|
| HOME | PRODUCTS | LOUIS | SHOP | MUSEUM | ADVISORY | RESEARCH | HELP | SEARCH |
Dear Ex Officio Trustees:
The American Printing House for the Blind has a rich 150 year history as the world's oldest and largest resource of educational materials designed or adapted for blind and visually impaired students. As an Ex Officio Trustee (EOT) of APH, you are charged with administering the funds allocated to each of your registered students under the Federal Quota Program. It will be your responsibility to determine how those designated quota credits are used to purchase materials for educational programs. We hope that this booklet will give you the tools necessary to proceed with your important tasks.
After reviewing this information, please let us know if we can further assist you with the administration of the Act to Promote the Education of the Blind as it relates to the provision of services to your students and clients. The staff of APH is eager to work with you and to receive your feedback and suggestions to improve products and services.
We look forward to a long-term professional relationship with positive benefits for the students and clients we jointly serve.
Sincerely,
Tuck Tinsley III, Ed.D.
President
(800) 223-1839 Ext. 240
ttinsley@aph.org
Bob Brasher
Vice-President of Advisory Services and Research
(800) 223-1839 Ext. 369
bbrasher@aph.org
Janie Blome
Director, Field Services Department
(800) 223-1839 Ext. 367
jblome@aph.org
Cindy Amback
Field Services Specialist
(800) 223-1839 Ext. 257
camback@aph.org
In the mid-1800's, when schools for the blind were being established in the United States, each school was responsible for embossing the books and manufacturing the appliances necessary for the instruction of its own pupils. School leaders soon recognized this as a great waste of effort and resources and saw the need to consolidate efforts to provide embossed materials for blind students. Dempsey Sherrod, a blind activist from Mississippi, convinced Kentucky leaders to create a centralized national printing house in Louisville in 1858 to meet the combined demands of the nation's schools.
This successful endeavor set the stage for even further cooperation and consolidation of effort. The United States Congress, at the strong urging of the American Association of Instructors of the Blind, passed the 1879 "Act to Promote the Education of the Blind." This act set up a system to provide free school books and tangible apparatus for blind students and named the American Printing House for the Blind as the national source of these educational materials.
By this federal Act, Congress created a permanent annual appropriation for the specific purpose of "manufacturing and furnishing books and other materials specifically adapted for instruction" of blind students in the United States and its Territories. One of the first laws enacted by Congress to support the education of students with disabilities, it has become a landmark. The Act and its resulting programs administered through the American Printing House for the Blind make specifically developed educational materials more available and more effective today than ever before.
Initially, APH was chartered to emboss tactile books and to produce simple tangible apparatus. Today, APH continues this proud tradition by producing hundreds of textbooks in braille, enlarged type, and large print and by manufacturing and maintaining an extensive inventory of educational aids, tools, and supplies.
The system through which these specialized materials are distributed is known as the Federal Quota Program. Through it, textbooks and aids are provided free to eligible blind students in educational settings that range from early intervention programs for visually impaired infants to rehabilitation for elders who have age-related vision loss, from center-based and residential school programs to the regular classroom.
As prescribed by an Act to Promote the Education of the Blind, Congress makes an annual appropriation for the provision of the special Federal Quota materials. This appropriation is divided by the total number of eligible students in educational programs on the first Monday of the preceding January. This division results in a per capita amount of money that is then multiplied by the number of eligible students in each Federal Quota account. The resulting total is credited to each respective account, thus establishing each agency's annual "quota" to be used for the purchase of APH materials.
By law, no part of the appropriation can be used for the erection or leasing of buildings. The Printing House, out of its own funds, provides the buildings and equipment necessary for the production of materials supplied through the Federal Quota Program.
The determination of eligible students and the distribution of materials available to them on Federal Quota follows a distinctive and very effective model.
In order to determine who is eligible for Federal Quota materials, an annual national census is taken. The effective date of this registration is the first Monday in January of each year.
For students to be eligible to participate in the Federal Quota Program, they MUST fulfill the following requirements:
Ex Officio Trustees are responsible for collecting, compiling, and submitting to APH, via the SRS Web interface, the annual census of eligible students.
For each student, the following information must be reported:
APH reviews the updated data in the SRS database for possible errors and duplicate students. Any Trustee whose data contains possible errors and/or duplicate students is forwarded a report with this information. The Trustee and/or the assistant then corrects the discrepancies and forwards the reports back to APH, via e-mail if possible, so that the corrections to the data may be entered into the SRS database by the APH Census Support Specialist.
The cycle continues . . . The appropriation from Congress is divided by the total number of eligible students, thus determining the per capita Federal Quota allocation. The allocation is announced when APH is notified by the Federal government. Certificates of Federal Quota Allocation are then distributed to each Trustee.
On May 1st of each year, APH allows Federal Quota accounts to borrow from the next year's allocation by up to 50% of the current year's allocation. If the 50% allowance is exceeded prior to September 30th, orders are stopped until the new Federal Quota fiscal year begins October 1st.
A wide variety of specially designed and adapted materials are available from APH. Products are available in each area of the core curriculum and expanded core curriculum, including:
Quota products can be found in our catalogs and on our shopping site, http://shop.aph.org. All products are available on quota unless otherwise stated.
New and adapted materials are developed at APH by the Department of Research. The ideas for products come from the field as well as from APH staff.
The development of specific categories of products is determined by APH's Educational Products Advisory Committee (EPAC) and an annual survey of consumers, Ex Officio Trustees, and professionals in the field. These assessments actively monitor needs in various areas of curriculum and skills development. They assess the requirements of the diverse student population -- from infants and preschoolers to adventitiously blinded senior citizens.
The identification of a needed product that is not commercially available leads to research and the development of a prototype and to field testing that refines effectiveness and safety. From the Research Department, the product is manufactured and inventoried for sale.
Specialized advisory and consultant services are also provided through the Act to Promote the Education of the Blind. A highly knowledgeable staff provides assistance to all who provide materials and services to learners who are blind or visually impaired.
This specialized division of APH is the Department of Field Services. The role of Field Services is:
Field Services personnel conduct training sessions, presentations, and workshops in availability, teaching methodology, and prescriptive use of the specially-designed materials. These sessions may take place on-site or by webcast/podcast.
Field Services provides instruction in the use of Louis; the on-line database and reference service that furnishes information on the availability of books and materials in accessible media. This central listing is essential due to the demand for titles, especially textbooks, and to share access to the many volunteers and agencies producing these materials in braille, large type, and recorded form. The comprehensive Louis database directs its users to thousands of accessible books available from hundreds of agencies.
For each residential school for the blind, state department of education, or agency for the blind that participates in the Federal Quota Program, an Ex Officio Trustee of the American Printing House for the Blind must be designated. Each Ex Officio Trustee is entrusted with the administration of the Federal Quota Program within his or her system. The current Directory of Ex Officio Trustees may be downloaded from the website by clicking the following link: www.aph.org/fedquotapgm/trustees.html.
The Ex Officio Trustee for a Federal Quota account is appointed by the head of each respective organization: head of the state department of education, superintendent of a residential school for the blind, or the executive officer of other agencies serving the blind. Forms for designation of the Ex Officio Trustee are available through APH and in the Appendix/Forms section of this handbook. Prompt notification to APH of any changes in Trusteeship is essential to ensure continuing service.
As previously indicated, the Federal Quota census, or "registration," records students who are eligible for materials through the Federal Quota Program. The total number of eligible students in the United States and its territories is divided into an annual appropriation made by Congress. This determines the per capita Federal Quota allocation for the ensuing fiscal year which begins on October 1 each year.
The Ex Officio Trustee is responsible for collecting, compiling, and submitting to APH the annual registration of eligible students enrolled in educational programs on the first Monday of January. The Ex Officio Trustee is also responsible for approving and signing the official certificates relating to the Federal Quota Program. The Ex Officio Trustee's signature -- not a stamp -- is required on these forms. Prompt responses and attention to deadlines are essential in order for APH to make monies available.
