DBS Standards Manual for Consumer Services Contract Providers Chapter 5: Services

Revised 04/09

Note: Section 5.12 Standards for Supported Employment Services applies only to consumers beginning Supported Employment services after January 1, 2007. For consumers receiving Supported Employment services prior to January 1, 2007, see the previous 5.12 Supported Employment (SE) Services.

5.1 Assistive Technology Evaluations

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5.1.2 Qualifications

Education, Training, and Experience

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Proficiency Tests

Assistive technology evaluators must pass proficiency tests administrated by DBS before they the evaluator can be approved to evaluate a DBS consumer's ability to benefit from the purchase of assistive equipment in achieving a vocational goal.

  1. Phase I testing is may be conducted at the local DBS office or the DBS Assistive Technology Unit in Austin.
  2. Service providers must are expected to successfully complete Phase I testing a minimum of two weeks before prior to Phase II testing.
  3. Phase II testing iswill be conducted at the DBS Assistive Technology Unit in Austin.
  4. If travel is necessary in order to participate in Phase I or Phase II testing, the service provider must pay is responsible for all travel costs including transportation, food, and lodging.

Continued DBS approval requires assistive technology evaluators to pass periodic proficiency tests administered and conducted by DBS as well as periodic performance monitoring conducted by the Employment Assistance specialist (EAS)specialist or designated representative.

In-Service Training

Contract service providers are encouraged to budget funds for each evaluator to attend a yearly conference or workshop relating to assistive technology.

At a minimum, each evaluator should attends a technology vendor demonstration in Austin offered by the Division for Blind Services as part of DBS employment assistance training.

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5.1.3 Service Delivery

Scope of Services

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Referral Requirement

The consumer's counselor or case manager is required to

  • consult with an EAS specialistfor the consumer’s EAS initial consultation before referring consumers for assistive technology evaluations, and
  • provide the assistive technology evaluator with a copy of the consumer's Employment Assistance Specialist (EAS) Consultation Report and any specific referral forms required by the provider before the evaluation begins.

If the required Employment Assistance Specialist (EAS) Consultation Report is not included in the consumer's referral packet,:

  • the consumer cannot be scheduled for an assistive technology evaluation, and
  • the assistive technology evaluator must contact
  • the consumer's counselor or case manager and/or
  • the EAS specialist or EAS manager and/or
  • the Consumer Procurement supervisor in Austin (512-377-0642).

Referral Requirement—Exception

The only exception to the requirement for an EAS consultation report applies to consumers who require evaluation for a stand-alone CCTV and/or portable CCTVonly.

A closed-circuit television (CCTV), sometimes referred to as an electronic video magnifier, is a system that uses a video camera's zoom lens to convert text and images to a large video display screen. A stand-alone or portable CCTV system operates solely on AC power, using no battery power, and does not connect to a computer system.

Minimum Assessment Requirements

DBS’ minimum assessment requirements for evaluations on QWERTY keyboards is 30 WPM typing unless EAS notes that the consumer has a secondary disability. DBS requires a braille reading speed of 50 WPM in Grade 2 using braille devices.

DBS minimum assessment requirements are subject to waiver on a case-by-case basis. For example, minimum assessment requirements may be waived for consumers who have secondary disabilities that limit the use of one or both hands and for consumers who have sustained a head injury. The evaluator should discuss these circumstances with the consumer's counselor or case manager as appropriate.

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Interview Process—Overview

Interviews are shall be conducted in a confidential manner. The format and content of the interview should follows the process described below. The primary purpose of the interview is to:

  • confirm referral information,
  • confirm the information in the EAS consultation report (except for stand-alone CCTV evaluations),
  • elicit additional information from the consumer, and
  • confirm that the goals of the evaluation remain the same.

Consumers may be experiencingexperience anxiety related to the evaluation as well as to the concept of computers and/or assistive technology. Therefore, a secondary purpose of the interview is to set a comfortable, relaxed atmosphere in which to conduct the evaluation.

The evaluator may find it helpful to explain exactly what will be done during the evaluation. It should be stressed that the evaluation process is not an evaluation of the consumer but an opportunity for the consumer to evaluate the equipment.

Evaluators should refrain from saying "I will be teaching you" and, instead, should emphasize that the evaluator and the consumer will be working together during the evaluation process. It is also important for the consumer to understand that he or she they should be as specific as possible regarding which piece of equipment works best for him or herthem and why.

For additional information about the interview process, assistive technology evaluators are encouraged to contact the EAS manager at (512) - 377-06500570.

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Submitting Evaluation Reports

Evaluation reports must be completed within seventen working days from the date of the evaluation and may be submitted by e-mail to:

  • the consumer's counselor or case manager, and
  • the EAS specialist who completed the EAS consultation report.

The evaluation report, DARS2867, should identifiesy consumers using only (a) the consumer's first name and last initial and (b) the DBS caseload number. The consumer's Social Security number must not should never be used when contract evaluation reports are submitted by e-mail.

