VI Program Handbook

By: Carmen Willings
teachingvisuallyimpaired.com
Updated June 12, 2025
When I worked as a TVI in Wake County, North Carolina, my colleague Tricia Noe and I spent our summers developing a VI Program Handbook to support fellow Teachers of Students with Visual Impairments (TVIs) returning from summer break. Over the years, this binder became my go-to resource, something I refined and adapted to each new work setting. While I utilize many organizational tools to stay on top of my caseload, nothing has proven more consistently helpful than this concise and portable handbook. I'm sharing its framework here in case you’d like to create one for yourself or your program.

Handbook Format & Essentials

  • Binder Size: 1½" binder with a clear view cover
  • Dividers: One or two sets of 8-tab dividers
  • Storage: Include only documents you refer to regularly. Store additional forms digitally or on a flash drive.
  • Printable Components: Download cover pages, tabs, and templates from the Printables page on my site or create your own.
  • Pro Tip: Always carry printed copies of critical forms—technology isn’t always reliable!

Section 1: Employee Information

  • Internet access instructions for work-issued devices​
  • Purchasing guidelines, PD protocols, leave procedures
  • District-wide calendar
  • Calendars for individual schools (traditional, year-round, modified)
  • Bell schedules for each school
  • District/county/school maps
  • Mileage chart (create one if not provided—very helpful for tallying daily mileage!)

Section 2: Caseload Overview

  • Caseload summary sheet (see Printables page for template)
  • Service Intensity Scale: I recommend the TSBVI VISSIT Tool, but there are other options depending on your district’s preferences

Section 3: VI Program Forms

Keep one blank copy of each regularly used form for easy duplication:
  • Eye Report Form
  • Permission to Evaluate (see my custom template on the Printables page)
  • Low Vision Evaluation Forms
  • Orientation & Mobility Referral Form
  • Exchange/Release of Information Form
  • Medical Release Form
  • Notarized Consent for State Materials (Some states now require notarized consent to access educational materials.)

Section 4: Print Comparisons

  • Near-Print Font Size Comparison Sheet
  • Typometer printed on clear acetate. Use this overlay to quickly determine the font size by placing it directly over the text.

Section 5: Braille Reference

  • UEB Braille Reference Chart
  • Braille Keyboard Reference Guide
  • Nemeth Code Quick Reference

Section 6: Technology Reference

  • Common Computer Shortcut Commands
  • Step-by-step guides for:
    • iOS Guided Access
    • VoiceOver
    • Enlarging Copies (visual tutorial for staff or assistants)

Section 7: Professional Contacts

  • VI Program contact list
  • Special Education Department Directory
  • Other frequently contacted professionals and agencies

Section 8: Notes

  • Blank paper or notepad pages for jotting reminders, meeting notes, or quick observations.

Student-Specific Tabs

Create a tab for each student you serve directly, and a separate one for those served on a consulting basis. Inside each tab, include:
  • Data collection sheets
  • Unique Visual Needs page
  • School map and classroom location
Tip: Keep a copy of your weekly schedule in the back cover—use only initials or first names for confidentiality.
​This handbook has saved me countless hours and reduced my stress throughout the year. It’s lightweight, streamlined, and customized—designed by a TVI, for TVIs. If you haven’t yet created one of your own, I highly recommend using this framework as a starting point.

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Article Pages

VI Basics
History of VI ​Vision Professionals​ ​Professional Publications ​​Program Tools & Templates ​Policy & Advocacy ​​Professional Support AT Resources​
Service Planning
VI Referrals​ ​Medical Vision Exam ​Visual DiagnosisFVLMALow Vision EvaluationsOther Evaluations​Service PlansGoals & Objectives
Consultation
​Unique Visual Needs
​Collaboration​​Instructional Adaptations​Environmental Adaptations​​Material Adaptations​Access ClassesFamily Resources
Teaching Strategies
Compensatory Skills
Concept Development​Alternative Communication​Emergent Literacy​Beginning Braille​​Braille Code​Braille Fluency & Comprehension​Braillewriter​​​​​Slate & Stylus Basics *S
​​​Nemeth Code Instruction *S
​​​Tactile Graphics​Print Concepts​​Abacus ​​Organize​​​Study Skills​​Time Management
Sensory Efficiency
​Auditory Efficiency​​​​​Listening Skills​​Visual Efficiency Skills​​Optical Device Use​Tactile Readiness
Assistive Technology
AT Assessment ​AT Instruction​
AT Basic Use ​​AT Problem Solving ​Braille Notetaker ​iOS/Tablet Instruction Audio Skills ​Video Magnifiers ​​Basic Computer Use Access Productivity
Social Skills
​Non-Verbal Skills​​​​​CommunicateCooperativeIdentity & Self-Awareness​Interactions & RelationshipsManaging Challenges & Safety
Self-Determination
Independent Living Skills
Personal Care ​Hygiene  ​Personal Health Mealtime Skills ​​​ Food Preparation​Household SkillsClothing Management​Money & BudgetShopping & ConsumerismPhone Use​Safety & Emergency Preparedness​​Services & Community Resources
Orientation & Mobility
Recreation & Leisure Skills
Career & Vocational
Interactive Activities
Recorded Presentations
Lesson Planning 
Thematic Units
Beginning of the Year Units ​​Fall Units​​Winter Units​​Spring UnitsHoliday Units
Printable Resources
**Additionally, each Teach Subscription page and each Thematic Unit contains additional unique printables!
*M = free member pages
*S = Basic subscription pages
*CS = Complete set bonus
*A = All Access subscription pages