Orders for materials to be purchased with Federal Quota funds are to be approved and signed by the Trustee and forwarded to the American Printing House for the Blind where a credit allocation has been established. Each Ex Officio Trustee determines how quota credits are used to purchase materials for educational programs for students who are visually impaired under his or her jurisdiction.
The judicious use of Federal Quota funds in the dissemination of APH products, as well as information regarding products and services, are important roles played by Ex Officio Trustees. Examples of efficiently leveraging federal funds might include:
APH products purchased with Federal Quota funds remain the property of the respective Federal Quota account and the responsibility of the Ex Officio Trustee.
Forecasting and storing products to meet the future needs of your students is encouraged. APH can assist you in forecasting by providing documents with suggested products for various age and ability groups. By forecasting, you avoid the last minute rush of orders.
The channeling, dissemination, and processing of all APH correspondence, documents, announcements, inquiries, etc. are to be handled under the direction of the Ex Officio Trustee.
APH is eager to assist Ex Officio Trustees in communicating information to consumers, professionals, and parents.
The Field Services Department can provide:
The APH News is distributed to all Ex Officio Trustees and, separately, to a list of 4,000+ subscribers. It includes announcements of new products, training opportunities, and general information about what is going on at APH. We encourage all Ex Officio Trustees to disseminate the electronic version of the APH News link to all service providers.
Interested parties can subscribe to the APH News!
The Annual Meeting of the Ex Officio Trustees of the American Printing House for the Blind is held in Louisville, Kentucky each fall. The advice and counsel of Trustees is crucial to the company; therefore, participation is a responsibility.
Annual Meeting provides an opportunity to learn the latest information about APH products and plans for the future. It enables Ex Officio Trustees to network and share successful practices.
Each Annual Meeting includes:
Two standing committees, made up of Ex officio Trustees, act in an advisory capacity to APH. These are the Educational Products Advisory Committee (EPAC) and the Educational Services Advisory Committee (ESAC). Committee members, who serve rotating terms, are elected at the APH Annual Meeting. Meetings of these committees are held each spring and just prior to the Annual Meeting in the fall. An ad hoc nominating committee is appointed before each Annual Meeting for the purpose of nominating a chairperson and members for each of the Advisory Committees.
The federal appropriation that APH has received each year since 1879 includes funding to provide educational tools and materials to blind and visually impaired students in grades K-12 registered with APH through the Federal Quota Program. Since there are more requests each year for fewer federal funds, it is important that we work together to ensure that this appropriation continues in the years and decades to come. We should advocate for our field and communicate with all members of the U.S. Congress to help them understand how appropriation funds are spent, and why this support is critical to academic achievement and career opportunities for the students we serve. It is especially important that we communicate with those members directly involved in recommending APH funding levels each year to the full Congress.
At the core of APH efforts to educate members of Congress, we currently implement a program in which Public Affairs Department staff travel to Washington each year and meet with key congressional and staff members to discuss the APH appropriation. While this strategy has been effective, we need to strengthen these efforts through your participation.
The Leaders to Leaders initiative is an effort to broaden and perpetuate congressional support for the Act to Promote the Education of the Blind of 1879 by utilizing the knowledge and expertise of our Ex Officio Trustees (EOTs). While members of Congress are receptive to APH staff, they are interested in hearing from you, too--their local constituents. Members of Congress need to know that students who have a vision loss have unique, specific learning needs. Working in partnership with the professionals in your programs, and supported with the specially designed products from the American Printing House for the Blind, we prepare students to meet the challenges of today's classroom and workplace.
Through the Leaders to Leaders initiative, EOTs are asked to meet annually with their senators and representatives in the U.S. Congress. Public Affairs staff provides each of you with the names of current congressional members representing your state once each year (or as this information changes), along with specific suggestions on contacting and meeting with these officials. Staff will personally contact each EOT whose senator(s) or representative(s) serves on the Appropriations Subcommittee on Labor, Health and Human Services, and Education (LHHSE) -- the subcommittee directly responsible for recommending funding levels for educational programs.
EOTs are never asked to request funding for the APH appropriation. Rather, your role is to:
As professionals in the field of vision join the ranks of APH Ex Officio Trustees, each will be sent a personalized packet of information on the Leaders to Leaders initiative and the advocacy steps we ask you to take on behalf of the Act to Promote the Education of the Blind of 1879. Updated information on federal elected officials for each state will be sent to all EOTs as it becomes available.
We want to assist you in your efforts to build relationships with federal officials. Coordinating our message to provide policy makers with reliable information will positively affect their policy decisions.
Three Public Affairs staff members currently work on federal government relations and the Leaders to Leaders initiative. The EOT's primary contact for this program is Nancy Lacewell and, as always, your comments and suggestions are welcomed.
The term "Advisory Services" refers to the informational, consultative, and administrative services provided by APH staff to support Ex Officio Trustees in their administration of the Federal Quota Program. This includes but is not limited to: communications to Trustees; field work and presentations; implementation of the Federal Quota census; catalogs, brochures, and product literature; referral services and technical support for instructional and technological questions and preproduction preparation of accessible textbooks and tests.
"Research" refers to both the educational and technical research efforts of APH. This includes, but is not limited to: development of products in the areas of technology, low vision, multiple disabilities, tactile graphics, braille, cortical visual impairment, early childhood, emerging literacy, core curriculum, adult life, and others.
Advisory Services and Research consists of the following departments: Accessible Tests, Accessible Textbooks, Communications, Field Services, Research, and Resource Services.
A staff directory for each individual department is included in this section of the handbook and on the APH website at www.aph.org
Bob Brasher, Vice President of Advisory Services and Research
Phone: 502/899-2369
bbrasher@aph.org
Contact for information regarding APH policies for products, services, and advisory committees
The American Printing House for the Blind and the Accessible Tests Department are committed to providing the services needed to make tests and related materials accessible to individuals who are blind or visually impaired. APH is prepared to assist with all phases of test accessibility from item development and bias review through production, shipping, and product support. Accessible Tests staff works with customers on a contract basis, and also receives federal funds in order to identify and address high-priority needs of legally blind students of less than college level and their direct service providers. The fax number for Accessible Tests is 502-899-2219.
Debbie Willis, Director, Accessible Tests Department
Phone: 502-899-2311
dwillis@aph.org
Contact for test-related contract work or consultations, collaborative efforts, presentations, workshops, test adaptations, accommodations, general information on a range of assessment topics, information in response to RFPs for potential test contracts, and test-related needs of the field.
Dena Garrett, Accessible Media Editor
Phone: 502-899-2378
dgarrett@aph.org
Contact for discussion of braille formats, editing and transcription of test items for presentation in braille/tactile format, and general information.
Barbara Henderson, Test and Assessment Project Leader
Phone: 502-899-2328
bhenderson@aph.org
Contact for information on APH assessment products, computer-based testing, test adaptation, the Accessible Tests webpage, test-related needs of the field, survey results, presentations, workshops, resources, accommodations, general assessment questions and requests, consultations, collaborative efforts and department information.
Kerry Isham, Accessible Test Editor
Phone: 502-899-2298
kisham@aph.org
Contact for discussion of item bias or accessibility review, editing for large print, recorded, braille, and tactile graphic formats; accommodations, general assessment and department information.
Kristopher Scott, Accessible Test Editor
Phone: 502-899-2316
kscott@aph.org
Contact for discussion of item bias or accessibility review, editing for large print, recorded, and braille formats, and general information
The Accessible Textbooks Department (ATIC) of the American Printing House for the Blind (APH) responds to the textbook needs of blind and visually impaired students by delivering custom-produced accessible textbooks in a variety of media in a timely manner.
APH is convinced that this effort is not only essential, if we are to meet the needs of visually impaired students, but that it is within the role and responsibility of our mission.
This department processes all textbook orders including ordering all print textbooks for customers orders.
APH Braille Textbooks are available on demand by completing an ATIC textbook order form (available in the Forms section of this handbook). Primary emphasis is placed on math and science texts, however all subject matters are considered. For more details contact the Accessible Textbook Department or visit our website at www.aph.org/atic/
APH Textbooks are also available for download on the APH File Repository. Accompanying graphics are available for purchase.
The department processes the large print textbook orders for both production processes.
