Texas Workforce Commission–Vocational Rehabilitation Services (TWC-VR) sponsors:

  • rehabilitation engineering;
  • assistive technology devices; and
  • assistive technology services.

VR counselors may use rehabilitation technology services at any time during the case, as necessary, to:

  • conduct assessments;
  • achieve the customer's planned goal and objectives; or
  • provide authorized services to the customer's family members. See C-1400: Supplemental Services.

Consultation is available from the following:

  • Designated regional program specialist (RPS)
  • Program specialist for assistive and rehabilitation technology (PSART) in state office
  • Assistive technology subject matter expert (AT SME)
  • Assistive technology unit subject matter expert (ATU SME)
  • Employment assistance specialist (EAS)
  • Assistive technology professional specialist (ATP)
  • Vehicle modification evaluation subject matter expert (VME SME)
  • Vocational rehabilitation teacher (VRT)
  • Assistive Technology Specialist (ATS) in each unit

For information services specific to customers who work on farms or ranches, see Texas AgrAbility Project guidance.

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C-201: Legal Authorization

Rehabilitation technology means "the systematic application of technologies, engineering methodologies, or scientific principles to meet the needs of, and address the barriers confronted by, individuals with disabilities in areas that include education, rehabilitation, employment, transportation, independent living, and recreation. The term includes rehabilitation engineering, assistive technology devices, and assistive technology services."

29 USC §705(30)

"(3) Assistive technology

The term 'assistive technology' means technology designed to be utilized in an assistive technology device or assistive technology service.

(4) Assistive technology device

The term 'assistive technology device' means any item, piece of equipment, or product system, whether acquired commercially, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.

(5) Assistive technology service

The term 'assistive technology service' means any service that directly assists an individual with a disability in the selection, acquisition, or use of an assistive technology device. Such term includes—

(A) the evaluation of the assistive technology needs of an individual with a disability, including a functional evaluation of the impact of the provision of appropriate assistive technology and appropriate services to the individual in the customary environment of the individual;

(B) a service consisting of purchasing, leasing, or otherwise providing for the acquisition of assistive technology devices by individuals with disabilities;

(C) a service consisting of selecting, designing, fitting, customizing, adapting, applying, maintaining, repairing, replacing, or donating assistive technology devices;

(D) coordination and use of necessary therapies, interventions, or services with assistive technology devices, such as therapies, interventions, or services associated with education and rehabilitation plans and programs;

(E) training or technical assistance for an individual with a disability or, where appropriate, the family members, guardians, advocates, or authorized representatives of such an individual;

(F) training or technical assistance for professionals (including individuals providing education and rehabilitation services and entities that manufacture or sell assistive technology devices), employers, providers of employment and training services, or other individuals who provide services to, employ, or are otherwise substantially involved in the major life functions of individuals with disabilities; and

(G) a service consisting of expanding the availability of access to technology, including electronic and information technology, to individuals with disabilities."

29 USC §3002(3), (4), and (5)

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C-202: Assistive Technology Unit Services

The mission of the Assistive Technology Unit (ATU) is to work in partnership with TWC-VR customers who have a primary disability of vision loss and staff to provide technology evaluation, demonstration, training services, technical advice, and information that support customers in reaching employment goals.

C-202-1: Referral to the Assistive Technology Unit

VR counselors must contact the EAS for an initial consultation before referring a customer for an ATU assistive technology evaluation.

The following is the process for referral:

  1. Complete a service record in ReHabWorks (RHW). The system automatically delegates the action to the ATU administrative technician.
  2. Ensures that an EAS report is in RHW or email a copy of the report to ATU at
  3. ATU staff schedules the requested service with the customer and field staff.

C-202-2: Services


ATU provides a one- to two-hour overview of one or more types of assistive technologies for customers, employers, or other groups. No recommendations for equipment purchase are made based on the results of a demonstration. There are no prerequisites.


