Teaching Students with Visual Impairments
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      • Services >
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      • Safety >
        • General Home Safety
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    • Recreation & Leisure >
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      • Determining Service Intensity Using the VISSIT
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      • Foundations of Teaching the ECC in the Age of Virtual Instruction
      • The Art of Teaching the ECC
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    • TVI/OM, West Palm Beach, FL
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    • TVI Belleville, Illinois

Caseload Analysis

By: Carmen Willings
teachingvisuallyimpaired.com
​Updated June 20, 2025
An important component of effective program management is caseload analysis, which helps determine whether changes in staffing are needed based on current service levels and projected population growth. A caseload analysis can capture a snapshot of a typical week or month and should include all aspects of a Teacher of Students with Visual Impairments’ (TVI) duties—not just direct instruction, but also consultation, material production, case management, and travel.
​While classroom teacher workloads are often measured by student count, this is not an appropriate metric for itinerant TVIs. These professionals serve students across all grade levels, subject areas, and levels of disability, including students with multiple disabilities. Some students may require daily direct instruction, while others may need only monthly or quarterly consultation.

Key Factors to Consider in Caseload Analysis

Each student who is blind or has low vision presents unique learning and accessibility needs. Therefore, caseload analysis must take into account:
  • Expanded Core Curriculum (ECC) instruction in areas such as:
    • Compensatory and functional academic skills
    • Sensory efficiency skills
    • Assistive technology
    • Orientation and mobility
    • Independent living
    • Social interaction
    • Recreation and leisure
    • Career education
    • Self-determination
  • Adaptation of materials, environments, and curriculum in collaboration with general and special educators and related service providers.
  • Communication with staff and families, supporting their understanding of the implications of vision loss and how to best support the student.

Tasks TVIs Must Have Time to Complete

  • Provide direct instruction in ECC and access skills aligned with IEP goals
  • Deliver in-services to staff and peers about vision loss and accommodations
  • Offer consultation to classroom teachers and support staff for curriculum access
  • Guide paraprofessionals in material creation and instructional strategies
  • Adapt materials, download digital files, and manage APH orders and returns
  • Plan and prepare for individualized instruction
  • Write reports and communicate with related professionals and agencies
  • Travel between schools and student homes
  • Troubleshoot technology and assistive devices
  • Attend and prepare for IEP meetings and amendments
  • Conduct and document Functional Vision and Learning Media Assessments (FVLMA)
  • Write student progress reports
  • Accompany students to and participate in low vision evaluations
  • Conduct Assistive Technology Assessments
  • Support transition services and assist with career planning for secondary students
  • Maintain data collection and progress monitoring systems

​Benefits of Periodic Caseload Analysis

​Administrators can better understand workload demands and staffing needs. As school districts grow or shift demographically, service needs evolve. Regular caseload analysis helps ensure that programs remain effective, responsive, and adequately staffed.

