2017 VI Registration and Deafblind Child Count This Screen is posted online with the following chapter markers: Chapter 1. Registration of VI Students Chapter 2. Child Count of Students with Deafblindness Chapter 3. Registering Students Receiving Sec 504 Accommodations Chapter 4. Superintendent Approval Process Description of graphical content is included between Description Start and Description End. Transcript Start Chapter 1. Introduction [Silence] Animation: Text for TSBVI transforms into braille cells for TSBVI. [Slide start: text read by speaker] right-side graphic: TSBVI logo Description end: Narrator: Texas School for the Blind and Visually Impaired Outreach Programs. Registration of Students with Visual Impairment in Texas and Child Count of Students in Texas with Deafblindness. November 9th, 2015. Prepared by Sue Enoch, APH /VI Registration, Deafblindness Child Count Coordinator. enochs@tsbvi.edu. [Screen: medium shot of Sue Enoch speaking to camera.] Enoch: For those of you who have not met me, let me introduce myself. I am Sue Enoch, and I am part of the Outreach Team here at Texas School for the Blind and Visually Impaired. This Screen is provided to help you complete this task as quickly and easily as possible. Every state Department of Education is required to provide information on every student with a visual impairment or deafblindess, who reside in the state. In Texas the Texas Education Agency has contracted with Outreach to oversee the process and submit it as needed. Since data -- this data results in money and services for students, it's very important that we work together to make sure we identify every student and program. You will learn more about those functions in the Screen. This year we have put tabs into the Screen so that the person completing that section can get the information they need to complete their section, without watching the whole Screen. [Slide start: text read by speaker] There is a tab for The Registration of Students in Texas with Visual Impairment, The Child Count for Students with Deafblindness, The Registration of Students with Visual Impairment Receiving Accommodations through Section 504, and for the Superintendent’s Approval Page. [Screen: medium shot of Sue Enoch speaking to camera.] I hope you find this helpful. [Slide start: text read by speaker] If you need assistance please feel free to contact me at 512-206-9270, or email at enochs@tsbvi.edu. Chapter 2. Registration of VI Students [Slide start: text read by speaker] right-side graphic: TSBVI Logo Description end: The Registration for Students in Texas with Visual Impairments is the largest data collection of student data that we do. [Screen: medium shot of Sue Enoch speaking to camera.] It includes everyone with visual Impairments, deafblindness, and 504 eligibility. Yes, students who qualify for any other group such as 504 or deafblindness or students with multiple impairments should also be included in this collection. In other words, any student with a visual impairment should be included, no matter what other conditions exist. [Slide start: text read by speaker] Narrator: New in 2017. Deafblind students must be entered on both the Texas Deafblind Child Count and the Registration of Students in Texas with a Visual Impairment. An error will now display if you are trying to close the district entry, and a matching student ID is not found for a student, who should be in both applications. [Slide start: text read by speaker] It will also not close if there is an inconsistency in the data. For example, if the student is entered into the Texas Deafblind Child Count, and is not entered into the Registration of Students in Texas with a Visual Impairment, the error message will say, “You cannot close this district, [Slide start: text read by speaker] because all students entered by your district must be correctly entered by your district in the Registration of Students in Texas with a Visual Impairment.” Data on the Texas Deafblind Child Count must match the data on the Registration of Students in Texas with a Visual Impairment before you can close your submission. [Slide start: text read by speaker] Narrator: Why participate in the Registration of Students in Texas with a Visual Impairment? APH quota funds are determined by the number of students registered as being legally blind. Each student sends about $298.10 to the Texas Instructional Materials Center for use in Texas. Our 2016 total was $1,479,2300. [Slide start: text read by speaker] A student must be registered in order to receive books and other materials from Texas State Library and Archives Commission, Talking Book Program. It qualifies students for braille and large print textbooks through the Division of Textbook Administration of the Texas Education Agency. [Slide start: text read by speaker] It qualifies students for services available through state supplemental VI funding for the unique needs of students with visual impairments. And it facilitates local, regional, and statewide program planning. [Slide start: text read by speaker] What do you need to complete registration of students with a visual impairment? Basic demographic information. A Texas Student Data System Unique ID number. Beginning in 2014, only the Texas Unique ID is acceptable. The only exceptions are for infants under age three, and