ATU demonstrates assistive technology products to a customer in specific categories to help the customer determine which technology most effectively meets the vocational and educational needs of the customer. This process is usually completed in one day.


ATU delivers basic training to customers in the use of assistive technology equipment, typically over a three to five business-day period.

C-202-3: Prerequisites for Evaluation and Training

Customers must meet the following prerequisites for evaluation and training:

  • type 30 words per minute with 90 percent accuracy for all ATU computer evaluations or training
  • read contracted braille at 50 words per minute with 80 percent accuracy if the customer will be evaluated for or trained on the use of a braille embosser or braille note taker

An EAS consultation or basic consultation report is required for all referrals to ATU except for referrals to evaluate stand-alone and portable video magnifiers.

C-202-4: Special Considerations

If a customer requires special accommodations because of a physical limitation, medical condition, or learning disability, or if the customer is employed and the evaluation is for job retention, before submitting a referral, the VR counselor contacts ATU to request a waiver of the typing and/or braille requirement.

C-202-5: Follow-Up

The ATU specialist enters a case note (places a report in case notes) entitled Report—Equipment Recommendation, containing specific assistive equipment recommendations with proper justification for these recommendations as required.

Field staff may need to arrange for specific training for job- or school-related tasks with a contract vendor following ATU evaluation/training.

For information on assistive technology training available from providers to help customers succeed at work, school, and/or in vocational training, see the VR Standards for Providers Chapter 9: Assistive Technology for Sight-Related Disabilities.

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C-203: Rehabilitation Technology Devices and Services

Because VR uses tax revenue for case service expenditures, the VR has the additional obligation to purchase the least expensive services that meet the functional needs of the customer. VR is the payer of last resort. Comparable benefits must be applied first. After the customer's primary and/or secondary benefit coverage has been applied, VR will pay to the contractor an amount equal to the customer's co-payment, coinsurance, or deductible due. The VR payment will not exceed the insurance-allowed amount or the VR contract rate, whichever is less.

VR counselors may purchase an assistive or adaptive device when it is required to conduct assessments and address a customer's vocational need. Technologically advanced products not shown to be effective by independent clinical evidence are not likely to meet customers' vocational needs in a cost-effective manner and should not be purchased with VR funds.

Before making a purchase, the VR counselor verifies that the product meets TWC-VR's best-value purchasing criteria. See D-200: Purchasing Goods and Services.

The VR counselor should contact the state office program specialist for assistive and rehabilitation technology (PSART) with questions pertaining to TWC-VR best-value criteria as necessary.

C-203-1: Restrictions

While professionals other than rehabilitation engineers may provide assistive technology services, only licensed professional engineers or an ATP may provide rehabilitation engineering services. The VR counselor consults with an engineer or ATP when the service includes design or modification of a product.

Before committing TWC-VR funds, it is important to reach an understanding with the provider about price and delivery. For rehabilitation engineering services provided before individualized plan for employment (IPE) development, use the following RHW specification levels:

  • Level 1—Evaluation Services
  • Level 2—Other Evaluation Services
  • Level 3—Other Evaluation Services
  • Level 4—Other Evaluation Services

The VR counselor consults with the PSART for information about providers from which TWC-VR has purchased services.

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C-204: Vehicle Modification Services

Vehicle modification services enable customers to achieve employment outcomes by removing barriers to transportation through use of a personal vehicle. The vehicle modification process includes evaluation, training, and installation of modifications.

Given the length of time required for each of these steps, vehicle modification services can take up to 12 months and must be addressed as early in the rehabilitation process as possible. Services are considered substantial even though the customer might not be the driver of the modified vehicle. All vehicle modification and related supports must be on the customer's IPE before proceeding with services.

This section provides information on the purchase and processing of vehicle modification services.

