Narrative: i. 1.

WVDRS is committed to providing a comprehensive system of personnel development (CSPD) that complies with Section 101(a)(7)(A) of the Rehabilitation Act Amendments of 1998 and Section 721(a)(7)(A) of the Rehabilitation Act, as amended by the Workforce Innovation and Opportunity Act (WIOA) of 2014. Members of the State Rehabilitation Council are afforded the opportunity to review and comment upon this entire section, particularly the WVDRS plan for recruitment, preparation, and retention of qualified personnel, agency personnel standards, and staff development needs and activities.

Provisions of this section should assist in recruiting and retaining qualified staff members to ensure skilled personnel are available to provide rehabilitation services to individuals with disabilities. Furthermore, these endeavors will help ensure an improved level of competence and expand and improve vocational rehabilitation services for individuals with disabilities, especially those with the most significant disabilities, allowing them to reach employment.

The Human Resources Unit is primarily responsible for performing WVDRS personnel administration activities in keeping with guidance from the West Virginia Division of Personnel (WVDOP), Rehabilitation Services Administration, Social Security Administration, and other appropriate bodies. The Quality Assurance (QA) Unit also works closely with the Field Services Unit to ensure quality and timely training for new field counselors and rehabilitation services associates (RSAs).

The following narrative describes the WVDRS CSPD and policies, procedures, and activities relating to the establishment and maintenance of standards to ensure that personnel needed within WVDRS are appropriately and adequately prepared and trained for WVDRS operations.

WVDRS Data System on Personnel and Personnel Development Needs

Statistics and information utilized for personnel planning are maintained within the Human Resources Unit. WVDRS administrators can review salary, pay grade, job title, reporting unit, and personal employee information. Such information is available to WVDRS Assistant Directors and District Managers who use it for planning, hiring negotiations, and pay equity. WVDRS retiree information may also be obtained from these databases.

The Human Resources Senior Manager periodically (at least monthly) maintains and provides statistical data to the WVDRS Director. The data includes a list of the number of individuals under various classifications who are employed by WVDRS in the provision of rehabilitation services, as well as a ratio of the number of counselors to the number of consumers served each year. WVDRS estimates the ratio of consumers served (12,172) to the number of counselors (78) will be 156 in Program Year (PY) 2024.

Each year, the WVDRS Director receives a summary report that estimates and projects the number of such personnel that will be needed during the next five–year period. In November 2023, WVDRS had 78 counselors in various offices across the state. Of the 78 counselors, WVDRS had 24 Rehabilitation Counselors, 21 Senior Rehabilitation Counselors, 12 Certified Rehabilitation Counselors, and 21 Rehabilitation Counselor Trainees. WVDRS believes its existing counselors and field staff members are needed to provide services to consumers who are currently in the WVDRS system.

WVDRS had several unfilled positions as of November 2023: 5 Rehabilitation Counseling positions, 3 Senior Rehabilitation Counselor positions, 3 Certified Rehabilitation Counselor positions, and 2 Rehabilitation Counselor Trainee positions. Each unfilled position is being used to expand the number of field counselors, when needed.

A breakdown by personnel category, including the number of personnel in relation to the estimated number of individuals served in PY 2024, is as follows (information current as of November 2023):

• Rehabilitation Counselors: 29 total positions (including 5 vacancies), and 12 projected vacancies over the next five years. The ratio of individuals to be served to the number of Rehabilitation Counselors is 420.
• Senior Rehabilitation Counselors: 24 total positions (including 3 vacancies), and 7 projected vacancies over the next five years. The ratio of individuals to be served to the number of Senior Rehabilitation Counselors 507.
• Certified Rehabilitation Counselors: 15 total positions (including 3 vacancies), and 5 projected vacancies over the next five years. The ratio of individuals to be served to the number of Certified Rehabilitation Counselors is 811.
• Rehabilitation Counselor Trainee: 23 total positions (including 2 vacancies), and 9 projected vacancies over the next five years. The ratio of individuals to be served to the number of Rehabilitation Counselor Trainees is 529.
• Fiscal personnel: 9 total positions (including 2 vacancies), and 1 projected vacancy over the next five years. The ratio of individuals to be served to the number of Fiscal personnel is 1,352.
• Administrative Services personnel: 9 total positions (including 1 vacancy), and 6 projected vacancies over the next five years. The ratio of individuals to be served to the number of Administrative Services personnel is 1,352.
• Field Services personnel: 185 total positions (including 25 vacancies), and 65 projected vacancies over the next five years. The ratio of individuals to be served to the number of Field Services personnel is 66.
• Support Services personnel (e.g., human resources, rehabilitation technology unit): 42 total positions (including 3 vacancies), and 17 projected vacancies over the next five years. The ratio of individuals to be served to the number of Support Services personnel is 290.
• Information Technology personnel: 8 total positions (including 0 vacancies), and 4 projected vacancies over the next five years. The ratio of individuals to be served to the number of Information Technology personnel is 1,522.
• Other personnel (e.g., vocational instructors, technical analysts): 21 total positions (including 3 vacancies), and 10 projected vacancies over the next five years. The ratio of individuals to be served to the number of other personnel is 580.

WVDRS expects to see an increase in the number of consumers in its caseload system, from 10,652 individuals in PY 2022 to a projected 14,275 individuals in PY 2028. WVDRS administrators believe that the expected future caseload size will be managed by existing counseling personnel and the gradual filling of the 13 vacant counselor positions over the next five years. Additionally, WVDRS employs 55 RSAs to assist Counselors with their caseloads in order to more efficiently meet the needs of the increasing number of consumers.

The following information presents a range of the number of counselors and other agency personnel projected to leave WVDRS employment after becoming eligible for early retirement under the West Virginia Public Employees Retirement System by PY 2028. Of the 23 counselors who will be eligible, there will be 6 Rehabilitation Counselors, 7 Senior Rehabilitation Counselor, and 10 Certified Rehabilitation Counselors; no Rehabilitation Counselor Trainees are projected to retire by PY 2028. WVDRS continues to experience a gradual retirement of counselors and other personnel. The agency expects this trend will continue over the coming years.