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Instructions for the upcoming Census are sent to all Ex Officio Trustees by APH along with a blank Preliminary Student Registration Report form for their use in compiling new census data.
First Monday in January is the official determining date for registration of all students who meet the definition of blindness and are enrolled in a formally organized educational program at less than college level.
March 15th is the deadline for entering new students/registrants and updated Census data which was gathered using the Preliminary Student Registration Report which is available on the SRS Web interface. Beginning on March 16th, APH starts the process of checking all data for errors and runs a computer search for possible duplicate names. After March 15th no additional students/registrants may be added.
A report of possible duplicate names, if any, is sent to trustees by APH. Trustees 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, or the first Monday in January. The updated report must be returned by the specified deadline.
After the reports have been updated and forwarded to APH, the Census Support Specialist updates the data in the SRS database. Once corrections have been completed, no further deletions will be accepted. A Certificate of Attendance for Registration of Blind Pupils for each account is sent to Trustees. Each Certificate of Attendance includes the account’s final registration for the Census year. Ex Officio Trustees must sign and date the original form, make a copy for their agency, and snail mail the original, signed, hard copy back to the Support Specialist at APH.
The annual federal budget appropriation is reported to APH each year. Once the appropriation is received, the per capita amount is determined and Ex Officio Trustees 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.