C-204-1: Purchasing a Modified Vehicle or Vehicle for Modification

The VR Counselor's Role in Vehicle Modification

The VR counselor's role in vehicle modification is to:

  • carefully guide the customer through the entire process, including making an informed choice;
  • provide the customer information regarding:
  • visually inspect and have the pre-owned vehicles mechanically assessed and ensure that such vehicles have odometer readings under 30,000 miles before agreeing to pay for modifications;
  • document in a case note the customer's commitment, ensuring that the customer has a current driver's license, or instruction permit, as appropriate;
  • document in a case note that the customer has the resources to maintain the vehicle and the installed modifications;
  • counsel the customer on the ultimate replacement of the vehicle and modifications (customers should plan to drive vehicles for the life of the adaptive equipment, which averages seven to 10 years); and
  • ensure that all transportation options have been evaluated, and that modification of the vehicle meets the customer's vocational need in the necessary time frame and in the most cost-efficient manner. 

VR Requirements for Vehicle Modification

All modifications must meet the requirements outlined in VR Standards for Providers, Chapter 22: Vehicle Modifications. Contact the PSART for information about whether the equipment or modifications meet these technical specifications.

The VR counselor and the customer must begin planning the vehicle modification process before buying the vehicle. The customer must not purchase a vehicle before getting authorization from the VR counselor. VR counselor authorization must be documented on the IPE.

C-204-2: Purchasing a Modified Vehicle or Vehicle for Modification

Vehicle modifications are considered only after every other transportation option has been explored and only after it has been determined that provision of an accessible vehicle is the most cost-efficient and appropriate approach for the customer.

Help the customer purchase a modified vehicle or vehicle for modification only when it is necessary for the customer to participate in other planned services, such as vocational training and job-related services, or for employment.

The primary objective of vehicle purchasing assistance is to defray initial costs that the customer must pay to take possession of the vehicle to be modified, such as:

  • down payment;
  • registration fees; and
  • initial insurance.

VR does not purchase vehicles outright for customers.

Criteria for Assistance

Consider assisting with a vehicle purchase only when all the following conditions are met:

  • Because of the disability, the customer requires a modified vehicle, and accessible transportation is not otherwise available within the same time frame under which the modification would be available.
  • No comparable services or benefits are available to meet the customer's transportation needs.
  • Relocation to an area with accessible transportation is not feasible.
  • The customer has enough income, or the planned employment goal will result in enough income, to cover future payments, insurance premiums, gasoline, and routine maintenance costs.

The justification for the purchase of any vehicle purchase assistance or modifications must be documented in a case note. All vehicle modifications must be included as a planned service in the customer's IPE.

Vehicle modifications can range from under $1,000 for simple hand controls to many thousands of dollars for van conversions with complex driving systems. Deciding that vehicle modification is reasonable and necessary requires the VR counselor to carefully consider numerous factors, including at least the following, and document all considerations in the customer's case notes:

Available Transportation Alternatives

If community transportation is available, the VR counselor explains why community transportation is unable to meet employment needs.

If community transportation is not available, the VR counselor analyzes options for relocating to where transportation is available.

Compare the cost of modifications to the cost of community transportation. Purchase and installation of hand controls in a customer's vehicle may be more cost effective than community transportation.

Consider equipping the vehicle for the customer as a passenger when a driver is readily available or when it is cost effective for the customer to arrange for a driver.

The costlier the modification, the less cost effective it is over community transportation.

The Cost of the Modification

Consider the life of the equipment and associated maintenance costs and the customer's ability to maintain both the vehicle and any installed adaptive equipment. Get estimated lifetime maintenance costs from the modification provider. The VR counselor must review the warranty and maintenance schedule with the customer and document this counseling and guidance in a case note.

The costlier the modification, the more critical customer stability is. The VR counselor must be able to anticipate that a customer with a progressive disability will be able to drive, without major changes, for the life of the equipment.

The Complexity of the Modification

The more complex the modification, the more critical it is that the customer properly maintain the equipment in accordance with manufacturer instructions so that the warranty remains valid.