unique situations for transfer students. A current eye report. [Slide start: text read by speaker] Etiology of visual disability and other identified disabilities. Reading media and grade level of textbooks used. Your superintendent’s signature. And the Parental Consent Form, which is available at: www.tsbvi.edu/images/outreach/consent.pdf [Slide start: text read by speaker] Getting started with the online registration. Go to the “Registration of Students with Visual Impairments Online” at www.tsbvi.edu/vi-registration. You can also locate the online site by going to the TSBVI website, www.tsbvi.edu [ Screen start:] Description Start: Content: TSBVI home page with large yellow arrow pointing upward at the "Outreach/Technical Assistance" tab. Description End: and click on the tab for “Outreach” at the top of the screen, [ Screen start:] Description Start: Content: TSBVI home page with large yellow arrow pointing to the left sidebar and button titled, "DB Child Count & VI Registration." Description End: Then, click the link for DB Child Count & VI Registration. [ Screen start:] Description Start: Content: Login page for Annual Registration of Students with Visual Impairment. Description End: That will take you to the login page. [ Screen start:] Description Start: Content: Close-up of Login page for Annual Registration of Students with Visual Impairment with two fields; District Number and Password. User enters 227905 into the District Number field. Description End: The login is the same six-digit county, district number without the hyphen. Enter the six digits only. [Slide start: text read by speaker] Passwords. The password is a string of numbers sent to your district Special Education Director by email from VI Registration the first week of December. Please contact the district Special Education Director and request this password. Use the same password for the Registration of Students in Texas with a Visual Impairment and the Texas Deafblind Child Count. [Slide start: text read by speaker] Logins to register students served under Section 504 are done with a separate password that will also be sent to the Special Education Director. [ Screen start:] Description Start: Content: Registration Menu page for Annual Registration of Students with Visual Impairment. Slow zoom to upper-left corner that displays: district name, district number, ESC region,district status, district status (504), District status (Deafblind Child Count), VI Students, and Superintendent Approval. Description End: Registration menu. At the top of the registration menu is your District Name, District Number, ESC Region, and District Status. As long as District Status is showing “Open” you can make changes to the registration. If the District Status is showing “Open” you have not completed the registration. [Slide start: text read by speaker] Exceptions for students without unique ID numbers. Infants now can be added just using the last 4 numbers of their Social Security number, without having to call anyone. If you have a student without a Texas Unique ID, who is not an infant, you can still register that student by calling Sue Enoch at 512-206-9270. [ Screen start:] Description Start: Content: Screen shot of "help page" from registration website, showing a close-up of a Student Records page with a list of current, registered students. Student names are hyperlinks. One name is circled in red. Description End: Student Records. This screen shows you a list of students who were on the registration last year. Select a student to get the full record to open. [ Screen start:] Description Start: Content: Student Information page listing all data fields with actual student data blurred out. Description End: You now can edit any of the data in the record. Please verify all the fields, as there may have been changes from the previous year. Please pay special attention to grade level for students who were coded IP or PS last year. [ Screen start:] Description Start: Content: Student Information page with red outline around Visual Acuity Data section. Description End: Beginning this year, there is space to fill in the visual acuity data, for each student. Please do so. [ Screen start: text read by speaker] Changes for Existing Students. Make sure the Texas Student Data System Unique ID number is entered for each student. The ten-digit unique Texas ID is required for each child. Children birth-to-three may still use the last 4 digits of their Social Security number if there is no Texas ID. Verify that grades show only the number, i.e. 01 without the word “grade.” [ Screen start: text read by speaker] Primary language of learner is defined as the primary language used for instruction. If the child is being instructed at home, language still refers to the language used to instruct the child at home. [Slide start: text read by speaker] Choices for Level of Vision. MDB - Meets the definition of blindness. A central visual acuity of 20-200, or less, in the better eye, with best correction, using the Snellen chart; or a visual field of 20 degrees or less. [Slide start: text read by speaker] FDB - Functions at the definition of blindness. Indicates blindness due to injury or dysfunction. A student whose visual performance is reduced by a brain injury or dysfunction may be considered blind for educational purposes when visual