Large print textbook options include the Traditional APH Enlargement process and the APH Large Print process created by the Accessible Textbook Department..
The Traditional APH Enlargement process is printed on 11 1/2 x 14 paper in full color. The book is exactly like the original print textbook with text enlarged to a 14 point font.
The new large print process results in a large print textbook in standard textbook size with a variety of fonts, font sizes (18 point minimum), and in full color.
The new process takes into consideration research collected and conducted by APH, including the APH Research Department's Large Print Guidelines for Optimal Readability and was field tested by the University of Louisville.
Large print textbooks can be found in the Louis Database at www.aph.org. The catalog numbers for braille textbooks begin with "A-B" while textbooks available in large print begin with "A-L, L- or L-C."
Jane E. Thompson, Director, Accessible Textbook Department (ATIC)
Phone: 502/899-2370
jthompson@aph.org
Contact regarding questions about on-demand textbooks in braille and large print, production methods for textbooks, training opportunities for transcribers and for requests for presentations on ATIC or textbook preparation and specifications.
Nancy J. Bayens, Administrative Assistant
502-895-2405, ext. 379
nbayens@aph.org
Contact for scheduling meetings, contacting ATIC staff members, accounts payable, shipping questions, status of textbook orders and customer service
Adam Clark, Prototype Developer
502-895-2405, ext. 478
aclark@aph.org
Manipulates electronic files for the new large print process, proofreads large print textbooks and enhances images.
Dena K. Garrett, Accessible Media Editor
502-899-2378
dgarrett@aph.org
Contact for questions regarding editing tests and textbooks, braille translation software and braille formats. Dena specializes in mathematics, science, and tests transcriptions.
Jayma L. Hawkins, Accessible Media Editor
502-899-2372
jhawkins@aph.org
Contact for questions regarding editing textbooks, braille translation software and braille formats. Jayma specializes in history, geography, nutrition, and literature transcriptions.
Michael Haynes, Large Print Textbook Coordinator
502-895-2405, ext. 479
mhaynes@aph.org and largeprint@aph.org
Contact regarding on-demand large print and enlarged print textbook orders, estimated costs and delivery dates of large print textbooks, publisher print copies, and status of large print and enlarged print textbook orders.
April Hedges, Prototype Developer
502-895-2405, ext. 474
ahedges@aph.org
Manipulates electronic files for the new large print process, quality reviews all files prior to going to the production floor.
Aileen McPhillips, Prototype Developer
502-895-2405, ext. 488
amcphillips@aph.org
Manipulates electronic files for the new large print process, proofreads large print textbooks and enhances images.
Rodger Miller, Prototype Database Coordinator
502-895-2405, ext. 473
rmiller@aph.org
Maintains large print server and software; manipulates electronic files for the new large print process, collects and distributes scanned and NIMAS files.
Jean Moore, Braille Textbook Coordinator
502-899-2371
jmoore@aph.org and atic@aph.org
Contact regarding on-demand braille textbook orders, ATIC transcribers, ATIC textbook lists, capacity for braille translation, quota forms for textbook requests, accounts payable for transcribers, and time lines and deadlines for textbook transcriptions.
DeAnna Morrison, Accessible Media Editor Trainee
502-899-2293
dmorrison@aph.org
Contact for questions regarding editing textbooks, braille translation software and braille formats. DeAnna specializes in literature, grammar, reading, braille formats and Duxbury software.
Anthony Slowinski, Tactile Graphics Designer
502-895-2405, ext. 479
aslowinski@aph.org
Contact regarding questions about creating tactile graphics, tactile graphic production methods and software, collage graphics, electronic graphics, materials recommended for collage graphics for mass production, the Tactile Graphic Image Library (TGIL) and training opportunities.
Yan Zhang, Tactile Graphics Designer
502-895-2405, ext. 471
yzhang@aph.org
Contact regarding questions about creating tactile graphics, tactile graphic production methods and software, collage graphics, electronic graphics, materials recommended for collage graphics for mass production and training opportunities.
Rosemarie Zinious, Accessible Media Editor
502-899-2377
rzinious@aph.org
Contact for questions regarding editing textbooks, braille translation software, and braille formats. Rose specializes in foreign language and science transcription, and proofreading.
To support the APH mission by creating materials in multiple media which effectively educate service providers and consumers about APH and APH's products and services.
The APH Communications Department creates promotional materials of all types, including catalogs, brochures, print advertising, booth display panels, the APH News newsletter, the corporate Annual Report, the APH website, and much more. Most promotional pieces are produced in one or more accessible media: large print, braille, or electronic formats (HTML, text file, PDF, .brf).
The Communications Department is one of the departments presenting the APH Annual Meeting. Communications creates print, braille, and electronic meeting materials; signs; PowerPoints; videos; and displays. The Communications Department coordinates the audio/visual services at Annual Meeting.
Communications continues to develop the Fred's Head blog created by and for people who are visually impaired or blind. Fred's Head contains searchable information on tips, techniques, products, services, resources, and much more. Communications is expanding APH’s social media presence, including Facebook, YouTube, and Twitter.
Scott Blome, Director, Communications Department
502-899-2301
sblome@aph.org
Contact with comments about APH promotional materials, the APH website, or the Fred's Head Database.
Stephanie Lancaster, Graphic Designer
502-899-2358
schaney@aph.org
Contact with comments or questions about APH promotional materials.
Michael McCarty, Social Media Coordinator
502-899-2396
mmccarty@aph.org
Contact with questions or ideas for the Fred's Head Database and Fred's Head Companion blog.
Gwynn Stewart, Administrative Assistant
502-899-2366
gstewart@aph.org
Contact with general questions about Communications.
Malcolm Turner, Website Coordinator (Webmaster)
502-899-2398
mturner@aph.org
Contact with comments about the APH website.
The term "Field Services" refers to the informational, consultative, and administrative services provided by APH staff to support Ex Officio Trustees in their administration of the Federal Quota Program. This includes but is not limited to:
Through Field Services, APH personnel are available to conduct training sessions, presentations, and workshops in availability, teaching methodology, and prescriptive use of the specially-designed materials.
Janie Blome, Director, Field Services Department
Phone: 502-899-2367
jblome@aph.org
Contact for information regarding Federal Quota Program and census, presentations, National Instructional Partnership events, field services, and consultations.
Cynthia Amback, Field Services Support Specialist
Phone: 502-899-2257
camback@aph.org
Contact for assistance with Federal Quota Program and census, conference or exhibit invitations to promote APH products and services, and registration information for APH's Annual Meeting.
Sandi Baker, Field Services Representative
Phone: 502-899-2266
sbaker@aph.org
Contact for presentations on APH products, product exhibitions, and training events centering on students who are deaf-blind or have other multiple disabilities.
Bettye Barnes, Administrative Assistant
Phone: 502-899-2300
bbarnes@aph.org
Contact for Field Services information and assistance.
Maria Delgado, Field Services Representative
Phone: 502-899-2340
mdelgado@aph.org
Contact for training or demonstrations of technology products and APH web-based databases, including presentations via webcasts or hands-on training to consumers, students, professionals in the field of vision, and university programs.
Michele Dutcher, Field Services Administrative Clerk I
Phone: 502-899-2235
mdutcher@aph.org
Contact for questions regarding products shipped for training and exhibits.
Will Evans, Products and Services Advisor
Phone: 502-899-2265
wevans@aph.org
Contact with suggestions for new products or for updates regarding existing products.
Cathy Johnson, Field Services Representative
Phone: 502-899-2228
cjohnson@aph.org
Contact for presentations on APH products, product exhibitions, and training events centering on a wide variety of educational needs of students who are blind and visually impaired.
Artina Paris-Jones, Field Services Administrative Clerk I
Phone: 502-899-2368
aparis@aph.org
Contact to order APH catalogs and product brochures.
Mary Robinson, Administrative Clerk
Phone: 502-899-2280
mrobinson@aph.org
Contact regarding new product submission forms, information, and assistance.
Monica Turner, Field Services Representative
502-899-2291
mmturner@aph.org
Contact for presentations on APH products, product exhibitions, and training events centering on families.