Additionally, complex modifications mean more frequent breakdowns. Dependability of the modification in meeting the customer's needs is critical. The VR counselor evaluates how this will affect employment and documents this in a case note in RHW as part of the decision-making process.

Approval and Assistance Cap

All vehicle modifications that cost more than $2,500 require the VR Manager approval and documentation in RHW.

TWC assistance with the initial purchase of a vehicle is a maximum of $4,000 down payment, based on demonstrated financial need. Payment is in the form of a warrant payable to the customer, which the customer signs over to the vehicle dealer.

Payment Procedure

All payments are made directly to the customer in a warrant mailed to the field office by the following process:

  1. Create the service authorization.
  2. Once the pay is authorized, email the email box and request the Special Handling Form F-29 (695).
  3. Complete the form and send back to  This must be completed before the warrant number is issued.  This will insure that the warrant is sent to the field office.
  4. VR staff must hand-deliver the warrant to the customer at the vehicle dealer's location, and then witness the customer signing over the warrant to the dealer as the vehicle down payment.

C-204-3: Van Modifications, Lowered-Floor Minivans, and Limitations on Vehicle Modification Services

Van Modifications

Vehicle modification may range from minor modification of a passenger car, such as installing hand controls, to modifying a van to:

  • install a wheelchair lifting device;
  • raise the roof;
  • install automatic door openers;
  • lower the floor;
  • install special steering; and/or
  • install a wheelchair tie-down.

Van modifications are:

  • usually more extensive than automobile modification; and
  • limited to customers who cannot effectively use an automobile.

Lowered-Floor Minivans and Limitations on Vehicle Modification Services

Not all new minivans are suitable for lowered-floor conversions. Manufacturers' standard electronic configurations are often not compatible with lowered-floor conversions. Because of this, manufacturers offer lowered-floor vans, which are universally accessible vehicles that have been manufactured specifically for the mobility industry. A vehicle such as a lowered-floor conversion is not typically available from traditional automobile dealerships. However, mobility providers are located around the state and specialize in this type of vehicle. Contact the PSART to identify provider locations.

VR counselors should strongly encourage customers to purchase a converted or lowered-floor vehicle whenever possible, as opposed to purchasing a conventional vehicle and then making the necessary modifications.

If a converted vehicle is not available, and since a lowered floor is a major structural modification, VR authorizes this modification primarily on new vehicles. VR may authorize this modification in specific circumstances on some used or pre-owned vehicles so long as such vehicles:

  • have fewer than 30,000 miles;
  • pass the mechanic inspection; and
  • do not show evidence of ever having been in a wreck.

Note: Customers and customer representatives shall not purchase vehicles to be modified until the VR counselor and the VR Manager approve of the purchase and a vehicle modification service is included on the customer's IPE.

Limitations on Vehicle Modification Services

VR does not sponsor modification or purchase equipment available from the vehicle manufacturer or dealer for:

  • a vehicle not owned by the customer or an immediate family member (for example, a spouse or parent);
  • a vehicle without a current state registration and license plates; or
  • appearance rather than function.

Examples of items that VR does not sponsor are air conditioners, automatic transmissions, power steering, power windows, power brakes, and navigation systems.

The VR counselor carefully weighs the specific modification against the following:

  • Intended use of the vehicle
  • Customer's functional and cognitive abilities, including the following considerations:
    • When the customer functions adequately with hand controls and/or other minor modification to an automobile, VR involvement is limited to modification of the automobile;
    • When the customer cannot load or unload a wheelchair to or from an automobile, consider the purchase of a wheelchair loader (car top or inside car lift); and
    • When an attendant or driver, not the customer, will drive the vehicle, door openers and remote controls may not be needed.

C-204-4: Evaluating the Driver

Whenever possible, use the services of a certified driving rehabilitation specialist (CDRS). Driving evaluations must be within six months to be included in DARS3408, Vehicle Modification Evaluation.