function meets the definition of blindness by an eye care specialist, ophthalmologist or optometrist, or other medical doctor, such as a neurologist. Students in this category manifest unique visual characteristics often found in conditions referred to as neurological, cortical, or cerebral visual impairment. Even in the case of a non-communicative or non-responsive student, there must be verification that the student meets the definition of blindness or functions at the definition of blindness. [Slide start: text read by speaker] NLB - Not legally blind. Does not meet the definition of blindness. [ Screen start:] Description Start: Content: Registration Menu page for Annual Registration of Students with Visual Impairment. User clicks the "Add Student" button on the left side-bar. Description End: Adding a Student. If you have new students to add, click on “add student” [ Screen start:] Description Start: Content: New Student Information page. Description End: to fill in their information. [Slide start: text read by speaker] Students who are deafblind should be included on this registration. Students with multiple disabilities that include a visual impairment should be included on this registration. [ Screen start:] Description Start: Content: Lower portion of Student Information page. Slow zoom to bottom-left of page with large "Accept" button, underneath is blue, hyperlink text, "Drop This Student..." Description End: Dropping a Student. If a student is no longer being served in this district, click on the blue statement at the very bottom of the screen, under the "Accept" button. [Slide start: text read by speaker] Description End: The system will drop the student from the 2017 registration list and move them to the archive list. [Slide start: text read by speaker] Codes Used for Reading Medium. Primary reading medium. Required. V-visual, A-auditory, B-braille, N-nonreader, PRE-pre-reader. [Slide start: text read by speaker] Secondary reading medium. Required. V-visual, A-auditory, B-braille, NA-not applicable. [Slide start: text read by speaker] Other Reading Medium. Not required. Automatically defaults to NA. V-visual, A-auditory, B-braille, NA-not applicable. [Slide start: text read by speaker] If the student is a non-reader, a grade level will not be accepted. A reading medium code may not be repeated, with the exception of NA. [ Screen start:] Description Start: Content: Bottom portion of Student Information page. Yellow arrow points to Accept button. Description End: Accept. If you do not click on “accept” at the bottom of the page after entering each student’s information, all of your work will be lost! [ Screen start:] Description Start: Content: Registration Main Menu page. Description End: Close District Data. Once all student information is complete, return to the main menu. Click on “District Student List Report” [ Screen start:] Description Start: Content: District Student List screen Description End: and download your data – multiple formats are available. [ Screen start:] Description Start: Content: Registration Main Menu page. Description End: Click “Close All Entry for District,”on the left. You must close all entries before the Superintendent can approve a district’s registration data. [Slide start: text read by speaker] left-side graphic: Blue arrow with white text, "Snapshot January 2, 2017;" pointing to the right-side graphic. right-side graphic: Red stop sign with white text, "Deadline, January 31, 2017." Description End: Deadlines. The information added should represent a snapshot of the current student body on January 2nd, 2017, or the first day school reconvenes after the winter break. The deadline for turning in this information January 31st, 2017. [Slide end:] Chapter 2. Texas Deafblind Child Count [Slide start: text read by speaker] right-side graphic: TSBVI logo Description End: Enoch: The Child Count of Students with deafblindness provides important information about the students who are served through the Federal Deafblind Grant, [Screen: medium shot of Sue Enoch speaking to camera] their education and the provision of services for them. It is a requirement of the Department of Education and is used in a variety of important ways. [Slide start: text read by speaker] Narrator: New in 2017. Deafblind students must be entered on both the Texas Deafblind Child Count and the Registration of Students in Texas with a Visual Impairment. An error will now display if you are trying to close the district entry, and a matching student ID is not found for a student, who should be in both applications. [Slide start: text read by speaker] It will also not close if there is an inconsistency in the data. For example, if the student is entered into the Texas Deafblind Child Count, and is not entered into the Registration of Students in Texas with a Visual Impairment, the error message will say, “You cannot close this district, [Slide start: text read by speaker] because all students entered by your district must be correctly entered by your district in the Registration of Students in Texas with a Visual Impairment.” Data on the Texas Deafblind Child Count must match the data on the Registration of Students in Texas with a Visual Impairment before you can close your submission. [Slide start: text read by speaker] Narrator: Access the deafblind child count