Federal Quota Registration Flow Chart

Initial instructions for the upcoming Census are sent via email to all Ex Officio Trustees by APH along with a blank Preliminary Student Registration Report form for their use in compiling new census data.

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First Monday in January is the official determining date for registration of all students who meet the definition of blindness or function at the definition of blindness and are enrolled in a formally organized educational program at less than college level. Adult Students determined as eligible in the previous calendar year may be enrolled at this time.

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March 15th is the deadline for entering new students/registrants and updated Census data which was gathered using the Preliminary Student Registration Report. After March 15th no additional students/registrants may be added to the database.

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Upon notification from APH, Ex Officio Trustees start the process of checking all accounts for exact name duplicates (phase two) and updating their data if necessary using the Duplicate Report on the Report Menu in SRS. These exact duplicate corrections must be completed by April 15th each year.

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Next, APH reviews all registrants in SRS for possible duplicates (phase three) and creates cross-referenced duplicate reports which are forwarded via email to EOTs and their assistants for review. EOTs must clarify if those students listed on the report are true duplicates, and if so, which account the student truly belongs in based on the census “as of” date for their respective account or which agency the registrant spends most of their time. Corrections are made by the EOT and/or their designated assistant. Once all corrections have been completed, no further deletions will be accepted.

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In the final phase of the census (phase four), a Certificate of Attendance for Registration of Blind Pupils for each account is created and added to the SRS Report Menu for EOTs to download and print a copy for APH and one for their agency. Each Certificate of Attendance includes the account’s final registration for the Census year and must be signed by the current EOT only. One of the original, signed, hard copies must be snail mailed back to the Support Specialist at APH. During this phase of the census, EOTs and/or their designated assistants must also save their final data in an Excel spreadsheet and their final reports for historical purposes.

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The annual federal budget appropriation is reported to APH each spring. Once the appropriation is received, the per capita amount is determined and EOTs are notified of funds credited to their federal quota accounts via a Certificate of Federal Quota Allocation.

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Process begins once again for the next year’s Federal Quota Census.

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