Center for the Visually Impaired

BEGIN Program

Policies and Procedures Manual

2011 Edition

Table of Contents

Section 1. Introduction

1.1. Agency Mission and Description

1.2. BEGIN Overview

1.3. BEGIN Staff

1.4. Job Descriptions

1.5. Volunteers and Interns

Section 2. Policies and Procedures

2.1. BEGIN Departmental Policies and Procedures

2.1.1. Fees and Donations

2.1.2. Parking at CVI

2.1.3. Client and Visitor Badges

2.1.4. BEGIN Guests

2.1.5. Public Education

2.1.6. Photographs/Video, Articles, Public Relations

2.1.7. Weather Related Closings

2.1.8. Staff Meetings and Retreats

2.1.9. Staff Expenses

2.1.10. Staff Dress Code

2.1.11. Written Communications

2.2. Policies Regarding BEGIN Clients

2.2.1. Families as Case Managers

2.2.2. Gift Acceptance and Social Invitation Policy

2.2.3. Prescriptions and Contraindications

2.2.4. Interactions to Promote Independence, Dignity and Respect

2.2.5. Reporting Suspected Child Abuse

2.2.6.Medical Emergencies

Section 3. BEGIN Family Service

3.1. BEGIN Eligibility Criteria

3.2. BEGIN Intake Process

3.2.1. Referral

3.2.2. Intake Call

3.2.3. Eligibility Assessment

3.2.4. Intake Visit

3.2.5. Registration

3.3. Types of Service

3.3.1. Interventions (add initial assessment/FVA here)

3.3.2.Support Services

3.3.3. Transition Support

3.3.4. Other Services

3.3.5. Special Activities

Section 4. Service Management

4.1. Case Assignments

4.2. Education Plans

4.3. Follow Up Evaluations

4.4. Curriculum Planning and Instruments

4.4.1. Activity Sheets

4.4.2. Activity Evaluation and Planning

4.5. Community Collaboration

4.5.1.Therapists

4.5.2.Preschools and Daycares

4.5.3.IEP Meetings

4.5.4.Team Emails

4.6. Resource Information for Parents

4.7. Inactive Status and Closing Procedures

4.8. File Management

Section 5. Individual Visits and Interventions

5.1.Center Visits

5.2.Home Visits

5.3.Phone Visits

5.4.Activity Follow Up

5.5.Functional Activities

5.6.Play Based Intervention

Section 6. Preschool Transition Classes

6.1.Beginners

6.2.Builders

6.3.Pre-K

6.3.1.Pre-K Kiddie Group

6.3.2.Pre-K Music

Section 7. Consultations

Section 8. Thursday Series

8.1. Wake Up and Sing

Section 9. Program Assessment

9.1.United Way

9.2Caseload Reporting

9.3Family and Client Surveys

Section 10. Building and Equipment

10.1.BEGIN Professional Library

10.2.Classroom Maintenance

10.3.Active Learning Room Maintenance

10.4.Storage Maintenance

10.5.Equipment Loans

Addendum

Section 1. Introduction

1.1. AgencyMission and Description

The mission of the Center for the Visually Impaired is to empower people impacted by vision loss to live with independence and dignity.

The Center for the Visually Impaired is Georgia’s only comprehensive, fully accredited, private facility providing a wide range of services in rehabilitation and education for individuals who are visually impaired or blind. Since 1962 CVI has served as a national model for innovative services for people who are visually impaired, and provides services to hundreds of people annually from all age groups.

The Center for the Visually Impaired is organizedintoservice departments:

  • ClientServices:In Client Services, professional counselors provide support and guidance to all new clients referred to the Center (except for BEGIN and STARS clients). This department offers a wide variety of community outreach services, including the CVI InfoLink, which provides current information about services, products and events for persons who are visually impaired and their families.
  • FlorenceMaxwell Low Vision Clinic:The Low Vision Clinic enables individuals to make the best use of their vision so that they can continue to lead productive, enjoyable and independent lives. An array of optical and helpful devices and strategies lets clients maximize the use of their sight. The clinic provides low vision services for individuals who are over age six. Individual, group and family support is available.
  • The New View Center-Based Services:The New View Center-Based Services provide classes to increase independence at home and work. Each client begins with an evaluation in which his or her goals are identified and an individualized program is developed. Classes are provided individually or in small groups in orientation and mobility, communication skills, personal and home management skills, community integration activities and vocational exploration and counseling.
  • The New View Community-Based Services:The New View Community-Based Services address the urgent and growing need for comprehensive services to adults who are blind or visually impaired in a community setting (private home, senior center, hospital). Without these critically important counseling and rehabilitation services, many adults face the disruptive alternative of relocating to a family member’s residence or nursing home.
  • Volunteer Services:Volunteers pay a vital and valued role at CVI, from the Board of Trustees to service on many committees, including special events. Volunteers are key to the Center’s emphasis on quality service delivery. More than 300 volunteers are trained to complement the work of staff by providing services that enhance the independence and well being of individuals who are blind or visually impaired.
  • STARS:STARS (Social, Therapeutic, Academic and Recreational Services) is an educational, recreational and social skills program for students ages six to 21. This program challenges the isolation and inactivity that many youths who are blind or visually impaired experience.
  • BEGIN:BEGIN (Babies Early Growth Intervention Network) provides essential services for newborn to early school-age children with severe visual impairments and their families. Information, emotional support and guidance to parents, and early educational and recreational activities for children are provided.