Caseload Analysis Tools

​VISSPA – Visual Impairment Scale of Staffing Pattern Analysis
Released in 2024 by TSBVI. This workload analysis tool is designed for itinerant TVIs and O&M Specialists. It helps document time spent on both direct and indirect service duties and can support staffing decisions. VISSPA is part of TSBVI’s Administrator Toolkit.
Quality Programs for the Visually Impaired (QPVI)
A comprehensive set of forms and guidelines created to assess and ensure quality programming for students with visual impairments. It is used by both Teachers of Students with Visual Impairments and Orientation & Mobility Specialists. Includes caseload distribution guidance and quality indicators.
APSEA Guidelines
Guidelines developed by the Atlantic Provinces Special Education Authority. Key recommendations include:
  • No more than two academic braille students per itinerant teacher
  • Factor in travel time, distance, and road conditions
  • Balance consultative and direct service needs
  • Consider geographic assignment to reduce travel demands
  • Match teacher expertise to student needs (e.g., early childhood experience)
  • Recognize that service levels will fluctuate as students grow and change
AER Division 9 Workload Guidelines
Published by the Association for Education and Rehabilitation of the Blind and Visually Impaired (AER) Division 9, these guidelines outline recommended workloads for itinerant teachers and O&M specialists and stress the importance of including time for indirect services, travel, and collaboration.
​TSBVI Caseload Analysis Guidelines
Part of the Administrators Toolkit, this resource outlines assumptions, rationale, and steps for conducting a thorough caseload analysis. It emphasizes a data-driven approach to staffing and service planning.
Caseload & Workload Analysis Forms from Paths to Literacy
This practical tool, contributed by various professionals in the field, helps track service minutes, travel time, consultation, and preparation needs across multiple campuses or service sites.
​By conducting regular caseload analysis and using reliable tools, TVIs and their supervisors can ensure students receive the services they need—and professionals have the time and support required to deliver them effectively. Program sustainability, student success, and equitable workloads all begin with thoughtful, data-driven planning.
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History of Visual Impairments
  • ​Timeline of Visual Impairments​
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Professional Practice
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Vision Professionals
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Professional Publications
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VI Book Resources
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Family Resources
  • US Government Agencies
  • State SpEd Agencies
  • Online Family Resources
  • Support Networks
  • Financial Assistance
  • Parent Resource Books
  • Grief & Suffering Books
"Work with enthusiasm, as though you were working for the Lord rather than for people."  Ephesians 6:7
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The mission of Teaching Students with Visual Impairments is to provide all persons involved in education students who are blind or visually impaired with the necessary resources to help each student become successful members of their communities and to equip those in the visual impairment field with resources to meet the wide range of needs of the students they serve. ​
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    • Vision Professionals >
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    • VI Referrals >
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    • Medical Vision Exam >
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      • Interpret the Eye Report
    • Visual Diagnosis >
      • Common Vocabulary
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    • FVLMA >
      • FVLMA Printables
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      • Environmental Observations
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    • Low Vision Evaluations >
      • Low Vision Evaluation
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    • AT Assessment >
      • VI AT Printables
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    • Other Evaluations >
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  • Consult
    • Unique Visual Needs
    • Collaboration >
      • Role of the Classroom Teacher
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      • Early Intervention Services
    • Create Accessible Content for BLVI
    • Instructional Adaptations >
      • Guiding Principles of Concept Development
      • Daily Schedule
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      • Functional Skills Curriculum
    • Environmental Adaptations >
      • School Campus Adaptations
      • Playground Adaptations
      • Classroom Design Tips
      • Adjust Lighting
      • Label Classroom
    • Material Adaptations >
      • Accessible Educational Materials
      • Photocopying
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      • Increase Contrast
      • Pictures and Worksheets
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    • Family Resources >
      • US Government Agencies
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      • Financial Assistance
      • Parent Resource Books
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      • VI Consumer Organizations
      • Summer Reading (braille)
      • Obtaining Braille Books
      • Toy Selection
      • Obtaining an iPad
  • Teach
