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.