Consumer Statistics Worksheet

The DBS consumer statistics worksheet (available by upon request) summarizes the services provided to individual consumers. Contract service providers mustare required to complete the worksheet and to submit the document electronically to DBS on a quarterly basis as follows:

  • December 15th for the 1st quarter (September, October, November);
  • March 15th for the 2nd quarter (December, January, February);
  • June 15th for the 3rd quarter (March, April, May); and
  • September 15th for the 4th quarter (June, July, August).

5.1.4 Product Inventory

On-Site Visits

DBS may conduct initial and periodic on-site visits to verify that each contract service provider (or potential provider) meets the following requirements:.

  • The provider maintains the required minimum inventory of assistive technology equipment and software.
  • The provider has the technical equipment and software required for the specific evaluation for which the provider has (or is seeking) approved status.
  • The provider's technical equipment and software are the latest version or model on the market (contract service providers are required to obtain new models, upgrades, and/or versions of the equipment and /software on which the evaluator is approved within 45 calendar 30 days of notice that the new product is available).
  • The provider's software programs are full working copies (not demonstration versions).
  • The provider's software programs are IBM compatible (unless an evaluation on Macintosh computer technology is required).

Approved Products

Assistive technology evaluators must are required to conduct evaluations using a minimum of two competing products. DBS consumers are shall be evaluated only on products and equipment included on the DBS list of approved products. Software must shall be full versions, not demos or trial versions. All products must shall be the current version and/or the latest release.

A current list of approved products is available for Assistive Products and for CCTV Products. Questions about the approved product lists may be addressed to the EAS manager at (512) -377-06500570.

Product categories on the approved lists include:

  • closed-circuit televisions (CCTV),
  • screen magnification large print programs,
  • screen magnification large print programs with speech,
  • screen readerreview programs,
  • refreshable bBraille displays,
  • OCR scanner software,
  • stand-alone OCR scanners,
  • notetakers,
  • portable OCR scanners, and
  • speechvoice input programs.

Before completing an evaluation on any product or equipment that is not included on the DBS list of approved products, the assistive technology evaluator must get is responsible for obtaining approval for the evaluation by submitting a written request to the Consumer Procurement supervisor in Austin ((512) -377-0642). DBS is not responsible for, and will not pay for, any Any evaluation(s) completed without the necessary approval(s)will not be the responsibility of DBS and will not be paid for by DBS.

Requirement to Submit Equipment Inventory List

To ensure that DBS referrals are made to the appropriate contract service provider, each provider must shall provide DBS with an inventory list detailing the equipment and software the provider has available for consumer evaluations.

After submitting the first Subsequent to the provider's initial inventory list, each provider must shall submit an updated inventory list to DBS within 30 calendar days of (a) each new contract award and (b) each release of the updated DBS list of approved products.

Minimum Inventory Requirements

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Note:

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CCTV Products—Black and White

Facility-based providers must maintain the following black and white CCTV products:

a minimum of two competing products chosen from the most recently updated DBS list of approved products or

the product awarded on the current DBS competitive term contract.

Regardless of the option selected by the provider, each black and white CCTV must be maintained in three models: 14-inch to 15-inch model, 17-inch model, and 19-inch to 20-inch model.

Facility-based providers must also maintain a minimum of two competing models of the following CCTV-related products:

SVGA (for PC access) and

portable (battery-operated) models.

Note:

CCTV Products—Color

Facility-based providers must maintain a minimum of two competing color CCTV products chosen from the most recently updated DBS list of approved products.

At least one of the two color CCTV products must be the product awarded on the current DBS competitive term contract.

Each color CCTV product must be maintained in three models: 14-inch to 15-inch model, 17-inch LCD model, and 19-inch to 220-inch LCDmodel.

Facility-based providers must also maintain a minimum of two competing models of the following CCTV-related products:

  • SVGA (for PC access),
  • computer access
  • stand alone
  • USB laptop assisted
  • USB laptop assisted with OCR
  • Collapsible

distance viewing

  • hand-held color cameras, and
  • portable (battery-operated) models.

CCTV Products—Other

All other categories of CCTV products (including head-mounted cameras and flex-arm cameras) may be acquired "on temporary loan" as needed.

Computer-Based Assistive Technology

The provider must maintain a minimum of two computer-based assistive technology programs in each of the categories listed below, as defined in the provider’s contract and from the most current DBS approved products list. The products must be compatible with Microsoft Windows XP and/or Vista, or the agency standard operating system for DBS-issued computer systems for consumers.

  • screen magnification software with speech support,
  • screen reader software,
  • braille translation software,
  • refreshable braille displays,
  • computer-based OCR/scanner software,
  • notetakers—QWERTY keyboard,
  • notetakers—QWERTY keyboard with refreshable braille display,
  • notetakers—braille keyboard,
  • notetakers—braille keyboard with refreshable braille display, and
  • braille embossers

Special Technologies

The provider must have the product that is approved by DBS based on the approved products list for the following categories:

  • speech recognition,
  • braille translation, and
  • Apple-compatible computer with current operating system and current Office version for Mac.

Synthesizers—External

A minimum of two external synthesizers from the most recently updated DBS list of approved products is required.