    • Premium Printables
    • Teaching Strategies >
      • ECC Overview
      • Individualize Instruction
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      • Building Trust
      • Prompt Hierarchy
      • Ensure Success
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      • Virtual Instruction
    • Compensatory Skills Instruction >
      • Concept Development >
        • Overview of Concept Development
        • Community Based Experiences
        • Body Awareness
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        • Interactive Lap Mats
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        • Match Objects
        • Match 3D to 2D
        • Object Characteristics
        • Quantity and Number Concepts
        • Color Concepts
        • Weather Concepts
        • Identification Apps
      • Alternative Communication >
        • Intentional Movement
        • Dynamic Learning Circle
        • Individual Schedules
        • Transition Between Activities
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        • Cues and Prompts
        • Using Routines
        • Switch Access
        • Role Enrichment
        • Cause & Effect Apps
        • Sound Making Apps
      • Emergent Literacy >
        • Supporting Emergent Literacy
        • Select Reading Materials
        • Read Aloud
        • Creating Tactile Books & Book Bags
        • Awareness of Environmental Print/Braille
        • Developing Book Sense
        • Apps for Early Learning
        • Read to Me Story Apps
      • Beginning Braille >
        • Techniques to Read Braille
        • Alphabet Object Books
        • Early Braille Literacy
      • Braille Code >
        • Braille Cell Instruction
        • Sequential Braille Instruction
        • Braille Awareness
        • Braille Apps
      • Braille Fluency & Comprehension >
        • Reading Fluency
        • Reading Comprehension
        • Writing Activities
        • Evelyn Jane Stories
        • Braille Formatting
      • Braillewriter >
        • Using the Braillewriter
        • Braillewriter Repair
      • Slate & Stylus Basics
      • Tactile Graphics >
        • Tactile Graphics Guidelines
        • Methods of Creating Tactile Graphics
        • Tactile Graphics Instruction
        • Tactile Graphics Activities
      • Nemeth Code >
        • Nemeth Code Instruction
      • Access Classes >
        • Language Arts
        • Math Adaptations
        • Science Adaptations
        • Social Studies Adaptations
        • Signature & Dates
        • Handwriting
      • Abacus >
        • Cranmer Abacus Instruction
        • Abacus Basics
        • Set and Clear on Abacus
        • Add & Subtract on Abacus
        • Thematic Word Problems
      • Organize >
        • Where Does It Belong?
        • Organize School Supplies
        • Personal Belongings
        • Organize Homework Space
        • Lockers and Cubbies
        • Labeling and Filing Materials
        • Organize Office Supplies
        • Address and Phone Directory
        • Organizing Notebooks
      • Study Skills >
        • Caseload Polls
        • Taste Test Charts
        • Book Lists
        • Locate Library Books
        • Research
        • Study Skills Instruction
        • Study Habits
        • Identify Pertinent Information
        • Note Taking Apps
      • Time Management >
        • Time Management Instruction
        • Ready on Time
        • School Schedules
        • Keep Track of Time
        • Punctuality Appointments and Schedules
        • Complete Assignments on Time
      • Listening Skills >
        • Listening Skills Instruction
        • Listening Activities
        • Tips to Recall Facts
        • Attend to Speaker
        • Listening Comprehension
    • Sensory Efficiency >
      • Support Sensory Needs >
        • Sensory Input
        • Sensory Areas & Rooms
      • Auditory Efficiency >
        • Auditory Readiness Activities
        • Derive Meaning from Sounds
      • Visual Efficiency >
        • Visual Efficiency Instruction
        • Encourage Use of Vision
        • DIY Vision Materials for Complex Needs
        • Lightbox Use
        • CVI Activities
        • Visually Attend
        • Shift Gaze
        • Visual Tracking
        • Visual Discrimination
        • Visual Matching Activities
        • Visual Search & Scan
        • Sequence Activities
        • Visual Motor Activities
        • Visual Association
        • Visual Memory
        • Figure Ground
        • Visual Closure
        • Lunch Assembly Patterns
        • Vision Skills Apps
      • Optical Device Use >
        • Near Optical Device Instruction
        • Near Magnification Activities
        • Distance Magnifier Instruction
        • Distance Magnifier Activities
        • Magnifier Apps
      • Tactile Readiness >
        • Stages of Tactual Exploration
        • Tactile Exploration
        • DIY Tactile Materials for Complex Needs
        • Sensory Table
        • Tactile Discrimination Box
        • Texture Awareness & Comparison
        • Building Tactile Discrimination
        • Fine Motor Activities
        • Developing Skillful Hands
    • Assistive Technology >
      • AT Instruction
      • AT Basic Use >
        • Care for AT Tools
        • Store and Retrieve AT
        • Locating AT
      • AT Problem Solving >
        • When Technology Fails
        • Troubleshoot AT
        • Change Batteries
      • Braille Notetaker >
        • Braille Notetaker Instruction
        • Chameleon Notetaker
      • iOS Instruction >
        • iPads as Instructional Tools
        • Making the iOS Device Accessible
        • iOS Accessibility Resources
        • iOS and Notetaker
        • VoiceOver
