VI Program Handbook

By: Carmen Willings
teachingvisuallyimpaired.com
October 31, 2017

When I was a TVI with the Wake County School System in North Carolina, a colleague, Tricia Noe, and I would work together over the summer creating a VI Program Handbook to provide to fellow TVI’s when they returned from summer break. I found it to be a great resource and I maintained and carried it with me at all times, modifying it to each new work environment, over the years. Of course, I use a variety of other methods to keep myself organized and on top of everything, but this has been my “go to” over the years. I thought I would share the framework of that handbook with you if you haven’t yet created a similar one of your own.
PicturePrintable handbook cover, spine, table of contents and tabs
I have revised the contents many times over the years, trying to consolidate the information and include only items I need to refer to  regularly. As schools have transitioned to storing information online, I have taken advantage of those systems (as well as storing information on my flash drive) and only include the items that I need to refer to regularly in the handbook. I do make sure I have copies of important forms on hand for those inevitable times that the internet is down! I begin with a 1 ½" binder with a clear cover and at least two 8 tab dividers. As I stated, I used to carry around much more information, but for the sake of saving my back and shoulders, I’ve whittled my binder down to the following items that I find are “must haves”. You will want to include forms and information specific to your program, but many of the documents I use can be found on the Printable page and can be adapted to meet your needs. 

Section 1: Employee Information.

  • Basic Employee Information: This includes how to access the internet on the work issued computer at home, purchasing guidelines, professional development and leave procedures, and other pertinent information specific to the program.
  • School district calendar that indicates work days.
  • School calendars if you work with students in different schools that are following year-round, modified or traditional calendars.
  • School bell schedules.
  • Map of schools in the district/county.
  • Mileage Chart. Some programs will provide a mileage chart while others don’t. For those that don’t, I find it helpful to create my chart for quick reference when I’m tallying up miles traveled in a day.

Section 2: Caseload

Section 3: VI Program Forms ​

I keep a single copy of each form I regularly use in this section. By keeping a copy in my folder, I know I will always have access to it and can make a quick copy as needed.
  • Eye Report Form
  • Permission to Evaluate I have created a form on the Printables page for programs that do not have a form
  • Low Vision Evaluation forms
  • Orientation & Mobility referral forms
  • Exchange/Release of Information Form
  • Medical Release Form
  • Notarized Consent for state materials (Due to recent litigation, some states, if not all, now require a notarized consent to access instructional educational material from the state.)

Section 4: Print Comparisons

  • Near-print comparisons with font size examples 
  • Typometer pdf printed on clear acetate. This was a genius idea I picked up from Carson Cochran, Georgia's Instructional Material Center Program Manager (Thank you, Carson!). Print a copy on clear acetate, hole punch it and keep it in your binder for quick reference! By printing it on clear acetate, you can place the typometer overprint to determine the font size. You can find a number of these available on Pinterest. 

Section 5: Braille Reference

  • UEB Braille Reference Chart.
  • Braille Keyboard Reference. 
  • Nemeth Code Reference. 

Section 6: Technology Reference

  • Computer shortcut commands 
  • iOS Guided Access instructions 
  • Voice Over instructions
  • Picture Tutorial on making large copies

Section 7: Professional Contacts

  • VI Program Contacts
  • SpEd Department Directory
  • Other Professional Contacts

Section 8: Notes

Additional Sections

​I have additional tabbed dividers for each student that I serve directly and a separate tab for students I serve on a consulting basis. Within each student tab, I include data collection, a copy of the student's unique needs and corresponding school map. I keep a copy of my weekly schedule in the back cover of the binder for quick reference (Use only first names or abbreviations for confidentiality!).