The customer must complete driver training with the appropriate equipment if the customer has:

  • never driven;
  • never driven with adaptive equipment;
  • progressive disabilities; or
  • had significant changes in his or her condition.

The customer must have a valid driver's license with appropriate restrictions before a vehicle modification begins.

In some circumstances, however, a customer without a driver's license may not be able to obtain one until the modified vehicle is available. If there is reasonable assurance that the customer can operate a modified vehicle safely, an instruction permit (valid for one year) may suffice. In this case, complete only those modifications that will allow the customer to take the Texas Department of Public Safety driving test and complete the remaining modifications after the customer has a driver's license.

C-204-5: Evaluating Used or Pre-Owned Vehicles

The VR counselor and the customer must first consider the purchase of a reliable used or pre-owned vehicle, including a used vehicle that has already been modified. In addition to following the steps below, verify all applicable items such as the vehicle's reliability and serviceability, age, mileage, and insurance coverage.

When necessary, have a certified mechanic independent of the modifier evaluate any pre-owned vehicle before it is modified.

Using DARS3494, Mechanic's Evaluation—Used Vehicle, a certified mechanic must evaluate the vehicle to ensure the sound mechanical condition of all major components when:

  • the cost of the modification is $1,000 or more; and
  • the vehicle has more than 30,000 miles or is over four years old.

VR may pay for the cost of the evaluation (see DARS3494).

Salvaged vehicles are not accepted for any type of modifications.

C-204-6: Reviewing the Modification Plan before the Vehicle Is Purchased

Before the customer purchases a vehicle for which the modifications will cost more than $1,500, the VR counselor must request a pricing review of the plan with TTI. Vehicle purchases must be in the IPE, be approved by the manager, and include an electronic approval case note.

VR staff ensures that:

  • the make, model, year, and mileage of the vehicle that the customer plans to purchase are in the completed DARS3408; and
  • all steps in C-204-4: Evaluating the Driver are completed unless the customer is a passenger only.

Reviews by TTI and/or the PSART provide valuable information about the proposed modification.

VR staff submits all modifications under $1,500 to TTI for pricing review through the TTI-TWC website at no cost. For reviews over $1,500, TTI reviews determine whether the:

  • provider's quoted cost of the modification equipment is fair;
  • CDRS's prescription appears to meet the customer's needs; and
  • specifications for equipment meet TWC-VR standards.

TTI follows up by email to resolve issues and to give confirmation to proceed. TTI reviews submitted electronically through the TTI-TWC website are immediately acknowledged by TTI via email to the individual submitting the review. The process can take up to 10 business days after receipt of all appropriate documents submitted electronically through the TTI-TWC website. TTI addresses pricing issues with providers and sends the corrected form to the individual submitting DARS3408.

Before issuing the service authorization for the modification, verify that the vehicle purchased is the same vehicle described in the submitted packet.

C-204-7: Obtaining the Modification Proposal

The VR counselor and the customer together select an approved service provider. The VR counselor gives the customer a list of approved service providers in the customer's geographical area. If the customer has no preference, the VR counselor may consult with the ATS, VME SME or PSART before selecting a service provider.

At no cost to VR, the mobility provider prepares a proposal for the modification using DARS3408, Vehicle Modification Evaluation. Before completing and/or submitting the proposal, the service provider must meet with the customer to collect information on the type of mobility required and the customer's weight and height while in or on the mobility device, and to discuss options available to the customer.

After the proposal is received, the VR counselor and customer decide which modifications are reasonable and necessary for achieving the planned employment goal, consulting with the ATS, SME, PSART, or CDRS as needed.

After the receipt of the proposal and completion of TTI's review, approval by the VR Manager, and the IPE has been updated, a service authorization must be issued before the mobility provider begins the vehicle modification process.