      • Audio Skills >
        • Accessing Audio Books
        • Using Audiobook Apps
      • Video Magnifier Instruction
      • Basic Computer Use >
        • Keyboarding Instruction
        • Editing Practice
      • Access >
        • Screen Readers for Computers
        • NVDA Screen Reader
        • Jaws Screen Reader
        • Screen Reader Courtesy
      • Productivity >
        • Navigate Computer without a Mouse
        • Word Processing and Shortcuts
        • Writing Efficiency with Technology
    • Social Skills >
      • Social Skill Basics
      • Non-Verbal Skills >
        • Nonverbal Communication
        • Facing Person
        • Body Posture
        • Social Norms
        • Personal Space
        • Mannerisms & Behavior
        • Facial Expressions
        • Body Language & Appearance
        • "I" Message When Upset
      • Communicate >
        • Positive Interactions
        • Use Cues to Interact
        • Respond to Feedback
        • People at School Activity
        • Conversation Skills
        • Interview a Professional
        • Give & Receive Compliments
        • Apps for Communication
      • Cooperative >
        • Politely Saying No
        • Workplace Social Skills
      • Identity >
        • Values & Priorities
        • Emotional Awareness
        • Discriminate Emotions
        • Social Media
      • Interactions >
        • Social Interactions
        • Cyberbullying
        • Appropriate Touch
        • True Friends & Being a Friend
        • Courteous Behavior
        • Adult Interaction Strategies
        • Being Bullied or Teased
        • Remembering Names
        • Gift Receiving Etiquette
        • Wrapping a Gift
        • Icebreakers & Mixers
        • Expand Your Network
        • Age Etiquette
    • Self Determination >
      • Relatable Books for All Ages >
        • Children's Books
        • Young Reader Books
        • Books about Guides Dog
        • Teen & Young Adult Books
        • Non-Fiction Books
      • Self Determination Skills
      • Self Concept
      • Unique Body Characteristics
      • Body Image & Acceptance
      • Making Personal Goals
      • Disability Disclosure
      • Requesting Help
      • Fighting Fears
      • My Circle of Support
      • Personal Responsibility
      • Advocate for Safe Enviroments
      • Having Picture Taken
      • Coping with Change
      • Physical Characteristics
      • Political Activism
      • Laws Regarding Persons with Disabilities
      • My Data Collection
    • Independent Living >
      • Personal Care >
        • Medication Adaptations
        • Bathroom Adaptations
      • Hygiene & Grooming >
        • Hygiene & Grooming Instruction
        • Nose Hygiene
        • Proper Handwashing
        • Hair Care
        • Oral Hygiene
        • Face Washing
        • Deodorant Use
        • Shower Adaptations
        • Hair Removal
        • Cosmetics
        • ​Nail Care
      • Personal Health >
        • Medical History
        • Aging Eyes
        • Accidents & First Aid
        • First Aid Kits
      • Eating & Table Manners >
        • Mealtime Independence
        • Unwrap Food
        • Locate Food on Plate
        • Eating Tacos
        • Eating Hot Dogs
        • Eating Spaghetti
        • Eating Ice Cream Cones
        • Serve Own Food at Table
        • Apply Condiments to Food
        • Safely Cut Food
        • Eat in Cafeteria
        • Pour from Containers
        • Eating & Table Manners
        • Pouring Drinks
        • Dining at Restaurants
      • Household Skills Maintenance >
        • Home & School Chores
        • Cleaning Tables & Counters
        • Washing Dishes
        • Manage and Empty Trash
        • Clean Floors
        • Dusting
        • Tool Use
        • Loading Dishwasher
        • Cleaning Products
        • Operate Climate Control
        • Making a Bed
        • Changing Sheets
      • Shopping & Consumerism >
        • Grocery Shopping
        • Expiration Dates
        • Shopping
        • Compare Price/Quality
        • Convenience Stores
        • Retail Stores
        • Drug Stores
        • Supermarkets
        • Post Office
        • Envelope Use
        • Personal Shoppers
      • Clothing Management >
        • Dressing Skills
        • Clothing Identification
        • Dresser Drawer Organization
        • Closet Organization
        • Laundry
        • Job Interview Clothing Selection
        • Shoe Selection & Care
        • Dressing Up
        • Hang Clothes on Hanger
        • Fold Clothes
        • Iron Clothes
      • Telephone >
        • Telephone Use
        • Emergencies and 9-1-1
      • Food Preparation >
        • Opening Containers
        • Prepare Fruits and Vegetables
        • Prepare Snacks
        • Prepare Cold Drinks
        • Prepare Hot Drinks
        • Prepare Cold Cereal
        • Prepare Toast
        • Make a Sandwich
        • Plan a Simple Meal
        • Store & Label Groceries
        • Oven, Stove, & Microwave Cooking
        • Measure & Pour
        • Cut, Slice & Peel
        • Meal Preparation
        • Lunch Container Use
        • Recipe Activities
        • Determine if Food is Done
      • Money & Budget >
        • Money Identification
        • Money Management
        • Payment Methods
        • Use ATM Machine
        • Buying or Packing Lunch
        • Paying with Checks
        • Interpret a Warranty
        • Vending Machine Purchase
        • Housing Decisions
        • Differences in Homes
      • Services >
        • Service Agencies
        • Consumer VI Organizations
        • Access VI Resources
      • Safety >
        • General Home Safety
        • Emergency Personnel
        • Emergency Color Codes
