Iowa Department for the Blind
VR Equipment Purchasing Policy
Approved 9/27/16
Definitions:
Assistive Technology (AT) equipment For purposes of
this document, AT equipment includes the following items:
�� ����� braille displays, smart displays, and
note takers
��������� �������� braille
embossers
��������� �������� screen reading and magnifying software
��������� �������� handheld,
portable, and desktop video magnifiers
��������� �������� OCR apps or software
��������� �������� digital audio
recorders or players
Non-Assistive
Technology (AT) Equipment For purposes of this document, the following items are considered non-AT equipment
�� ����� printers
��������� �������� scanners
��������� �������� external
monitors for laptops
��������� �������� Microsoft Office software
��������� �������� anti-virus
��������� �������� computers
��������� �������� tablets or
phones
��������� �������� Any software or hardware available on
the general market that does not require modification or has
been adequately modified
Accessories For
purposes of this document, the following items are considered
accessories
�� ����� Bluetooth keyboards
��������� �������� thumb drives or external card or DVD
readers
��������� �������� computer bags
or back packs
��������� �������� headphones or
ear buds
��������� �������� battery
charging packs
��������� �������� external
speaker systems
Rules
�� 1.�� IDB does not purchase non-AT equipment and accessories as defined
above. Exceptions can be made by the rehab counselor
if all of the following criteria are met:
1a. Failure to
obtain this item will stop a client�s progress toward his/her vocational goal
and a full explanation is in the client�s case file.
1b. No other
comparable benefit is available to obtain this item and documentation of
attempts to locate a comparable benefit is in the client�s case file.
1c. Supervisor
approval is obtained
�� 1.�� A
recommendation from a rehabilitation Technology Specialist (RTS) is required
for any AT equipment purchase
��������� 2.����� An
RTS may recommend a purchase of a software maintenance agreement or other
warranty as part of the recommendation. Any maintenance agreement beyond this
initial instance is the responsibility of the client and should be treated like
a non-At item (see Rule 1))
��������� 3.����� If
an exception is made and the non-AT equipment in
question is more than $500, the RTS should assist the counselor in obtaining
and evaluating quotes. If the non-AT or accessory item is less than $500, the
counselor may purchase it without consulting the RTS. Any staff person involved
in retrieving quotes MUST seek at least 2, preferably
3 quotes from various vendors and must properly keep documentation of those
quotes in eForce. If a quote is not received within 5 business days, it can be noted in the file as requested
but not received. In cases where the quote used is not the �most affordable�
vendor quote, a thorough explanation as to why that quote was selected must be
documented.
��������� 4.����� Because
these solutions generally provide greater sustainability and the lowest
long-term cost of ownership for the client, off-the-shelf and mainstream
solutions are preferable to specialized solutions. Therefore, rehab tech
specialists and clients will explore off-the-shelf, mainstream, and open source
solutions before looking at specialized software and devices. However there will be occasions where a specialized device
will provide a significant advantage to efficiency and productivity. The
reasoning behind this decision will be clearly outlined
by the rehab tech and client in the technology recommendation.
��������� 5.����� When
requested by the client, rehab tech specialists will provide education to
clients regarding hardware and software features and specifications to help the
client make informed choices regarding their non-AT purchases.
��������� 6.����� Rehab
techs and counselors will emphasize the need to have a backup plan � a way of
accomplishing specific tasks if a particular piece of technology fails. Rehab
techs will assist clients in formulating this plan when requested regardless of
whether or not the equipment is purchased by IDB.
��������� 7.����� For
accounting purposes, AT equipment should be listed as
�Rehabilitation Technology� and non-AT equipment and Accessories should be
marked as �other services