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"As Of" Date: Monday, January 7, 2008.
Deadline for Completion of SRS Updates 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.
The Board of Trustees of the American Printing House for the Blind, at its 1985 Annual Meeting, approved a resolution which requires that students in education 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."
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 agencies involved must work together to determine which account will register the student. The agency providing the major portion of educational services is usually the account with which the student is registered.
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 and registration forms.
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 7, 2008, 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. The first Monday in 2008 is January 7th.
The method for reporting the Federal Quota Registration to APH is data entry via the SRS Web interface into the SRS SQL database.
IMPORTANT: All agencies are requested 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.
The data to be reported and the reporting codes to be used are outlined later in this instruction booklet.
To update student information:
In order to edit a student's data or delete a students data, you must be logged in and execute a SEARCH. To edit or delete a record, select the DETAILS column of the desired record to bring up the edit screen. At this point, a record may be edited or deleted.
To Save Your Updates/Edits:
To save the results of any edits, the SAVE button must be clicked at the end each edit. At that time, various edit checks against the data will be performed and 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:
Choose the "Add New Student" button on the Student Search Screen. Enter the student information and click the SAVE button..
For a Student No Longer Enrolled
To delete a student who was enrolled the previous year:
Select the "Details" column for the record to be deleted and click the DELETE button to remove the data. When a student's information is deleted through the Web interface, it is only marked for deletion. Once marked for deletion, the information will not appear in standard reports and will not be completely deleted from the database until APH closes the Census for the year.
Students Moving from One Account to Another Administered by the Same Trustee
Trustees who administer more than one account may transfer a student's data from one account they administer to another by utilizing the account drop down list on the student's Details Screen. This eliminates the need to delete and re-enter the same data twice
Note: When entering visual acuities/reporting codes through the SRS Web interface into the SRS SQL database, a drop down list of available codes will be provided for your use. Any additional qualifying measurements/codes not listed in the drop down list may be added by Cindy Amback at APH. Submit your written requests to Cindy Amback at camback@aph.org. You may also contact Cindy at (800) 223-1839, extension 257, with any other questions regarding the Census.
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 new SRS Web interface/Report Menu. The SRS program is available to Trustees and their assistants to make changes to their data the day after the first Monday in January.
In addition to the master Preliminary Student Registration Report form, a blank preliminary student registration report form 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:
To update student information:
Type or print clearly all corrections or changes on the white line underneath the previous year's data on the Preliminary Student Registration Form for each respective student.
To add a student not enrolled the previous year:
Type or print clearly the entire information for a new student on the white lines of the blank preliminary student registration form provided to you via email. List new students alphabetically to assist with later checking of data entered on the SRS website.
To delete a student who was enrolled the previous year:
Type or print clearly the word "DELETE" on the white line under the student's name.
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 in this order: last name then first name (e.g., Doe John). Do NOT report a student's middle initial. Please do NOT submit a name with only the initial of the student's first name if at all possible. Do NOT, under any circumstance, use punctuation marks when entering a student's name.
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 placement reported accurately reflects each student's placement. Report the grade placement for each student using the appropriate code shown. Only these 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) |
| Reporting Codes | Measurements of Visual Acuities |
|---|---|
| Example: 20/200 or 20/400 | Distance Vision: 20/200 or less with maximum correction using the Snellen Chart |
| VF and the degree of restriction (e.g., VF 20, VF 6) | Visual Field: Restricted field of 20 degrees or less |
| CF | Counts Fingers: Should be used only when an eye specialist finds it is not possible to obtain an acuity using the Snellen Chart |
| FDB | 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 |
| HM | Hand Movements: Should be used only when an eye specialist finds it is not possible to obtain an acuity using the Snellen Chart |
| OP | Object Perception |
| LP | Light Perception |
| NIL | Totally Blind |
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 include an other (or third) 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.
When all of your data has been collected and recorded on the registration forms and all of the changes, additions, and deletions have been entered through the SRS Web interface, go to the Report Menu and run the Duplicate Student Report.
If the report opens empty, or with no students listed, then you do not have any duplicates within your own account. If names appear on this report, you have duplicate students within your account. You will need to adjust your data prior to submitting it to APH.
While in the Report Menu, open the Student Listing by Name Report, which provides a total count of your students and verify that the number corresponds with your records. Keep in mind that as you change your data, the data listed on the reports in the Report Menu changes as well.
Last, but not least, while still in the Report Menu, open the Deleted Students Report and verify that the students listed as marked for deletion are truly the students you wish to delete. These students will be deleted later in the census process.
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 "2008 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.
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, 2008
Registrations will not be accepted after March 15!
