Federal Quota Registration Flow Chart
Initial instructions for the upcoming Census are sent via email to all Ex Officio Trustees by APH.
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. As of the 2018 census, each infant, preschool, or school-aged student must have a signed parent permission form to be registered in the Federal Quota Program.
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. During this phase of the census, any duplicate students in individual accounts are marked for deletion as students may only be registered in one account.
Upon notification from APH, Ex Officio Trustees start the process of cross-checking all accounts for possible duplicates (phase two) and updating their data if necessary. Phase two corrections must be completed by April 15th each year.
In the final phase of the census (phase three), a Certificate of Attendance for Registration of Blind Pupils for each account is created and added to the SRS Reports Center for EOTs to download. EOTs must print and sign two copies: one 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 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.
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.
Process begins once again for the next year’s Federal Quota Census.