database at www.tsbvi,edu/outreach/deafblind; You can also locate the online site by going to the TSBVI website, www.tsbvi.edu [ Screen start:] Description Start: Content: TSBVI home page with large yellow arrow pointing upward at the "Outreach/Technical Assistance" tab. Description End: click on the tab for “Outreach” at the top of the screen, [ Screen start:] Description Start: Content: TSBVI home page with large yellow arrow pointing to the left sidebar and button titled, "DB Child Count & VI Registration." Description End: and go to the link DB Child Count & VI Registration. [ Screen start:] Description Start: Content: Login page for Annual Deafblind Child Count. Description End: That will open the login page. [Slide start: text read by speaker] Students whose disability code includes both AI and VI should be included on this child count. The login and password codes for this data are the same as the login and password for the Registration of Students in Texas with a Visual Impairment. [Slide start: text read by speaker]: Passwords. The password is a string of numbers sent to your district Special Education Director by email from VI Registration the first week of December. Please contact the district Special Education Director and request this password. [Slide start: text read by speaker] Getting started with the Texas Child Count for Students with Deafblindness. The login is the same six-digit county/district number without the hyphen. Enter the six digits only. [ Screen start:] Description Start: Content: Registration Menu page for Annual Deafblind Child Count. Description End: Click on student records button. [ Screen start:] Description Start: Content: Student Records page with a list of current, registered students. Student names are hyperlinks. Description End: Click on each student and check that their information is updated and accurate. [Slide start: text read by speaker] Narrator: Possible responses are found on drop-down boxes on the student information page. Continue for each student. [ Screen start:] Description Start: Content: Close-up of upper-left corner of Registration Menu page for Annual Deafblind Child Count, displaying: district name, district number, ESC region, district status (Deafblind Child Count), district status (VI Registration, 504), and Superintendent Approval. Description End: Registration Menu. At the top of the registration menu is your District Name, District Number, ESC Region, and District Status. [Slide start: text read by speaker] As long as District Status is showing “Open” you can make changes to the registration. If the District Status is showing “Open” you have not completed the registration. [Slide start: text read by speaker] Exceptions for students without unique ID numbers. Infants now can be added just using the last 4 numbers of their Social Security number without having to call anyone. If you have a student without a Texas Unique ID, who is not an infant, you can still register that student by calling Sue Enoch at 512-206-9270. [ Screen start:] Description Start: Content: Registration Menu page for Annual Deafblind Chld Count. Large, yellow arrow points to button titled, "Add Student," on the left side-bar. Description End: Adding a Student. If you have new students to add, click on “add student” to fill in their information. [Slide start: text read by speaker] Students who are deafblind should be included on this registration. Students with multiple disabilities that include a visual impairment and an auditory impairment should be included on this registration. [Slide start: text read by speaker] Dropping a Student. If a student is no longer being served in this district, click on the blue statement at the very bottom of the screen, under the "Accept" button. The system will drop the student from the 2016 registration list, and move them to the archive list. [Slide start: text read by speaker] Accept. If you do not click on “accept” at the bottom of the page after entering each student’s information, all of your work will be lost! [ Screen start:] Description Start: Content: Registration Menu page for Texas Deafblind Child Count. Description End: Close District Data. Once all student information is complete, return to the main menu. Click “District Student List Report” [ Screen start:] Description Start: Content: District Student List screen Description End: and download your data – multiple formats are available. [ Screen start:] Description Start: Content: Registration Main Menu page. Description End: Click “Close All Entry for District,”on the left. You must close all entries before the Superintendent can approve a district’s registration data. [Slide start: text read by speaker] left-side graphic: Blue arrow with white text, "Snapshot January 2, 2017;" pointing to the right-side graphic. right-side graphic: Red stop sign with white text, "Deadline, January 31, 2017." Description End: Deadlines. The information added should represent a snapshot of the current student body on January 2nd, 2017, or the first day school reconvenes after the winter break. The deadline for turning in this information January 31st, 2017. [Slide end:] Chapter 3. Registering Students Receiving Sec 504 Accommodations [Slide start: text read by speaker] Description Start: Title: Registration of Students Receiving Accommodations through