C-204-8: Determining the Required Documentation for Modifications

The DARS3417, Vehicle Modification, Express Waiver of Right to TWC-VRS Equipment, requests that the lien holder expressly disclaims, in writing, any interest in the installed equipment. If minor changes to the agreement are needed, the VR counselor must consult TWC's Office of General Counsel.

If the lien holder agrees and later reclaims the vehicle for any reason, VR may:

  • remove the installed equipment; and
  • repay the lien holder for any vehicle damage caused by the installation of VR equipment.

If the lien holder does not sign the disclaimer, the VR counselor contacts the program PSART or the ATS for guidance.

The customer and mobility provider must sign DARS3417, Vehicle Modification, Express Waiver of Right to VR Equipment.

DARS3419, Vehicle Modification Mutual Agreement, requests the customer to waive any claim or right to the vehicle modification equipment. The customer agrees not to sell, mortgage, or otherwise dispose of the equipment.

DARS3409, Customer Vehicle Modification Agreement, has the customer acknowledge his or her role in the VME process and his or her responsibility to maintain the equipment by adhering to the periodic maintenance or adjustments needed on a periodic basis (every six months). 

The customer must sign DARS3409 and DARS3419 before proceeding with the vehicle modification.

C-204-9: Completing Inspections of the Modified Vehicle

The ATS or VME SME must inspect all vehicle modifications that cost less than $9,000:

  • after the work has been completed; and
  • before the vehicle is released to the customer.

Place a completed copy of DARS3474, Vehicle Modification Acceptance in the case file and gives a copy to the customer.

TTI must inspect all modifications that cost more than $9,000. TTI may inspect a modification that costs less than $9,000 at the VR counselor's request. An ATS or VME SME will also need to attend the inspection.

Exception: Minivan conversions that lower the floor for passenger use do not require only TTI inspection but also an ATS orVME SME to inspect the vehicle before it may be released to the customer

For each modification inspection:

  • issue a purchase order for $3,000 to

    Texas A&M Transportation Institute
    Texas A&M University System
    College Station, Texas 77843-3135
    Service Provider ID No. 3-727727727-5-999

  • use service category: Rehabilitation Engineering Services

C-204-10: Insuring the Vehicle

When VR provides vehicle modification services, the customer must obtain, at the customer's expense, insurance that covers the replacement cost of the sponsored modifications. The customer is required to carry full comprehensive coverage on the vehicle and adaptive equipment, or to have a rider on the equipment and technology itself. Before releasing the vehicle, the VR counselor obtains and files a copy of:

  • the paid insurance policy; or
  • verification from the insurance company that the customer is eligible for insurance when the modification is complete.

C-204-11: Helping the Customer with Payments for a Modified Vehicle

VR may help make the customer's vehicle payments on modified vehicles, up to the full monthly payment, for up to six consecutive months. The VR counselor authorizes this assistance only when:

  • the customer's financial circumstances create a temporary inability to make the payments;
  • the customer's current modified vehicle is being replaced with another vehicle;
  • the customer cannot pay for both vehicles at the same time; or
  • the customer cannot sell the current vehicle until modifications on the replacement vehicle are completed.

Note: All payments are made directly to the customer.

The VR Manager and regional director must approve vehicle payment assistance before it is included on an IPE or IPE amendment for the customer to sign.

C-204-12: Purchasing Equipment and Modification Repairs

In certain circumstances, the VR counselor may sponsor repairs to adaptive equipment and vehicle modifications. See C-1400: Supplemental Services, C-1402: Transportation Services, for additional information.

To sponsor equipment repairs, VR:

  • obtains a price quote;
  • submits a repair pricing review electronically to TTI (see the TTI-TWC website);
  • obtains VR Manager approval if the repairs are more than $2,500, as estimated by TTI's pricing review;
  • ensures the safety of the modification (for example, provision of tie-downs); and
  • issues a service authorization to a service provider that is both on the list of approved providers and authorized by the manufacturer to repair the equipment.

