Have a New YTP Site?

First and foremost, spend as much time as possible exploring the YTP Web Site and related links. To assist you with that process, some of the most important links are posted at the bottom of this page. Review those links so you develop a basic understanding about YTP. It is as important to understand what YTP IS as it is to understand what YTP IS NOT. In addition a Power Point presentation about the basics of YTP is also posted below for your review.

YTP is a collaborative process. Getting started means building those collaborations and getting settled in so that young adults with disabilities can access the excellent services and outcomes that come about as a result of being involved with YTP.

Here is a list of tasks and responsibilities that can get you started as quickly as possible (this list can vary in order of priority depending on circumstances):

  1. Schedule Technical Assistance Visits with your YTP Technical Assistance Provider (TA Provider) (see Management Team Link Below).

    • Who Should Be Responsible For This?: Primary Contact who wrote the YTP Grant; Transition Specialist (TS) if hired, Oregon Vocational Rehabilitation Services (VR) Branch Manager; or Vocational Rehabilitation Counselor (VRC) assigned to the newly funded YTP site or newly hired YTP TS.
  2. Identify an initial meeting of no more than 2 hours with your TA Provider and focus on high priority start-up tasks, designate a summer contact, determine summer contact's availability, schedule initial meetings with VR Branch assigned to your site, and begin a preliminary list of potential student referrals to YTP.

    • Who Should Be Responsible For This?: District or ESD personnel responsible for the start-up of YTP.
    • Note: new YTP staff in existing sites (aka "continuation sites") will want to meet with their TA Provider to look at which current YTP students are "rolling over" into a new biennium. This requires looking at data contained in the secure YTP Database (more on this below).
  3. Obtain Third Party YTP Agreement from Statewide YTP Coordinator (see YTP Management Page below), negotiate any revisions, obtain signatures, and return Agreement to VR.
    • Who Should Be Responsible For This?: District or ESD personnel responsible for overseeing the YTP Grant Agreement and YTP Statewide Coordinator.
  4. If any "Agreement Orientation Meetings" are scheduled make sure District or ESD representatives participate.
    • Ideal Participants: YTP supervisors (e.g. Special Education Director or Special Education Teachers), District or ESD fiscal Manager for YTP Grant, VRC, VR Branch Manager, TS.
    • Other Stakeholders: Building Administrators, Practitioners who may impact expenditures of YTP funds or influence performance outcomes.
    • Note: If there is any confusion about the YTP Third Party Agreement, contact the YTP Statewide Coordinator (see Management Team Page Link below).
  5. Hire or commit staff FTE for the Transition Specialist (TS) role. Involve the VRC or VR Branch Manager in the recruitment and selection process.
    • Who Should Be Responsible For This?: Human Resources Department, Special Education Director, VRC, VR Branch Manager or person responsible for YTP start-up activities.
  6. Make sure hired YTP personnel READ the Third Party Agreement between the District/ESD and VR. Also make sure to also read the proposal written by the District or ESD (which will be attached to the Agreement).
    • Who Should Be Responsible For This?: Hired YTP personnel, VRC , District or ESD Administrators in charge of YTP Grant, VR Branch Manager, and TA Provider.
  7. Obtain office space, computer, and telephone for TS.
    • Who Should Be Responsible For This?: TS, Building Administrator, Special Education Director, YTP Grant Supervisor, or other appropriate personnel.
    • Note: The TS needs to have a private location to meet with students and discuss confidential information. Since it is likely that the VRC assigned to the YTP site will also be coming to that space, the VRC needs the same confidentiality courtesy.
    • This is also a good time to consult your TA Provider and your VRC partner about YTP participant working file management, storage of information, and the collection of VR eligibility documentation.
  8. Become familiar with YTP Performance Benchmarks, and data submission procedures.
    • Who Should Be Responsible For This?: TS, VRC, and TA Provider.
    • Note: This will probably take more than one meeting to fully learn.
  9. Discuss process of networking with existing YTP sites or "veteran" YTP TSs in your region with your TA Provider.
    • Who Should Be Responsible For This?: TS, VRC, and TA Provider assist with YTP Contacts.
    • Note: Use YTP Map Link Below to network with other YTP TSs.
  10. Meet as an YTP Team to:
    • Schedule regular team meeting dates
    • Include VR Branch Manager in initial meetings to meet TS[s] and other YTP stakeholders.
    • Discuss and/or identify an initial pool of YTP participants. Note: This is a very good time to discuss and consider "ideal characteristics" of YTP participants (see Best Practices in YTP Link below).
    • Discuss and clarify roles and responsibilities which exist in your YTP Third Party Agreement both VR and ESDs/School Districts. Note: See sample agreement link below.
    • Discuss and begin to plan out VR eligibility documentation and the contents of working files or case files that will be used to collect and share information about YTP participants' progress as they move through various levels of VR/YTP services.
    • Who Should Be Responsible For This?: TS, VRC, and TA Provider assisting.
  11. In addition to upcoming YTP training events (e.g. YTP Regional Trainings, YTP Statewide Conference, YTP Summer Academy, etc.) strongly consider having new YTP staff attend the Annual VR In-Service in August of every summer (minimal cost), and other transition related conferences (e.g. Building Futures Conference, OAVSNP Conference, etc.).
    • YTP Third Party Agreements state that Districts or ESDs agree to release YTP staff to attend YTP, U of O, or VR sponsored training events.
    • All YTP Training Events are listed in the "YTP and Transition Related Events" Calendar on the YTP Web Site. Training events with the designation "YTP" in the title should be considered as mandatory attendance events as per the YTP Third Party Agreements. Note: See link below
    • Who Should Be Responsible For This?: TS gets information from Web Site, TA Provider, VR, and VRC. Administrators in charge of YTP Grant support attendance at trainings and professional development events.
  12. Discuss ideas for marketing or informational tools (e.g. brochures, fact sheets, business cards, etc.), talk to school staff, and other referral sources about YTP.
    • There are many examples of these materials on the YTP Web Site. Ask your TA Provider for guidance on this.
    • Use the YTP Map (link below) as many YTP sites have shareable and downloadable information on their detail pages accessible through the map.
    • Who Should Be Responsible For This?: TS, VRC and administrative staff to gather support and permission for information dissemination. Contact TA Provider for assistance and examples.
  13. Although mentioned above (item #11), hold dates for future YTP conferences, events and trainings.
    • Use "YTP and Transition Related Events" Calendar (link below) to manage dates, registrations, and other pertinent tasks to secure attendance.
    • Who Should Be Responsible For This?: YTP Team (TS and VRC) and other stakeholders.
    • Note: It is important that YTP TSs understand their program budgets how much money has been identified for training and professional development. Consult your TA Provider with questions.