Section 504. right-side graphic: TSBVI logo Description End: Enoch: You'll see that in this section, students who receive accommodations for visual impairment through Section 504 were included fairly recently. [Slide end:] The person who chairs the 504 committee, or provides those accommodations should complete the data form. The requirements are very different for this process, and the committee may not have all the information that is asked for in the form; demographic information, such as name, grade; eye report; consent for sharing data, are primary data points needed. In addition, please share the information that you have. [Slide start: text read by speaker] Narrator: New in 2017. Deafblind students must be entered on both the Texas Deafblind Child Count and the Registration of Students in Texas with a Visual Impairment. An error will now display if you are trying to close the district entry, and a matching student ID is not found for a student, who should be in both applications. [Slide start: text read by speaker] It will also not close if there is an inconsistency in the data. For example, if the student is entered into the Texas Deafblind Child Count, and is not entered into the Registration of Students in Texas with a Visual Impairment, the error message will say, “You cannot close this district, [Slide start: text read by speaker] because all students entered by your district must be correctly entered by your district in the Registration of Students in Texas with a Visual Impairment.” Data on the Texas Deafblind Child Count must match the data in the Registration of Students in Texas with a Visual Impairment before you can close your submission. [Slide start: text read by speaker] Narrator: Getting started with Section 504 Registration. Use the same login page as the one for the Registration of Students with Visual Impairment. The separate passwords for each area will separate the information. [Slide start: text read by speaker] Getting Started with the Online Registration. The login is the same six-digit county, district number without the hyphen. Enter the six digits only. [Slide start: text read by speaker] The Section 504 Registration password is included in the email received by the Special Education Director the first week of December. [ Screen start:] Description Start: Content: Registration Menu page for Annual Registration of Students with Visual Impairment. Slow zoom to upper-left corner that displays: district name, district number, ESC region,district status, district status (504), District status (Deafblind Child Count), VI Students, and Superintendent Approval. Description End: Registration Menu. At the top of the registration menu is your District Name, District Number, E-S-C Region, and District Status. [Slide start: text read by speaker] As long as District Status is showing “Open” you can make changes to the registration. If the District Status is showing “Open” you have not completed the registration. [ Screen start:] Description Start: Content: Registration Menu page for Annual Registration of Students with Visual Impairment. An animated, large, yellow arrow points to each button on the left-hand sidebar. Description End: Action buttons. “Student Records” takes you to a list of students who were on the registration last year. “Add Student” allows you to add a student from this page. “Close All V-I Registration Entry for District” changes the District Status from “open” to “closed.” “District Student List Report” allows you to create and print two different kinds of lists of students currently on the registration in your District. “Glossary” takes you to definitions of the various terms used in the registration data fields. There are directions in the main body of the page for how to edit existing students. [ Screen start:] Description Start: Content: New Student Information page. Description End: Adding a Student. If you have new students to add, click on “add student” to fill in their information. [ Screen start:] Description Start: Content: Lower portion of Student Information page. Slow zoom to bottom-left of page with large "Accept" button, underneath is blue, hyperlink text, "Drop This Student..." Description End: Dropping a Student. If a student is no longer being served in this district, click on the blue statement at the very bottom of the screen, under the "Accept" button. [Slide start: text read by speaker] The system will drop the student from the 2016 registration list and move them to the archive list. [ Screen start:] Description Start: Content: Lower portion of Student Information page. Slow zoom to bottom-left of page with large "Accept" button, underneath is blue, hyperlink text, "Drop This Student..." Description End: Accept. If you do not click on “accept” at the bottom of the page after entering each student’s information, all of your work will be lost! [Slide start: text read by speaker] Description Start: Title: Section 504 Information Description End: It is the responsibility of the District 504 Coordinator to identify these students and provide the requested information. Because the student does not receive special education services, it is not the responsibility of the teacher of students with visual impairment to complete this information. [Slide start: text read by speaker] Each student should have an eye report