Upon completion of the repair work or modifications, the ATS or VME SME must inspect the work before the vehicle is released to the customer. The ATS or VME SME inspecting the vehicle must review the driver's evaluation recommendations before releasing the vehicle and be sure that additional behind-the-wheel training is not recommended. If additional driver training is recommended, the VR counselor does not release the vehicle. The ATS or VME SME contacts the driver's trainer to arrange for the additional behind-the-wheel training before releasing the vehicle to the customer.

Note: VR does not reclaim equipment that is broken, outdated, or no longer under warranty. If in doubt, the VR counselor contacts the PSART.

The VR counselor refers to the Check List for Vehicle Modification to ensure that all required steps for sponsoring a vehicle modification have been taken.

If VR participated in the cost of the vehicle modifications and a customer's vehicle is involved in a collision, or in the event of a customer's death, the VR counselor contacts the PSART in the state office.

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C-205: Jobsite and Home Modification Services

VR provides a jobsite or home modification when changes to a customer's physical environment are needed for the customer to perform:

  • all the essential tasks of a job; or
  • activities of daily living that improve the customer's ability to function independently in the home and community and enable the customer to pursue a vocational goal as indicated in the IPE.

The process begins with a full assessment of needs, followed by consideration of accommodation alternatives, including the need for customer training and/or education regarding the use of rehabilitation technology.

Informed customer choice in meeting technology needs involves considering:

  • when to disclose confidential information to an employer involved in a jobsite modification;
  • the advantages of low-tech solutions over high-tech solutions;
  • employer responsibilities under the Americans with Disabilities Act (ADA);
  • equipment maintenance needs and associated maintenance costs; and
  • the timeliness of the needed service.

C-205-1: Obtaining an Assessment of the Jobsite or Home

Before modifying the customer's jobsite or home, the VR counselor purchases an assessment from a licensed occupational therapist (OT), physical therapist (PT) ATP, or professional engineer (PE) specializing in assistive technology. Assessment services identify options that will allow the customer to:

  • work as effectively as possible; and/or
  • function as independently as possible.

For assessments specific to farm or ranch employment, the VR counselor considers purchasing services from the Texas AgrAbility Project.

Procedure for Obtaining an Assessment

The VR counselor uses the following procedure to obtain the assessment of potential modifications to the customer's jobsite or home:

  1. As needed, review information in:
  2. Complete:
  3. Pay upon receipt of assessment report, which is usually provided within 10 days of service.

If the assessment includes a recommendation for durable medical equipment, refer to C-704: Durable Medical Equipment.

If applicable, VR staff ensures that the customer signs the release on DARS3394, Job Site Modification Assessment Referral, specifying what customer information the OT, PT, or PE may provide to the employer.

For services provided by the Texas AgrAbility Project, follow procedures described in the related guidance.

Exceptions to Obtaining an Assessment

The VR Manager may grant an exception to the requirement to have an OT, PT, ATP, or PE assessment of the jobsite or home modification when:

  • no OT, PT, ATP, or PE can be located to provide the service, and the VR Manager is satisfied that a reasonable search has been made to find one;
  • the VR Manager has consulted with the RPS or the PSART, as documented in the case file, and the reason that a comprehensive modification assessment is not necessary is also clearly documented (for example, the customer requests help in replacing a piece of equipment); or
  • the use of an OT, PT, ATP, or PE will cause an unreasonable delay that could result in an undue hardship for the customer. (For example, a low-cost modification to a jobsite would allow the customer to maintain employment, and the employer will not wait for the assessment.)

C-205-2: Approvals and Other Requirements for Jobsite or Home Modifications

Before committing to a jobsite or home modification in an IPE, VR counselors must consult with the state office PSART and meet the following requirements:



Other Requirements

Jobsite modification

All jobsite modifications require VR Manager approval before being included in the customer's IPE.