The Research Department is primarily a research and development (R&D) function for APH. After product ideas are submitted, Project Leaders conduct the preliminary background review of the product idea, provide the information to the Product Evaluation Team (PET) and the Product Advisory and Research Committee (PARC), and if approved by PARC, commence development activities, including field studies and/or expert reviews. The Project Leader has a variety of available resources, including staff from Technical Research, Research Assistants, and outside consultants. There are eleven primary areas of research: adult life, assessment, braille, core curriculum, cortical visual impairment, emergent literacy, early childhood, low vision, multiple disabilities, tactile graphics, and technology.
The Research Department occasionally conducts basic research activities through our partnerships with university personnel. And finally, the Research Department section of the APH website contains information relating to ongoing research, requests for field study sites, surveys, software updates, APH Demo Download Center, links to scholarly work, and guidelines for large print and tactile graphics.
Ralph Bartley, Ph.D., Director, Research Department
Phone: 502-899-2343
rbartley@aph.org
Contact for information regarding research and product development.
John Aicken, Assistant Director, Research Department
Phone: 502-899-2318
jaicken@aph.org
Contact regarding Research Department business issues.
Charles "Burt" Boyer, Early Childhood Project Leader
Phone: 502-899-2264
bboyer@aph.org
Contact regarding research and products relating to Early Childhood.
Terri Gilmore, Graphic Designer
Phone: 502-899-2359
tgilmore@aph.org
Contact regarding product design.
Frank Hayden, Technical Research Manager
Phone: 502-899-2376
fhayden@aph.org
Contact for assistance relating to product technical specifications and to report product concerns.
Elaine Kitchel, Low Vision Project Leader
Phone: 502-899-2313
ekitchel@aph.org
Contact regarding research and products relating to low vision.
Loana Mason, Braille Literacy Project Leader
Phone: 502-899-2325
lmason@aph.org
Contact regarding research and products relating to Braille literacy.
Fred Otto, Tactile Graphics Project Leader
Phone: 502-899-2317
fotto@aph.org
Contact regarding research and products relating to tactile graphics.
Eleanor Pester, Braille Project Leader
Phone: 502-899-2320
epester@aph.org
Contact regarding research and products relating to braille.
Tristan Gay Pierce, Multiple Disabilities Project Leader
Phone: 502-899-2380
tpierce@aph.org
Contact regarding research and products relating to multiple disabilities, physical education, recreation, and leisure skills.
Karen J. Poppe, Tactile Graphics Project Leader
Phone: 502-899-2322
kpoppe@aph.org
Contact regarding research and products relating to tactile graphics.
Tom Poppe, Model Maker
Phone: 502-899-2331
tpoppe@aph.org
Contact regarding research relating to product prototypes or for technical explanations of materials and processes used to produce current products.
Christine Roman Lantzy, Ph.D., CVI Project Leader
Phone: 412-559-4431 Fax: 724-443-0781
croman@cviresources.com
Contact regarding research and products relating to cortical visual impairment. Chris may also be contacted in writing at the following address:
CVI Resources
25 Deer Spring Lane
Allison Park, PA 15101
Larry Skutchan, Technology Project Leader
Phone: 502-899-2314
lskutchan@aph.org
Contact for research and products related to technology software and hardware.
Terri Terlau, Ph.D. Adult Life and Orientation and Mobility Project Leader
Phone: 502-899-2381
tterlau@aph.org
Contact for research and products relating to adult life and orientation and mobility.
Jeanette Wicker, Core Curriculum Project Leader
Phone: 502-899-2246
jwicker@aph.org
Contact for research and products relating to core curriculum.
Suzette Wright, Emergent Literacy Project Leader
Phone: 502-899-2425
swright@aph.org
Contact for research and products relating to emergent literacy.
Resource Services performs a wide variety of work that is essential to the development of APH products and to help fulfill the central mission of the organization. Resource Services also assists agencies, Ex Officio Trustees, and individuals from outside the organization. Resource Services' responsibilities include, but are not limited to, these areas:
The APH File Repository's mission is to make files available for accessible media production (principally braille) for blind and visually impaired students. The repository contains several thousand electronic files of textbooks, in a Braille-ready or plain text file format, which can be downloaded to facilitate the production of accessible materials.
Anyone searching the Louis database will be able to see if a file is available for download. However, only APH Ex Officio Trustees and "authorized entities" (as defined under the 1996 Chafee Amendment) can become Registered Users entitled to log on and download files.
We always welcome new repository users. Please use the agreement below to register yourself and/or a designee today!
Julia Myers, Director, Resource Services
Phone: 502-899-2321
jmyers@aph.org
Contact for policy and management issues regarding Louis, AMP, the APH File Repository, publisher relations, permissions, APH AFB Migel Library, and NIMAC.
Inge Formenti, Librarian
Phone: 502-899-2347
iformenti@aph.org
Answers reference questions. Inge also catalogs accessible materials for Louis, and operates the APH Barr Library.
Kate Herndon, Technical Services Librarian
Phone: 502-899-2234
kherndon@aph.org
Kate answers incoming customer reference questions and catalogs accessible materials for Louis. Kate also receives and catalogs electronic files, creates new accounts for the APH File Repository, and assists users with downloading from the APH File Repository.
Joon-kyeong Lee, Resource Services Specialist
Phone: 502-899-2341
jlee@aph.org
Works with publishers to obtain copyright permission for APH Large Print. Joon also answers incoming customer reference questions and catalogs accessible materials for Louis.
Debbie O'Connell, Resource Services Assistant
Receives and processes intentions and completions from contributing agencies.
Linda F. Turner, Technical Services/File Repository Manager
Phone: 502-899-2342
lturner@aph.org
Contact with questions regarding the APH File Repository. Linda receives and catalogs electronic files, creates new accounts for the APH File Repository, and assists users with downloading from the APH File Repository. Linda also answers incoming customer reference questions and catalogs accessible materials for Louis.
The Public Affairs Department supports the APH mission through:
Gary Mudd, Vice President, Public Affairs
Phone: 502-899-2308
gmudd@aph.org
Contact for information regarding the Public Affairs Department, APH policies, government relations, public relations, internal communications, the APH Callahan Museum, and corporate archives. Oversees all Public Affairs staff.
Pamela Embrey, Administrative Assistant, Public Affairs
Phone: 502-895-2405, ext 456
pembrey@aph.org
Contact to schedule tours of APH. Provides assistance and general information related to all aspects of Public Affairs Department.
Micheal Hudson, Director, Museum of the American Printing House for the Blind
Phone: 502-899-2365
mhudson@aph.org
Contact for information about the museum events, museum exhibits, traveling exhibits, the artifact and archive collection, history of APH and education of people who are blind or visually impaired.
Nancy Lacewell, Director of Government and Community Affairs
Phone: 502-899-2339
nlacewell@aph.org
Contact for government relations information; Prison Braille Programs; and In Touch, the APH in-house newsletter.
Anne Rich, Museum Associate, Museum of the American Printing House for the Blind
Phone: 502-899-2364
arich@aph.org
Contact for information about the Museum collection and archives, traveling exhibits, and museum's resources for teachers and students.
Becky Snider, Public Affairs Coordinator
Phone: 502-899-2356
rsnider@aph.org
Provides assistance and general information related to all aspects of Public Affairs Department.
Roberta Williams, Public Relations Manager
Phone: 502-899-2357
rwilliams@aph.org
Contact for information about, or suggestions for, news releases or other APH-related publicity. Contact for information about APH InSights Art Competition, and tours.
Ex Officio Trustees of the American Printing House for the Blind (APH) are entrusted with seeing that quota funds assigned to their accounts are used properly. They are, therefore, required to approve all federal quota orders charged to their accounts.
Each year on September 30, the end of the federal fiscal year, the accounting books are cleared of all federal quota monies which have not been spent or encumbered. These monies are then reallocated on a per capita basis among all federal quota accounts.
To avoid loss of unspent monies, orders and encumbrances must reach APH by September 30.
When approving federal quota orders, certain procedures must be followed.
If an ordered item has not been received, please contact APH Customer Service. Please do not send duplicate orders for such items.