on file with the 504 Coordinator. The report is not required to be on the State Eye Report form on the TEA website, but must contain the information included on that form. [Slide start: text read by speaker] Each student should have the ”consent to release information” form signed by parents or guardians. www.tsbvi.edu/images/outreach/consent.pdf. The school district’s standard form is acceptable, as long as all agencies included on the sample that is available on the Registration of Students in Texas with a Visual Impairment web page are included. [Slide start: text read by speaker] Whatever the 504 Committee has accepted as documentation of a visual impairment is acceptable if it meets that eye report criteria. It is the responsibility of the 504 Committee to determine if the eye report is current. [Slide start: text read by speaker] Students included in this registration are eligible to receive materials provided through the American Printing House for the Blind. These materials may be used to provide the accommodations decided on by the 504 Committee. [Slide start: text read by speaker] The committee chair may place orders from the APH on-line ordering system through the Texas Instructional Materials Resource Center at the Texas School for the Blind and Visually Impaired website, www.tsbvi.edu. [ Screen start:] Description Start: Content: Registration Menu page for Annual Registration of Students with Visual Impairment. Description End: Close District Data. Once all student information is complete, return to the main menu. Click on “District Student List Report” and download your data -- multiple formats are available. [Slide start: text read by speaker] Click on the “Close All Entry for District” button on the left. You must close all entries before the Superintendent can approve a district’s registration data. [Slide start: text read by speaker] left-side graphic: Blue arrow with white text, "Snapshot January 4, 2016;" pointing to the right-side graphic. right-side graphic: Red stop sign with white text, "Deadline, January 31, 2016.” Description End: Deadlines. The information added should represent a snapshot of the current student body on January 2nd, 2017, or the first day school reconvenes after the winter break. The deadline for turning in this information January 31st, 2017. [Slide end:] Chapter 4. Superintendent Approval Process [Slide start:] Description Start: Title: Superintendent Approval Process right-side graphic: TSBVI logo Description End: Superintendent Approval Process [Screen: medium shot of Sue Enoch speaking to camera.] Enoch: Superintendent’s approval is also provided on the web. The Superintendent or the designee will receive an email, probably in mid-February, telling them the application is ready for their approval. There is a check box for the Superintendent that they complete as a way of verifying, to the best of their knowledge, the data is correct and complete. [Slide start: text read by speaker] Description Start: Title: Superintendent Approval Process Description End: Narrator: The Superintendent’s approval is to be done electronically. The Superintendent will be notified by email, early in February, of a date when their page is open and provided with a password. [Slide start: text read by speaker] The superintendent will enter the password and six-digit county, district number on the same page as the Texas Deafblind Child Count login. The password causes the application to go to the page for the superintendent’s approval signature. [Slide start: text read by speaker] The following must be true in order for the Superintendent to close: Registration of Students in Texas with a Visual Impairment must be closed. Registration of Students with a Visual Impairment Receiving Accommodations through Section 504 must be close. The Texas Deafblind Child Count must be closed. [Slide start: text read by speaker] If all data for the district has been entered, the Superintendent’s page will say “Ready.” If the data entry is not complete, the Superintendent's page will say, "Pending." [Slide start: text read by speaker] The application gives the Superintendent a chance to download the district’s data if they choose. The will remain available in a read-only document. The Superintendent marks the box that affirms that the data is correct, to the best of their knowledge. [Slide start: text read by speaker] Confirmation Codes The following values are the “fingerprints” of your district’s data. Should there ever be a question as to the content of your district’s data, at the time you approved it, you will be able to demonstrate precisely what you approved, by using your data to receive these fingerprints. [Slide start: text read by speaker] Final Tips for Everyone The Registration of Students in Texas with a Visual Impairment, the Texas Deafblind Child Count and the Registration of Students Receiving Accommodations through Section 504 are all online registrations. [Slide start: text read by speaker] Each screen has a help menu and you can always refer to the glossary for assistance. [Slide start: text read by speaker] Questions? Please call Sue Enoch at Sue Enoch at 512-206-9270, or email her at enochs@tsbvi.edu. [Slide start: text read by speaker] Thanks for joining us! This has been a presentation of the Texas School for the Blind and Visually Impaired