VR-sponsored modifications are limited to adding items or equipment that can be removed without permanent damage to the employer's property if the customer terminates employment, changes job assignments, etc.

Before considering VR sponsorship, the VR counselor reviews the employer's responsibility under the ADA.

Home modification

All home modifications costing more than $1,000 require VR Manager approval before being included in the customer's IPE and documentation in the case folder.

Adaptive equipment may require installation but usually does not result in permanent structural changes. Household equipment may be specially designed, selected, or altered to enable the customer to perform homemaker duties despite his or her functional limitations.

Modifications are limited to equipment that can be removed from the residence without permanent damage to the property if the customer moves or fails to cooperate in achieving the planned objective.

C-205-3: Procedure for Purchasing a Jobsite Modification

VR uses the following procedure when purchasing a modification to the customer's jobsite.

Service Description


The services include:

  • evaluating the work site to design or redesign a workstation to prevent injury or re-injury;
  • providing training in ergonomic positioning and movement; and
  • recommending technology, furniture, or positioning that prevents injury or improves functioning at work.
  • The VR counselor consults with the state office PSART.
  • If the modification costs more than $700, the VR counselor obtains a written agreement from the employer, using the format and language in DARS3404, Employer Job Site Modification Agreement, before beginning the modification.
  • If the modification costs more than $1,000:
  • the VR counselor authorizes the purchase of a lien examination service from either a title insurance company or other source such as a law office; and
  • if no lien is found, the VR counselor files a copy of the results in the case file.
  • If there is a lien:
  • provide a copy of the TWC-VR–employer agreement to the lien holder; and
  • requests that the lien holder expressly disclaim in writing any interest in the equipment installed at the jobsite by TWC-VR using DARS3426, Residence or Job Site Modification, Express Waiver of Right to TWC-VRS Equipment.
  • If the lien holder will not sign the disclaimer, VR contacts TWC's Office of General Counsel (OGC) through the chain of command for guidance.

When circumstances require minor changes in the agreement, VR contacts the OGC for guidance.

Provide one copy of DARS3404, Employer Job Site Modification Agreement, to the employer.

File the original DARS3404 in the case file.

C-205-4: Procedure for Purchasing a Home Modification

VR uses the following procedure when purchasing a modification to the customer's home.

Service Description


Creating or enhancing access to the house or apartment or making residential features more accessible (that is, those features critical to participation in job preparation services or necessary for the customer's employment).

It may include construction of ramps, adaptive equipment such as stair glides and lifts, and household equipment.

  • The VR counselor consults with the state office PSART to ensure that the most practical modification equipment is used.
  • When equipment such as a porch or ramp is attached (for example, bolted or nailed) to the property, the VR counselor obtains a written agreement from the property owner using the format and language in DARS3403, Customer Residence Modification Agreement.
  • If the modification costs more than $700 the VR counselor clearly justifies that the modification supports the customer's planned employment outcome.

If the modification costs more than $1,000:

  • the VR counselor obtains the VR Manager's approval; and
  • purchases a lien examination from either a title insurance company or other source such as a law office.
  • If there is a lien, provide a copy of DARS3403 to the lien holder and requests that the lien holder expressly disclaim in writing any interest in the equipment installed in the residence or jobsite by VR, using DARS3426, Residence or Job Site Modification, Express Waiver of Right to TWC-VRS Equipment.
  • If the lien holder will not sign the disclaimer the VR counselor contacts TWC's OGC for guidance.

When circumstances require minor changes in the agreement, the VR counselor contacts the OGC for guidance whether the property is owned by the customer or another individual.

Provide one copy of DARS3403 to the property owner.

Keep the original DARS3403 in the case file.

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C-206: Financial Responsibilities of Customers

For information on customer participation in the cost of services and comparable benefits, see B-200: Processing Referrals and Applications, B-204: Customer Participation, and B-207: Comparable Benefits.

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