Teachers or administrators of local school districts may cancel orders (except for made-to-order books or large print) by notifying APH in writing, with a copy of the cancellation letter to the Trustee.
Written or telephone inquiries regarding the status of an order will be accepted from the local school originating the order. In the case of a written request, a written response will be made to the inquiring party; a copy will be sent to the Ex Officio Trustee. When inquiring, please identify each order by federal quota order number or school/agency purchase order number.
Our toll-free number is 800-223-1839.
Ex Officio Trustees may also place their orders online with a secured login at http://shop.aph.org. Please contact Marguerite Allen at 800-223-1839, extension 392, to setup your account and password.
APH has a wide variety of products available on quota. You can browse through any of our catalogs for products. All products are available on quota unless otherwise noted.
Find accessible catalogs on our website, or by calling 800-223-1839 and following the prompt for ordering catalogs. You can also make the request by email to info@aph.org
If you're not sure which APH product you need, try shopping through the Louis Database of Accessible Materials. There you can search, browse through and purchase any of the more than 12,400 APH products, textbooks, and repository files currently available.
All Federal Quota orders must be approved and signed by the Ex Officio Trustee. Orders are placed by fax, mail or website.
To order a tablet of quota order forms, contact Artina Paris-Jones at aparis@aph.org or at 502-899-2368. You can also download the order form from the APH website, www.aph.org
Be sure to include a separate order number for each order. This makes tracing orders much easier. Be sure to use APH catalog numbers on the form. (Do not use ISBN numbers for books.)
APH Customer Service is available to accept your non-federal quota product orders weekdays from 8:00 a.m. to 4:30 p.m. (EST). APH accepts Discover®, MasterCard®, American Express® and Visa® credit cards. When placing phone orders use our toll-free number, 1-800-223-1839. Orders using federal quota funds cannot be placed over the phone, but may forwarded by fax, mail, or through the APH website.
FAX orders can be placed with APH at 1-502-899-2274.
Your completed order form can be mailed to: APH, P.O. Box 6085, Louisville, KY 40206-0085.
To make Federal Quota purchases through Shop APH, you must have a login name and password. Please keep in mind that you must fill out a separate order for each "ship to" location.
Logging In
If you are an existing customer, you simply enter your Login Name (APH Customer Account Number) and your password.
Ex Officio Trustees who wish to submit orders online using Federal Quota funds must go to http://shop.aph.org and set up an online account (if you have not already done so). After the website opens, select "New Account" and this will bring up a registration form that must be completed and submitted by clicking on the "Submit" button at the bottom of the page. Once the electronic form has been submitted, Ex Officio Trustees must contact either Kim Reeves (extension 273) or Conrad Reynolds (extension 385), who will finalize the Federal Quota online account. This can take between twenty four (24) and forty-eight (48) hours. The EOT is then notified via email that the account can be used and orders can then be placed.
If an Ex Officio Trustee wants to assign the task of Federal Quota online ordering to an assistant, then the EOT must complete a Federal Quota Online Ordering Designation Form. Ex Officio Trustees wanting to designate an assistant for this task should contact the Support Specialist via email for a blank form. Only Ex Officio Trustees can designate an assistant to use Federal Quota funds, therefore, only Ex Officio Trustees can sign and date the designation form. Once completed by the EOT, the form must be snail mailed to APH at the following address:
American Printing House for the Blind
Attn Cindy Amback
1839 Frankfort Ave
Louisville KY 40206
Next, the assistant must go online at http://shop.aph.org and set up an online account (if you have not already done so). After the website opens, select "New Account" and this will bring up a registration form that must be completed and submitted by clicking on the "Submit" button at the bottom of the page. Once the electronic form has been submitted and the hard copy, original, signed designation form received at APH, either Kim Reeves (extension 273) or Conrad Reynolds (extension 385), will finalize the Federal Quota online account. This can take between twenty four (24) and forty-eight (48) hours. The assistant is then notified via email that the account can be used and orders can then be placed.
NOTE: All Ex Officio Trustees and their assistants must have a separate login and password to access online ordering. The login and password is chosen when an account is set up online.
NOTE: If an Ex Officio Trustee or assistant wishes to also order with a credit card, a separate account will need to be created. Please contact Kim Reeves (extension 273) or Conrad Reynolds (extension 385) for more information.
Welcome to the new APH Shopping site. We hope you enjoy the new features. We have created this documentation as a guide to take you through the new system.
As always, you can search for products without logging in, but you will need to login to purchase products. Simply enter your existing APH Web Order Entry Login ID and Password to sign in. If you do not yet have a Web account, please call 1-800-223-1839, extension 392 to setup your web account.
From this page, you can browse by category or search by product name, catalog number ISBN book number or product description.
For instance, when we search for "Gifts", we get the following products:
If we click further on a specific color of T-Shirts, we get the specific sizes with the appropriate "Add to Cart" button.
From here you could choose the "Add to Cart" button or you could choose "Add to wish list" allowing you to email your desired purchases to someone else.
Should you choose "Add to wish list", you would be taken to this screen where you can put in the appropriate email address you wish to send the list to. If you are already logged in, the system will fill in your name and email address.
If you know your catalog number, you can use the "Quick Order" feature just like in the previous system, allowing you to enter multiple catalog numbers on one screen.
Once you add items to your cart, you will be taken to the Shopping Cart screen, showing you the items you have added to your cart. At this point you could continue shopping either by browsing by category or searching for a specific catalog number or product description or you could go to check out.
On this next Shopping Cart screen, we have highlighted in red an item that cannot be purchased with Federal Quota funds and an item that cannot be shipped "Free Matter for the Blind".
Should you choose an item that cannot be shipped "Free Matter for the Blind", the entire order will have to be shipped UPS or else simply put the non "Free Matter for the Blind" item on a separate order.
You will also notice on this next screen that the system will give you an error message if you put items in your cart that cannot be purchased with Federal Quota funds. Please remove these items from your cart.
Choose the "Checkout" button to take you to the Shipping Screen where you will choose the Ship to Address for your order. Please note that customers with many Ship to Addresses can use Ctrl-F to quickly find the Ship to Address they are looking for by code number or part of the name or address fields.
Once you decide on the Ship to Address, click on the "Ship to this address and CONTINUE" link to take you to the Shipping Method screen. Note that if you are using the Ctrl-F feature, you may need to click the "Ship to this address and CONTINUE" link twice.
On the Shipping Method screen, you will choose either "Free Matter for the Blind (FMB)" or UPS Standard Shipping. This is assuming you have not ordered a non FMB item as shown in the previous screen.
In addition to showing you the Shipping Address you have chosen and the Shipping Method you have chosen, on the Shipping Method screen you can check the "Add Comments" box. Please note that these Comments will only print on your order confirmation and will not be seen by APH personnel.
Click the "Next" button to take you to the Order Summary screen. On this screen you will see a summary of the items you have ordered. A purchase order number is required for all Federal Quota purchases. You will also notice that your Quota Balance as of the end of the previous day appears here as well.
Once you have verified that all of your information is correct, click the "Order" button to submit your order to APH.
You will receive an order confirmation from APH.
There are two places you can see your order status. In the Ecommerce system under "My Account", you will see a listing of all of your order numbers. Clicking on one of these order numbers will show you the detail lines you entered for that order. You can re-order the exact same items if you wish by clicking on the Re-Order button. Note that this will only show you the items you have ordered from the new Web Order Entry system.
The second place you can go is the link at the bottom of every page: View Federal Quota Order Status. You will be able to see your real time updated account balance and your outstanding order value as well as orders placed by fax or ECommerce. You can search for orders by confirmation number, APH order number, or your PO number.
You'll login to this secure website using the same login id, password and account number that you use with the Student Registration System. For your security, please remember to logout and close your browser session after you are through viewing your order information.
Items can also be purchased by check, Visa, MasterCard, Discover, American Express, or with a purchase order.
Individuals may submit an order by mail simply by completing and sending the APH Order Form to APH, P.O. Box 6085, Louisville, KY 40206-0085. Individuals may purchase by check, credit card, or money order. (Please, no cash by mail.)
