Year at a Glance

By: Carmen Willings
teachingvisuallyimpaired.com
​Updated June 12, 2025
Itinerant teaching can be incredibly rewarding, but it also presents unique challenges. Between building and revising schedules, conducting assessments, collaborating with a wide range of teams, and serving students with varying ages, abilities, and visual diagnoses, it’s easy to feel overwhelmed. The key to success? Organization and proactive planning.
Use this month-by-month guide to help manage your caseload, maximize your time, and stay ahead of the curve throughout the school year.

Beginning of the Year

Verify Your Caseload
  • Confirm which students remain on your caseload.
  • Check for students who have moved out or are new referrals.
  • Coordinate with your vision team (if applicable) to divide assignments.
Create a “Unique Visual Needs” Page for each general education teacher and related service provider:
  • Include the student’s name, diagnosis, acuity, and a summary of educational impact.
  • List required accommodations from the IEP.
  • Include your contact info or attach a business card.
  • Define service level (consultation and/or direct) and how it will be delivered.
Collect Student Schedules and Meet School Staff
  • Obtain each student’s daily schedule.
  • Meet with classroom teachers.
  • Introduce yourself to the principal/assistant principal and the school secretary.
  • Identify possible service times and meeting spaces (as well as backup locations).
  • Take note of early release and testing dates.
  • Discuss:
    • Storage and access to VI materials
    • Types of academic materials used
    • Visual aids such as charts, graphs, maps, and Smart Board use, etc.
  • Start a working file by collecting the current IEP, eye reports, FVE/LMA, and relevant evaluations (e.g., LVE, O&M reports).
Create an “All Student Caseload” Document. Include the following:
  • Student name, DOB, caregiver names and contact info
  • School info (name, address, phone, admin, room #)
  • Service time and frequency
  • IEP and reevaluation dates
  • Visual diagnosis, acuity, eligibility for Quota Funds, state ID #
Draft Your Schedule
  • Start with students who have non-flexible schedules (typically in general education).
  • Add flexible direct service students next.
  • Lastly, schedule consult students (can rotate).
  • Leave room for planning, meetings, and evaluations.
Introduce Yourself to Parents
  • Send a welcome letter, email, or phone call to parents, especially those you haven't met.
  • Remind parents to schedule updated eye reports if needed (for reevaluation or Quota Fund eligibility).
  • Note: Avoid including anything in an email or letter that you wouldn’t want read in a court of law!
Set Up Data Collection
  • Create a sheet for each student with IEP goals and objectives.
  • Plan how you’ll document progress (e.g., checklists, anecdotal notes).
  • In resource rooms, consider coded wall charts (maintaining student confidentiality).
Deliver and Train on VI Materials
  • Distribute equipment, braille/large print materials, and optical devices.
  • Train teachers/paraprofessionals on proper use and adaptation techniques.
Screen for Regression
  • Observe students in the first couple of weeks.
  • Identify regression or skill loss after the summer.
  • Determine instructional focus for the coming months.

Mid School Year

Deaf-Blind Child Count
  • Conduct the annual count of students with dual sensory loss.
  • Used to connect families with services, events, and training through state agencies.
Federal Quota Funds
  • Typically completed January–February.
  • Used to provide APH materials to eligible students.
  • Coordinate with your district’s reporting agency to ensure accuracy and timeliness.

End of School Year

Update Working Files
  • Ensure each student’s file includes current IEP, reports, and documentation.
  • If known, prepare Unique Needs pages and data sheets for next year’s caseload.
Inventory and Return Equipment
  • Collect all AT/VI equipment not being loaned for the summer.
  • If students keep items over break, use a Material Loan Form signed by parents.
Contract Documentation
  • If you're contracted, break down your time (e.g. Direct instruction, Consultation, Meetings, Evaluations and report writing, etc) 
  • Document travel time based on agency’s formula.
  • Keep copies for your records.
Order Next Year’s Materials
  • Request braille and/or large print novels and textbooks or alternative formats in advance.
​This guide is designed to help you work more efficiently, advocate effectively, and provide high-quality support to your students all year long. With thoughtful organization and intentional planning, you can make a big impact—and reduce your own stress while doing it.

Printable Resource

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Year at a Glance for Itinerant TVIs Handout
Year at a Glance for Itinerant TVIs Handout