Iowa Department for the BlindVR 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 ccompleted 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”