Synthesizers—Internal

No internal synthesizers are required. Since software synthesizers are included as an integral component of the screen review software package with which the synthesizer will be used, there is no requirement to maintain internal synthesizers separately.

Screen Review Software

A minimum of two of the following screen review packages from the most recently updated DBS list of approved products is required:

Windows 95/98/2000,

Windows 95/98/2000, and

Windows NT.

Contract service providers are not required to provide DOS or Macintosh screen review packages.

Braille Translation Software

A minimum of two Windows 95/98/2000 Braille translation packages from the most recently updated DBS list of approved products is required.

Contract service providers are not required to provide DOS Braille translation software.

Screen Magnification Software

A minimum of two of the following screen magnification packages from the most recently updated DBS list of approved products is required:

Windows 95/98/2000,

Windows 95/98/2000, and

Windows NT.

Integrated Screen Magnification/Screen Review Software

A minimum of two Windows 95/98/2000 integrated screen magnification/screen review packages from the most recently updated DBS list of approved products is required.

Scanner Software

A minimum of two Windows 95/98/2000 scanner packages is required and must include Kurzweil 1000 and Arkenstone Ruby products.

Refreshable Braille Displays

A minimum of two 40-cell Braille displays is required. At least one of the two products must be the product awarded on the current DBS competitive term contract.

Qwerty Notetakers

A minimum of two Braille notetaker products is required. At least one of the two products must be the product awarded on the current DBS competitive term contract.

Braille Notetakers

A minimum of two Braille notetaker products is required. At least one of the two products must be the product awarded on the current DBS competitive term contract.

Braille Notetakers with Refreshable Braille Display

A minimum of two Braille notetakers with refreshable Braille displays from the most recently updated DBS list of approved products is required.

Voice Recognition Software

Facility-based providers are required to have Dragon Naturally Speaking Professional for Windows 95/98/2000.

5.1.5 Performance Measures

  • Did the provider meet the consumer's assistive technology evaluation needs as requisitioned by the consumer's counselor or case manager?
  • Has the provider met DBS contract specifications?
  • Has the provider performed all contractual services in a professional manner in accordance with the requirements detailed in this manual?
  • If a staff member who provides contract services to DBS consumers was hired during the contract period, did the provider submit a staff information sheet to the Consumer Procurement supervisor within ten days?
  • If a staff member who provides contract services to DBS consumers resigned during the contract period, did the provider inform the Consumer Procurement supervisor of the staff member's resignation no later than the employee's last day?
  • During the contract period, did the provider maintain the required minimum inventory of assistive technology equipment and software?
  • During the contract period, did the provider obtain the new models, upgrades, and/or versions of equipment and /software within 45 calendar30 days of notice that the new product was available?
  • Within 30 calendar days of (a) each new contract award,and (b) each release of the updated DBS list of approved products, did the provider submit an updated inventory list to DBS?
  • Were all evaluations conducted with a staff-to-consumer ratio of one to one?
  • Did evaluators conduct each evaluation using a minimum of two competing products?
  • Were DBS consumers shown only products and equipment included on the most current DBS list of approved products?
  • Did evaluators follow DBS required procedures during each evaluation?
  • Did evaluators avoid "leading" the consumer to a particular type of equipment or product?
  • Has the provider submitted all required consumer statistics worksheets to the Consumer Procurement supervisor (a) in accordance with the DBS required schedule and (b) using the electronic format provided by DBS?
  • Has the provider adhered to DBS confidentiality standards?
  • Has the provider submitted all required reports in accordance with DBS specifications or standards?
  • Has the provider submitted fully completed invoices no later than 3035 calendar days following service completion?

5.2 Assistive Technology Training

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5.2.2 Qualifications

(Revised 12/08)

Education, Training, and Experience

Assistive technology trainers must

  • have a high school diploma or GED,
  • be knowledgeable about computers and assistive technology for people who are blind or visually impaired,
  • be familiar with computer and assistive technology applications for peoplepersons who have visual disabilities and/or other disabilities,
  • be familiar with appropriate instructional methods for peoplepersons who have visual disabilities and/or other disabilities,
  • have the ability to vary training to meet the specific needs of eachindividual consumers, and
  • demonstrate proficiency in assistive technology training on specific assistive equipment in accordance with DBS standards and periodic proficiency tests conducted by DBS.

Proficiency Tests

Assistive technology trainers must pass proficiency tests administrated by DBS before providing services to DBS consumers.

  1. Phase I testing is may be conducted at the local DBS office or the DBS Assistive Technology Unit in Austin.
  2. Service providers must are expected to successfully complete Phase I testing a minimum of two weeks before prior to Phase II testing.
  3. Phase II testing is will be conducted at the DBS Assistive Technology Unit in Austin.
  4. If travel is necessary in order to participate in Phase I or Phase II testing, the service provider must pay is responsible for all travel costs including transportation, food, and lodging.

Continued DBS approval requires Aassistive technology trainers must to pass periodic proficiency tests administered and conducted by DBS as well as periodic performance monitoring to maintain DBS approval conducted by the EAS specialist or designated representative.