        • Evacuations
        • Shelter in Place
        • Lockdowns
        • Weather Safety
        • Poor Air Quality
        • Internet Safety
        • Create Lock Board
    • Orientation & Mobility Instruction >
      • Spatial Awareness
      • Orientation to School
      • School Tour Sequence
      • Mobility Skills
      • Guide Dogs
      • Environment Concepts
      • Community Based Instruction
      • Being a Non-Driver
      • Guide Techniques
      • Travel
      • Drivers Education for Non Drivers
      • Bioptic Driving
      • Types of Roadways
      • Transportation Options
      • Navigation & Location Apps
    • Recreation & Leisure >
      • Recreation & Leisure Overview
      • Rec and Leisure Survey
      • Get Involved at School
      • School Clubs
      • Games >
        • Rainy Day Activities
        • Play with Toys
        • Block Play
        • Card and Board Game Adaptations
        • Transcribe Playing Cards
        • Video Games
      • Music >
        • Music
        • Music & Movement
        • Orchestra
        • Marching Band
      • Visual Arts >
        • Art Adaptations
        • Art Materials
        • Arts and Crafts
        • Gardening
      • Theatre >
        • Dramatic Play
        • Dance
      • Entertainment >
        • Attending Concerts
        • Attending Movies
        • Visiting Museums
        • Attending Slumber Parties
        • Attending Parties
      • Recreation >
        • Summer Outdoor Activities
        • Adapted Recreation Equipment Resources
        • Walk & Run Adaptations
        • Accessible Pedometers
        • Lifelong Exercise
        • Camps for VI
      • Sports >
        • VI Sports Associations
        • PE Adaptations
    • Career & Vocation >
      • Career & Vocational Overview
      • Personal Knowledge >
        • My Vision Presentation
        • My Visual Needs Packet
        • My Self-Description
        • My Values and Priorities
        • Create a Personal Data Sheet
        • Interviews
        • Work Behaviors
        • Resumes
        • Cover Letters
      • Job Awareness / Experiences >
        • Classroom Jobs
        • Career Exploration
        • Receive Payment for Services
        • Rules for Jobs
        • Company Research
        • Finding Job Leads
        • Dream Job Analysis
        • Practice Job Skills in Classroom
        • College & Career Prep
      • Maintain Job >
        • Responsibility & Independence
        • Following School Rules
        • Review IEP & Assess Self
        • Gain Work Related Skills
        • Address Employer Concerns
        • Maintain Employment
        • Networking & Connections
  • Grow
    • Complete Set Bonus >
      • ECC Bonus Printables
      • ECC Song Playlists
      • Job Task Boxes
    • Interactive Activities >
      • Interactive Sensory Stories
      • Interactive Visual Discrimination Activities
      • Interactive Matching Activities
      • Interactive Choice Making Activities
    • Lesson Planning >
      • Teaching the ECC
      • Teaching in Thematic Units
      • Incorporate IEP Goals
      • Unit Preparation Tips
      • Preparation
      • Material Preparation
      • Lesson Delivery
    • Thematic Units
    • Beginning of Year Units >
      • Back to School Unit
      • Self and Identity Unit
      • Birthdays and Aging Unit
      • Jobs and Employment Unit
      • Pets and Service Animals Unit
      • Family and Genealogy Unit
      • Root to Fruit
      • Home Maintenance Unit
      • Visual Arts Unit
    • Fall Units >
      • Autumn Unit
      • Vegetables, Crops, and Farms Unit
      • Evening and Night
      • Politics, Voting, and Advocacy Unit
      • Grocery Store Unit
      • Meal Preparation and Hosting Unit
      • Shopping Unit
      • Clothing Care Unit
      • Music and Theatre Unit
    • Winter Units >
      • Clocks and Time Unit
      • Games Puzzles Indoor Fun
      • Healthy Habits Unit
      • Winter & Evergreens
      • Cold and Flu Season Unit
      • Adapted Sports Unit
      • Friendship Unit
      • Restaurants Unit
      • Weather and Preparedness Unit
    • Spring Units >
      • Stay Safe Unit
      • Communication Unit
      • Hygiene and Grooming Unit
      • Springtime and Gardening Unit
      • Cleaning and Home Care Unit
      • Transportation Unit
      • The Great Outdoors Unit
      • Vacations and Travel Unit
      • Graduation and Life Changes Unit
    • Recorded Presentations >
      • Itinerant Teaching Strategies
      • Tips for Being a "Physically Fit" TVI
      • Developing SMARTER Goals
      • Determining Service Intensity Using the VISSIT
      • Accommodations for VI
      • Selecting the Right AT
      • Conducting a FVLMA
      • Foundations of Teaching the ECC in the Age of Virtual Instruction
      • The Art of Teaching the ECC
      • Using Themes to Teach the ECC
      • MIMO Strategies & Activities
      • Activities to Teach the ECC
      • SIDPID Strategies & Activities
      • Standard Course of Study Strategies & Activities
      • Job Tasks for Job, Career & Life
  • Shop
    • ECC Instructional Resources >
      • 2024 TVI's Guide to Teaching the ECC Complete Set
      • Second Edition TVI's Guide to Teaching the ECC
      • Thematic Keyboarding & Braille Fluency Worksheets
      • More Visual Efficiency & Magnifier Fluency Grab & Go ECC Supplements
      • Visual Efficiency & Magnifier Fluency
      • Task Box Activities
      • Vocabulary Cards & Checklists
      • Interactive Sensory Stories
      • Interactive Matching Activities
      • Evelyn Jane Short Stories
      • Just Joking Around
    • Job Postings
    • Recorded Presentations
  • Jobs
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