry (CRC, PVE, CVE or CVRT) shall have continued to receive at least “Meets Standards” ratings on performance evaluations. DORS may provide reimbursement related to one certification per staff person; the cost of additional certifications is the responsibility of the employee.
703.01 Application for Reimbursement of Certification Fees
Staff requesting reimbursement for certification must complete the **Application for Certification Reimbursement** (available on the Forms page of the Staff Development section of InDORS) and forward for approval of the supervisor and program manager. The completed and signed Application must be submitted to the Staff Specialist for Human Resource Development at least one month prior to the date of the examination. A copy of 1) the original application to take the CRC or CVRT exam or to apply for the PVE registry; or statement including the renewal fee for the CRC, CVE, PVE or CVRT, and 2) the employee's Career Development Plan shall be attached to the Application for Certification Reimbursement. (Employees should request and retain a receipt for the amount of certification or renewal fees paid.)
703.02 Procedures to Request Reimbursement after Certification Achieved or Renewed
Once employees are formally notified that they have passed the CRC or CVRT examination or that their certification has been renewed, they may submit the **Reimbursement Voucher for Certification** (available on the Forms page of the Staff Development section of InDORS) along with:
- Copy of proof of certification or renewal
- Copy of the receipt indicating amount of fees previously paid.
Signatures of the employee and supervisor are required. The Voucher and attachments are to be forwarded to the Staff Specialist for Human Resource Development for review and processing. Reimbursement will be provided only if all required procedures specified in this section are followed.
704 Leadership Development
704.01 Leadership Exploration & Agency Programs (LEAP)
Periodically, the Division offers a four- to five-month mentoring program to enable staff to work with other DORS employees. The goal of this program is to increase a participant’s knowledge and perspective about DORS (including services provided, responsibilities of different offices, and specific position responsibilities). Supervisor approval is required to participate in this program. Information on the next Leadership Exploration & Agency Programs will be distributed via InDORS.
704.02 Emerging Leaders
Periodically the Division offers a seven- to eight-month in-service leadership development experience. Participants will receive current information about leadership, and they’ll have the opportunity to professionally develop through individual/group leadership activities. Events may include public speaking courses, a “group” project, as well as guest speakers, and shadowing more senior DORS staff. There is an application and selection process for those interested in participating. Regional/Program Director recommendation and approval are required. Information on the next Emerging Leaders program will be provided to staff via InDORS.
704.03 Executive Leadership Institute
Periodically, the Division offers a one-year leadership program, the Executive Leadership Institute (ELI), coordinated by DORS Executive Staff in collaboration with the George Washington University Technical Assistance and Continuing Education (TACE) Center. The purposes of the ELI include:
Provide a diversified senior leadership experience.
Support and build upon the commitment of the participants to the agency.
Provide a systems overview of the Division, community partners and other State agencies.
Assist participants in development expanded networks.
Have the DORS Executive Staff gain from the participants' perspectives.
Through participation in the ELI, participants will demonstrate an increased awareness of:
The interactions of the various systems related to the agency.
Roles of individuals and organizations.
Their own leadership characteristics.
There is an application and selection process for those interested in participating. Regional/Program Director recommendation and approval are required. Information on the next Executive Leadership Institute will be distributed via InDORS.
704.04 National Rehabilitation Leadership Institute
Offered through a partnership with the George Washington University and San Diego State University, this high level leadership development program runs for 18 months (approx.) and focuses on national trends and issues in rehabilitation services. Staff are considered for participation in keeping with agency funding priorities and upon recommendation of a member of DORS Executive Staff and approval of the Assistant State Superintendent. Staff selected to attend are required to complete the **DORS Agreement – National Rehabilitation Institute**.
705 Internships
The Division is committed to providing internships for students interested in becoming employed in the field of rehabilitation. Internships supplement the student's academic program and are instrumental in assuring a qualified pool of applicants for DORS positions so the Division can maintain a well-qualified staff.
705.01 Coordination of Internships
All internships for post-secondary students are coordinated by the DORS Staff Specialist for Human Resource Development. Internships for DDS are coordinated by the DDS Staff Specialist for Human Resource Development.