APH makes every effort to inspect merchandise before it leaves our facility. If you do receive an item which is defective, we will repair or replace it at no cost to you. (We reserve the right to choose whether we will repair or replace the item.) In the case of items that have a specific warranty, we must be notified within one year of the date the item was shipped to the end user. In the case of items that do not have a specific warranty, we must be notified within 30 days of the date the item was shipped to the end user.
We want you to be satisfied! You may return a non-damaged item for any reason within 60 days of the date that the item was shipped from APH subject to the following conditions:
Note: The following items may not be returned for any reason other than defects:
"As Of" Date: Monday, January 4, 2010.
Deadline for Completion of SRS Updates (phase one) by Ex Officio Trustees or their assistants via the Web Interface each year: March 15th.
The Federal Quota Program was initiated in 1879 by the federal Act to Promote the Education of the Blind. This program is a means whereby a per capita amount of money is designated for the purchase of educational materials for each eligible student registered through an established Federal Quota account. These Federal Quota accounts are maintained and administered by the American Printing House for the Blind (APH) and its Ex Officio Trustees.
The Federal Quota Registration is the census that records students who are eligible to receive materials provided by the federal Act to Promote the Education of the Blind. This census is conducted through the Advisory Services portion of the Act. This booklet outlines the process of registering students for this program.
If you have questions about Federal Quota Registration or the Student Registration System (SRS) software, please contact Cindy Amback, Department of Field Services, camback@aph.org or 800-223-1839, ext. 257.
In order for students to be eligible for registration in the Federal Quota Program, they MUST meet the requirements as outlined in An Act to Promote the Education of the Blind. Students must:
The educational programs providing services to these students can include public, private, and parochial schools.
There is NO chronological age limit for eligibility. The federal law limits registration to persons working at less than college level, but places no restriction on the ages of eligible students.
Adult students in education programs below college level MUST "have a written instruction plan and be enrolled in and attend, on a regular basis, an instructional program of at least 20 hours of instruction per week. Social and leisure programs do not qualify as instructional programs."
Eligible infants, preschool children, and homebound students can be registered if they are enrolled in a formally organized, regularly scheduled educational or training program and have a written education plan.
In order for blind students enrolled in home school programs to prove eligible for registration in the Federal Quota Program, the home school program should meet guidelines and/or procedures in effect within each individual state.
For the purposes of the Federal Quota Registration, school age is to be determined by the state law of each respective state.
The following documents are not to be submitted to APH, but must be on file with the agency or school where students are attending in the event that an audit requires evidence of the student's educational program or visual acuity:
Students cannot be registered by two accounts. If a student is attending two programs, the Ex Officio Trustees involved, not their assistants, must work together to determine which of the two accounts will register the student. The agency providing the major portion of educational services is usually the account with which the student is registered.
NOTE: APH does not make rulings on which account keeps a duplicate student. Only the Ex Officio Trustees involved can resolve this issue, but duplicates must be resolved in phase two for the census to be finalized.
Students who are enrolled in nonpublic schools must, by law, be registered in a separate Private Nonprofit (PNP) account. This requires a separate account number to register those students in SRS.
If students in nonpublic schools are to be registered by you and your agency does not have a separate PNP account, please contact APH in order to establish one.
For a student who moves from a public school to a private school as of January 4, 2010, it is necessary to delete the student record from the public listing and add it to the private school registration, or vice versa.
The "as of" date for registration in the Federal Quota Program is traditionally the first Monday in January. Students must be enrolled on this date to qualify for this program. The first Monday in 2009 is January 4th.
The method for reporting the Federal Quota Registration to APH is data entry via the Student Registration System (SRS) Web interface into the SRS database.
IMPORTANT: All agencies are required to use the SRS Web interface to submit their updated Census information. Please contact the APH Census Support Specialist, Cindy Amback, if you are unable to use the Web interface for any reason.
Please note: Adobe Reader 5.0 or above is required for reports developed through the new SRS Web interface. Adobe Reader is available as a free download.
There are three phases of the Census each year.
Phase one ends on March 15th of each year. Please note that in this phase you may update data, add new registrants, and mark for deletion those registrants who were not registered with you on the first Monday in January.
Please note that in phase two you may request that a registrant be deleted, but no new students may be added.
Please note: Certificates of Allocation are usually sent after the first of the year since that is the time when APH usually receives notification of allocation approval.
Uploading Data: You may upload your data to the SRS Website. Use the Upload Template (sent in December) provided by your Support Specialist to record your data. Once the clean data has been uploaded it is checked by the APH CTS staff for accuracy and viruses. If okay, it will be uploaded into SRS. You will still be required to verify your uploaded data by saving each registrant to the current Census year and by checking for possible duplicates and age/grade mismatches.
To upload your data, simply click on the Upload button located underneath the APH Logo in SRS. Then use the Browse button to locate your Excel spreadsheet with your current data and click on Upload File to upload your data onto the SRS holding site. Please notify your Support Specialist via email when this has been completed. Be sure to include your account number(s) in the email for faster response time. CTS will be notified to check the data and upload it accordingly.
The data to be reported and the reporting codes to be used are outlined later in this instruction booklet.
Updating Registrant Information/Searching for Registrants:
In order to edit a registrant's data or delete a registrant's data, you must first be logged in and execute a search to find the specific registrant's record. Do this by clicking the View Records/Change Account button on your toolbar. Then click the Filter the Records in the Grid button located above the grid. Next, enter student specific information in one of the search boxes and click Apply Filter. Find the registrant in the grid below the search boxes and click the Select button to the left of the registrant's name. This will take you to the registrant's data on the Edit/Verify Records Screen. At this point, a record may be edited or deleted.
To Save Updates/Edits:
To save the results of any edits, the SAVE CHANGES button must be clicked at the end of each edit. As the record is saved, various edit checks against the data are performed in the background of the database. You will be notified of any fields in which an error occurred. THESE MUST BE CORRECTED before the data can be saved.
To Add a Student Not Enrolled the Previous Year:
Click the Add New Students button on the toolbar at the top of the page. Enter the student information as usual and click the SAVE CHANGES button. The current census year and student ID are automatically added.
Deleting Registrants Who Are No Longer Enrolled
To delete a registrant who was enrolled the previous year, first do a search on the View Records/Change Account screen (see above for directions on search) and locate the registrant you need to mark for deletion. Click Select on the search grid and this will take you to the registrant's data on the Edit/Verify Records Screen. Next, click the box next to Marked for Deletion. Please note that when a student's information is deleted through the Web interface it is only marked for deletion. Once a registrant is marked for deletion, their information will not appear in standard reports and will not be completely deleted from the database until the end of phase two or when APH closes the Census for the year.
Registrants Moving from One Account to Another Administered by the Same Trustee:
Trustees who administer more than one account may transfer a registrant's data from one account they administer to another by utilizing the account drop down list on the registrant's Edit/Verify Records Screen. This eliminates the need to delete and re-enter the same data twice. You will still need to open that student's data in the new account, update the record (including the district, etc.), and save it.
The preliminary student registration report is a tool used to gather your data before the actual Census begins in January and, can be generated by accessing the SRS Web interface/Report Menu. The SRS program is available to Trustees and their assistants to make changes to their data once the previous Census has been completed.
In addition to the master Preliminary Student Registration Report form, a blank preliminary student registration form (pdf and Excel version) will be e-mailed to Ex Officio Trustees and their assistants prior to the first Monday in January each year. When gathering data on the Preliminary Student Registration Report form, the following steps are to be used for a Student to Be Registered in 2010:
NOTE: This report is for your use only in gathering new data each year and is not to be sent to APH for data entry.
For each eligible student, the following data must be reported:
Student ID numbers:
This number is for APH purposes. Click the SAVE button after updating the rest of the student's data and the year will be updated automatically.
Name of student:
Report each student's full name using upper and lower case in this order: last name, middle, first name (e.g., Doe G John). In the middle field you may type an initial, a middle name, or leave blank. Middle name/initial is not required, but if you know the information and want to add it to help cut back the amount of possible duplicates in phase two, feel free to do so.
