Procedures

Steps for School Divisions/Agencies to Access VNOC Services:

1. The local school division/Part C system manager, who has the authority to commit funds, if necessary, makes the initial contact with VNOC coordinator to discuss the type of service needed. (Ann W. Hughes, (804) 828 – 1342, awhughes@vcu.edu)
   
2. The VNOC coordinator identifies and contacts the VNOC specialists that match the needs of the local school division/agency to explore their availability for the dates needed and their ability to meet the needs of the request.
   
3. The VNOC coordinator provides the local school division/Part C system manager with contact information for the VNOC specialist(s) recommended. However, the local school division/Part C system manager may choose another specialist. The responsibility for fees should be discussed with the consultant before services are provided. It is the responsibility of the local school division/Part C system manager to ensure that the consultant selected has the credentials needed to provide the service. Administrators may request verification of credentials from the consultant. With regard to the completion of assessments by VNOC consultants, the local school division/agency must comport with all applicable special education regulations including: 8 VAC 20-80-54; 8 VAC 20-80-56; 8 VAC 20-80-58; 8 VAC 20-80-65; 8 VAC 20-80-70.
   
4. The local school division/Part C system manager contacts the VNOC specialist, discusses specific needs, and applicable fees. This administrator arranges the date(s) and time(s) for the consultant’s services.
   
5. The local school division/Part C system manager or designee ensures that the appropriate school/agency personnel, parents, and child/student, if appropriate, are informed of the services including anticipated on-site visits. The local school division/agency is responsible for obtaining necessary parental permissions prior to the provision of VNOC services. The anticipated recipients of the information or services of the consultant will participate in a follow-up activity with the consultant.
   
6. The VNOC consultant completes the contact report form and submits it to VNOC coordinator.
   
7. The local school division/Part C system manager or designee completes an evaluation of the consultant’s services and sends it to the VNOC coordinator. The V NOC coordinator may call or e-mail to receive additional input from the local school division/agency.
   
8. The grant is a reimbursement model grant allocated to the Partnership for People with Disabilities. The local school division/agency is responsible for paying the VNOC consultant in accordance with agreed upon services. Reimbursement requests are submitted on school division/agency letterhead to the VNOC Coordinator, Partnership for People with Disabilities, 700 East Franklin Street, P.O. Box 843020, Richmond, VA 23284-3020.
   
   Request for reimbursement must include:
   
   • A description of the services received;
   • The date services were received;
   • The school division/agency’s Federal Tax Identification number; and
   • A copy of an invoice, purchase order or cancelled check as proof of payment.
   
   The Partnership for People with Disabilities will process reimbursement to the local school division/agency.

Consultants will not routinely participate in IEP/IFSP meetings or otherwise address matters related to a child’s placement unless an assessment contracted for that purpose is specifically stated as being part of the consultant’s service to the local school division/agency.