The Staff Specialist is responsible for maintaining liaison relationships with the three Maryland institutions providing master's programs in rehabilitation counseling (Coppin State University, University of Maryland Eastern Shore and University of Maryland College Park), the George Washington University and other post-secondary institutions requesting that DORS provide internship opportunities to their students. This includes private career schools, colleges and universities. The Staff Specialist will clarify with representatives of post-secondary institutions:
Internship application requirements and timeline for the student, including submission of the **Internship/Volunteer Application (RS-9d) (LARGE PRINT)|Volunteer Application (RS-9d) (LARGE PRINT)** and a résumé.
The requirement that staff at the institution (a) provide a letter of reference for the individual confirming that he/she is appropriate and qualified to work with individuals with disabilities as an intern, and (b) clarifying expectations and requirements of the internship from the perspective of the post-secondary institution.
The Staff Specialist will review and coordinate with the DORS Director response to any written contracts or agreements requested by institutions of post-secondary education related to internships.
Field, OBVS and WTC staff and managers are to forward all internship requests and requests to sign contracts and agreements to the Staff Specialist for Human Resource Development who will consult with DORS Executive Staff regarding the substance of the agreement and appropriate signatories.
705.02 Internship Requests and Procedures
Students interested in becoming interns with the Division shall be referred to the Staff Specialist for Human Resource Development, who will:
Give the student information about internship possibilities within the Division's offices, discuss required internship application timeline, and refer the student to the DORS website for an overview.
Forward a copy of the **DORS Internship Fact Sheet (RS-9e) (LARGE PRINT)** and the **Internship/Volunteer Application (RS-9d) (LARGE PRINT)|Volunteer Application (RS-9d) (LARGE PRINT)** to the student and request a résumé if the student wishes to pursue internship placement.
Review the completed **Internship/Volunteer Application (RS-9d) (LARGE PRINT)|Volunteer Application (RS-9d) (LARGE PRINT)** and résumé.
Coordinate placement with Division staff:
Placement of all interns shall be with a DORS staff person who is rated "Meets Standards" or better on performance appraisals.
Placement of students in master's degree programs in rehabilitation counseling or closely allied fields shall be with a technical specialist.
Placement of an intern who is a DORS consumer shall be in a different office than the one in which the student is served by DORS.
Consideration will be given to the need of the intern to have access to the DORS Network, AWARE™ and agency email (see Section 705.05). The Staff Specialist shall coordinate with DORS MIS, as needed.
Interns shall be closely supervised and shall not be given full responsibility for casework in the event of a staff vacancy.
Once the internship site and internship supervisor are selected, coordinate completion of the **DORS Internship Agreement (RS-9t)** and required signatures on the **Internship/Volunteer Application (RS-9d) (LARGE PRINT)|Volunteer Application (RS-9d) (LARGE PRINT)**.
Address any requests by the educational institution for written contracts or agreements.
Coordinate registration with DORS Volunteer Services and assure that students applying for internships participate in orientation activities, including review of policy and procedures related to confidentiality and ethics.
Coordinate periodic review of progress during the internship with DORS staff and the college/university internship coordinator.
705.03 Confidentiality and Ethics
The rehabilitation specialist or other staff person responsible for the supervision of the student-intern shall inform the student of the Division’s policy and procedures on confidentiality and ethics and implications for the specific worksite and work activities. Ethics and confidentiality are also included in the orientation provided through DORS Volunteer Services.
705.04 Case Documentation
The rehabilitation specialist or other staff person responsible for the supervision of the student-intern will be responsible for documentation prepared by the student-intern.
705.05 Intern Access to DORS Network, Email and AWARE™
DORS Network and Agency Email – Consideration will be given on a case-by-case basis whether an intern would need access to the DORS Network and InDORS. Access to either requires approval of the Staff Specialist for Human Resource Development and the Director of OFS, WTC or OBVS.
AWARE™ – Interns in master's level programs may be given Guest Access with Case Notes in AWARE™. Interns in associate’s or bachelor’s degree or certificate programs shall not have access to the case management system. Exceptions require approval of the Staff Specialist for Human Resource Development and the director of OFS, OBVS or WTC, as appropriate.
The Staff Specialist for Human Resource Development will coordinate requests with MIS, as appropriate, and OFS, WTC or OBVS management.
705.06 Recorded Sessions
If a student-intern is required to record a counseling session with an applicant for or recipient of DORS services, the student-intern must obtain:
Approval from the supervising rehabilitation specialist.
A signed written consent from the individual to be recorded and, as appropriate, the individual’s representative.