Date of birth:
Give the student's date of birth in numbers using this sequence: month, day, year (e.g., 06/03/1985).
Name of school district, system, agency, or district in which student is enrolled:
Select the school system, agency, or district from the drop down list of valid entities for your account. If you wish to add a new school system, agency, or district to your drop down list, please contact Cindy in writing by e-mail at camback@aph.org. Be sure to include the following information in your e-mail: account number, name of districts to be added, your name, and your phone number just in case there is a question about your information.
Please carefully review the following chart of student placement categories, being certain the grade placement reported accurately reflects each student's actual placement. Only the following codes will be accepted.
Note: Students who exceed school age as determined by respective state law must be registered as Adult Students (Reporting Code "AD").
Includes all eligible participants over school age.
Reporting Code: AD
Definition of Student Placement Category
Adult Students: Adults above school age, as determined by state law, in educational programs of less than college level.
Note: For the purposes of Federal Quota Registration, school age is to be determined by the state law of each respective state.
Students in education or rehabilitation programs, but not enrolled in grade 12 or below, must "have a written instruction plan and be enrolled in and attend, on a regular basis, an instructional program of at least 20 hours of instruction per week. Social and leisure programs do not qualify as instructional programs."
**Does not include any eligible participants over school age.
| Reporting Code | Definition |
|---|---|
| IP | Infants: Children of preschool age served by infant programs |
| PS | Preschool Students: Children of preschool age served by preschool programs |
| KG | Kindergarten Students: Children enrolled in kindergarten classes |
| 01-12 | Students of School Age: Determined by state law, in regular academic grades 1 through 12. Please indicate grade placement by using numerals 01 through 12 |
| AN | Academic Non-graded: Students of school age, as determined by state law, who are working to acquire skills necessary for placement in a regular grade. |
| VO | Vocational Students: Students of school age, as determined by state law, who are in vocational training (e.g., students enrolled in a program which is designed to lead to independent employment). This does not include multi-handicapped students in prevocational programs or classes. |
| PG | Post-graduate Students: Students of school age, as determined by state law, in post-graduate high school programs, studying at less than college level |
| OR | Other Registrants: Students of school age, as determined by state law, who do not fall into any of the above placements (e.g., students enrolled in classes for nonacademic students) |
Measurements of Visual Acuities
Distance Vision: 20/200 or less with maximum correction using the Snellen Chart
Visual Field: Restricted field of 20 degrees or less
Counts Fingers: Should be used only when an eye specialist finds it is not possible to obtain an acuity using the Snellen Chart
Functions at the Definition of Blindness: Should be used when visual functioning is reduced by a brain injury or dysfunction and visual acuity is not possible to determine using the Snellen Chart
Hand Movements: Should be used only when an eye specialist finds it is not possible to obtain an acuity using the Snellen Chart
Object Perception
Light Perception only or No Light Perception
Totally Blind or NIL
NOTE: The above information is for reference purposes only to help you determine if a student qualifies for the Federal Quota Program. Once it is determined that a student qualifies for the program and you begin data entry, only the codes below will be accepted for input into the Student Registration System (SRS).
Beginning with the 2010 Census, there will be only two reporting codes used in SRS; Meets the Definition of Blindness (MDB) or Functions at the Definition of Blindness (FDB).
For students to be eligible to participate in the Federal Quota Program, they MUST fulfill the following requirement:
Meet the definition of blindness (MDB) - a central visual acuity of 20/200 or less in the better eye with best correction or a peripheral field of vision no greater than 20 degrees
OR
Functions at the definition of blindness (FDB) - when visual performance is reduced by a brain injury or dysfunction.
Also, beginning with the 2010 Census, Ex Officio Trustees are requested to gather the primary language of learner and report this data in the Student Registration System (SRS). This will be a required field in SRS beginning in 2011. However, in 2010 you will be given the option to mark each registrant as "Unknown" if you do not have enough time to gather this newly requested data. The "Unknown" option under Language WILL NOT be available in 2011. New and previous registrants cannot be saved in SRS without the language field being updated.
The primary reading medium is to be reported for each student using the following reporting codes. Only these codes will be accepted.
Note: Infants and preschoolers identified as visual, braille, or auditory readers should be reported using the appropriate media codes.
| Reporting Code | Primary Reading Medium |
|---|---|
| V | Visual Readers: Student primarily using print in their studies |
| B | Braille Readers: Students primarily using braille in their studies |
| A | Auditory Readers: Students primarily using a reader or auditory materials in their studies |
| P | Prereaders: Students working on or toward a readiness level; infants, preschoolers, or older students with reading potential |
| N | Nonreaders: Nonreading students; students who show no reading potential; students who do not fall into any of the above categories |
In addition to listing a primary reading medium, a secondary reading medium is also a required category/field. Only one medium can be chosen and entered in the secondary reading medium field to provide more accurate statistics.
| Reporting Code | Secondary Reading Medium |
|---|---|
| V | Visual: Students use print to some extent |
| B | Braille: Students use braille to some extent |
| A | Auditory: Students use a reader or auditory materials to some extent |
| NA | Not Applicable: Nonreaders, prereaders, or students with no additional reading media |
Note: Please remember that you may not duplicate a reading medium in the primary and secondary reading media fields.
An optional other (or third) reading medium field has been added for your convenience. This field is not required and defaults to NA, or not applicable. You may choose not to report this reading medium.
| Reporting Code | Other (or Third) Reading Medium |
|---|---|
| V | Visual: Students use print to some extent |
| B | Braille: Students use Braille to some extent |
| A | Auditory: Students use a reader or auditory materials to some extent |
| NA | Not Applicable: Nonreaders, prereaders, or students with no additional reading media |
Note: Please remember that you may not duplicate a reading medium in the second and third reading media fields with the exception of NA.
Suggestion: After all of the updates for the current year have been made to your data in Phase One of the Census, print a copy of the Student Listings by Name Report (found on the Report Menu of the SRS Web interface) which lists all of your students, or save a copy to your hard drive for reference in Phase Two. If you choose to save the report to your computer, be sure to label it "2009 Census Data-Phase I (and your account number)" so it will not be confused with the reports you save at the end of the year for historical purposes.
You may also choose to download your data to a spreadsheet at the end of phase one. This is an elective step, not mandatory.
Notify Cindy by e-mail when you have completed each phase of the Census. This will allow her to track completion of each phase not only by account, but as a whole for the United States. Be sure to include your account number in all e-mails to Cindy in order to expedite service.
**Remember that at the end of Phase One you cannot add any additional students. At the end of Phase Two, you may not delete any students.
Questions regarding the Federal Quota Census should be directed to:
CINDY AMBACK, SUPPORT SPECIALIST
DEPARTMENT OF FIELD SERVICES
AMERICAN PRINTING HOUSE FOR THE BLIND
P.O. BOX 6085
LOUISVILLE, KENTUCKY 40206-0085
DEADLINE--Phase One: March 15, 2010
Registrations will not be accepted after March 15! Call if you have questions.
How do I schedule a presentation/training for staff?
To schedule a presentation/training on any APH educational materials or products, contact Janie Blome by phone at 502-899-2367, 800-223-1839, extension 367, or by email at jblome@aph.org.
How do I schedule a Summer Technology Training for students?
APH offers a Summer Technology Training to promote independence in the blind and visually impaired population. These trainings teach students to use assistive technology to access APH's on-line resources independently and to help students take full advantage of all the features in APH technology products.
If you are interested in scheduling a Summer Technology Training, contact Maria Delgado by phone at 502-899-2340, 800-223-1839, extension 340, or by email at mdelgado@aph.org
How can I request APH as an Exhibitor?
To request that APH be an exhibitor at your event, send a request in writing, preferably by e-mail, to Cindy Amback at camback@aph.org or by mail at American Printing House for the Blind, Attn: Cindy Amback, PO Box 6085, Louisville, KY 40206-0085.
What is AMP?
The Accessible Media Producers (AMP) Database is available to anyone wishing to search for accessible media producers. You will find it as an icon on our home page, www.aph.org
This database lists individuals who are available to produce accessible media. It will list their qualifications as well as where they are located.
When you wish to find a producer, list the qualifications that you require and it will give you a list of producers that meet your requirements.
To be listed as a producer, contact Julia Myers at jmyers@aph.org or download the AMP form from the website.
APH does not verify the qualifications of these producers. It is the responsibility of the individual user to assure themselves of finding a good match.
How do I order a tri-fold for promotional purposes?
APH will provide promotional materials for your training sessions/conferences when requested. You can order a tri-fold, table-top display by contacting Scott Blome at 502-899-2301 or by email at sblome@aph.org
How do I contact other Ex Officio Trustees?
A directory of current Ex Officio Trustees is available online at http://www.aph.org/fedquotpgm/trustees.html
You can search by state or by Ex Officio Trustee name.
*You might also want to take advantage of another great resource for all Ex Officio Trustees across the country by joining our list serve, eoto8. This list serve provides an opportunity to communicate and share information with other EOTs.
To subscribe, simply send a blank email to Eot-request@tech.aph.org and put the word subscribe in the subject line.
How is a new Ex Officio Trustee designated?
New Ex Officio Trustees must be appointed by the head of the state department of education, superintendent of a residential school for the blind, or the executive officer of other agencies serving the blind. The form for designation of the Ex Officio Trustee is available through APH and in the Appendix/Forms section of this handbook.
Prompt notification to APH of any changes in Trusteeship is essential to insure continuing service.
Please fax a copy of the designation form to Cindy Amback at (502) 899-2363 and mail the original to Cindy Amback, American Printing House for the Blind, 1839 Frankfort Ave, Louisville, KY 40206.
How can I get additional APH catalogs?
Each Ex Officio Trustee will receive a copy of any new available catalogs. Additional copies for staff may be ordered from Artina Paris-Jones at (800) 223-1839, extension 368, or by email at aparis-jones@aph.org. You can may also have Artina add your staff to our mailing list so that they receive updated catalogs automatically.
For the purpose of enabling the American Printing House for the Blind more adequately to provide books and apparatus for the education of the blind, there is hereby authorized to be appropriated annually to it, such sum as the Congress may determine; which sum shall be expended in accordance with the requirements of sections 101, 102, and 104 of this title, under rules and regulations prescribed by the Secretary of Education, to promote the education of the blind
The Secretary of Education is authorized to pay over semiannually, to the trustees of the American Printing House for the Blind, located in Louisville, Kentucky, and chartered in 1858 by the Legislature of Kentucky, upon requisition of their president, countersigned by their treasurer, one-half of such annual appropriation upon the following conditions:
(1) Purposes and methods of expenditures
First.
(A)
Such appropriation shall be expended by the trustees of the American Printing House for the Blind each year in manufacturing and furnishing books and other materials specially adapted for instruction of the blind; and the total amount of such books and other materials so manufactured and furnished by such appropriation shall each year be distributed among all the public and private nonprofit institutions in the States, Territories, and possessions of the United States, the Commonwealth of Puerto Rico, and the District of Columbia, in which blind pupils are educated. Each public and private nonprofit institution for the education of the blind shall receive, in books and other materials, upon requisition of its superintendent, that portion of the appropriation as is shown by the ratio between the number of blind pupils in that institution and the total number of blind pupils in all of the public and private nonprofit institutions in which blind pupils are educated. Each chief State school officer shall receive, in books and other materials, upon requisition, that portion of the appropriation as is shown by the ratio between the number of blind pupils in public and private nonprofit institutions (in the State) in which blind pupils are educated, other than institutions to which the preceding sentence is applicable, and the total number of blind pupils in the public and private nonprofit institutions in which blind pupils are educated in all of the States, Territories, and possessions of the United States, the Commonwealth of Puerto Rico, and the District of Columbia. The ratio referred to in each of the two immediately preceding sentences shall be computed upon the first Monday in January of each year; and for purposes of such sentences the number of blind pupils in public and private nonprofit institutions in which blind pupils are educated shall be authenticated in such manner and as often as the trustees of the American Printing House for the Blind shall require. For purposes of sections 101, 102, and 104 of this title, an institution for the education of the blind is any institution which provides education exclusively for the blind, or exclusively for the blind and other handicapped children (in which case special classes are provided for the blind); the chief State school officer of a State is the superintendent of public elementary and secondary schools in such State or, if there is none, such other official as the Governor certifies to have comparable responsibility in the State; and a blind pupil is a blind individual pursuing a course of study in an institution of less than college grade.
(B)
The portion of the appropriation received by each chief State school officer, in such books and other materials under subparagraph (A) of this paragraph which represents the number of blind pupils in private nonprofit institutions in such State in which blind pupils are educated shall be distributed among such institutions on the basis of the number of blind pupils in each such institution as compared to the total number of such pupils in all of the private nonprofit institutions in which blind pupils are educated in such State.
(C)
All books and other materials furnished pursuant to sections 101, 102, and 104 of this title, and control and administration of their use, shall vest only in a public agency. Such books and materials made available pursuant to sections 101, 102 and 104 of this title for use of teachers and blind pupils in any State, Territory, or possession of the United States, the Commonwealth of Puerto Rico, and the District of Columbia in any school shall be limited to those books and materials which have been approved by an appropriate educational authority or agency of such State, Territory, possession, Commonwealth, or District, or any local educational authority thereof, for use, or are used, in a public elementary or secondary school therein.
2) Buildings Second.
Second. No part of the appropriation shall be expended in the erection or leasing of buildings; but the trustees of the American Printing House for the Blind may use each year a reasonable sum of the annual appropriation for salaries and other expenses of experts and other staff to assist special committees which may be appointed in performance of their functions, and for expenses of such special committees.
(3) Sales of books and apparatus at cost
Third. No profit shall be put on any books or tangible apparatus for the instruction of the blind manufactured or furnished by the trustees of said American Printing House for the Blind, located in Louisville, Kentucky; and the price put upon each article so manufactured or furnished shall only be its actual cost.
(4) Income withheld when not properly used
Fourth. The Secretary of the Treasury of the United States shall have the authority to withhold the appropriation whenever he shall receive satisfactory proof that the trustees of said American Printing House for the Blind, located in Louisville, Kentucky, are not using the appropriation for the benefit of the blind in the public and private nonprofit institutions for the education of the blind in the United States.
(5) Bond of treasurer
Fifth. Before any money be paid to the treasurer of the American Printing House for the Blind by the Secretary of the Treasury of the United States, the treasurer of the American Printing House for the Blind shall execute a bond, with two approved sureties, to the amount of $20,000, conditioned that the money so received shall be expended according to this law and all amendments thereto, which shall be held by the Secretary of the Treasury of the United States, and shall be renewed every two years.
(6) Ex officio trustees
Sixth. The superintendent of each public institution for the education of the blind (or his designee) and the chief State school officer (or his designee), of each State and possession of the United States, the Commonwealth of Puerto Rico, and the District of Columbia, shall each, ex officio, be a member of the Board of Trustees of the American Printing House for the Blind only for purposes of administering sections 101, 102 and 104 of this title
Two copies of each of the publication printed by the American Printing House for the Blind shall be furnished free of charge to the National Library for the Blind located at 1729 H Street Northwest, Washington, District of Columbia
The trustees of said American Printing House for the Blind shall annually make to the Secretary of Education a report of the items of their expenditure of the appropriation aforesaid during the year preceding their report, and shall annually furnish him with a voucher from each public or private nonprofit institution for the education of the blind, showing that the amount of books and tangible apparatus due has been received
The distribution of embossed books manufactured by the American Printing House for the Blind at Louisville, Kentucky, out of the income of the fund provided by sections 101, 102, and 104 of this title, shall include one copy of every book so manufactured to be deposited in the Library of Congress at Washington
On and after September 8, 1978, the American Printing House for the Blind is authorized to make purchases through the General Services Administration
Funds appropriated in this Act or subsequent Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Acts to the American Printing House for the Blind shall be subject to financial and program audit by the Secretary of Education and the Secretary may withhold all or any portion of these appropriations if he determines that an institution has not cooperated fully in the conduct of such audits