Each program is managed by a professional who is experienced in the field related to his/her department. All program directors are responsible to the Vice President of Programs, Anisio Correia.

TheBoard of Trustees of the Center for the Visually Impaired is responsible for the operation and direction of the Center. The Board has about twenty-four members who are active and influential people in the greater Atlanta community. Susan B. (Subie) Green, CVI President, is responsible to the Board.

Agency Funding: The Center is funded by the United Way, State and Federal contracts, foundations, grants, individual donations and fund raising events like True Blue Do.

1.2. BEGIN Overview

Created in 1985 at the Center for the Visually Impaired, BEGIN (Babies Early Growth Intervention Network) is an early intervention education and support program for families of children who are blind or visually impaired.

The goal of BEGIN is to help families who have a child with a visual impairment increase understanding about visual impairment and blindness and to provide information and strategies to enable the child to develop skills toward independence and growth.

BEGIN is designed as an ongoing training program which family members implement with their child using the guidance of BEGIN staff.

For children who are visually impaired or blind, early intervention is imperative because such children easily fall behind developmentally. These children need specific interventions and strategies to learn and develop optimally. The BEGIN program offers a variety of services that help families gain information about their child’s visual condition and learn ways to provide interventions to increase development and potential.

BEGIN services include:

Diagnostic Functional Vision and Developmental Assessments

  • Individual interventions at CVI and in the community
  • Group classes at CVI
  • Support groups for families at CVI
  • Parent education classes
  • Overnight family camp
  • Summer classes and outings
  • Thursday series “Wake Up and Sing” combining music and support group for children who are not yet walking and their families

BEGIN encourages families to have their children participate in other typical and special programs. BEGIN offers support and training to preschools, programs and school districts.

All teachers at BEGIN are formally trained and specialize in the development and education of infants and preschoolers who are blind or visually impaired.

1.3. BEGIN Staff

Each member of the BEGIN staff is expected to be capable of providing excellent service to families. Excellent interpersonal skills, best-practice knowledge of teaching strategies and intervention pertaining to children who are visually impaired or blind and skills in interacting with families are expected.

  • BEGIN Program Director: Master level teacher of the visually impaired. Experience as a teacher of the visually impaired and working in management of specialized programs for preschool children and infants with visual needs.
  • Responsibilities: Eligibility assessment, direction and guidance of the program and supervision of BEGIN staff. Carries a small caseload. Reports to Vice President of Programs.
  • Family Counselor: Master level counseling degree and specialization working with families who have children with visual impairments.
  • Responsibilities: Intake visit, share information about resources and BEGIN, and offerindividual and group support. Provides weekly support group to Pre-K class, leads monthly parent groups and other special groups as needed. Reports to Program Director.
  • Administrative Assistant: Experience in administrative assistance.
  • Responsibilities: Maintain organization and management of records, reports, and office business, and act as a support to the program director. Reports to Program Director.
  • Teaching staff: BEGIN teachers are formally trained and credentialed teachers of the visually impaired or hold masters degree in their area of expetise. All teachers have multiple years of experience in the field of visual impairment and blindness education.
  • Responsibilities: Provide interventions and conduct visits and/or classes with families or children, carrying out the goals and objectives of each BEGIN Early Intervention Plan. All teachers report to the Program Director. There is also a Lead Teacher who coordinates with the Program Director and other teachers to manage curriculum and caseloads.
  • BEGIN is additionally assisted by volunteers, consultants, student interns, and parent support assistants.

1.4. Job Descriptions

Job descriptions can be found on the agency Share drive in the folder “Job Descriptions.”

1.5. Volunteers and Interns

Volunteers must receive volunteer orientation through the Volunteer Services department. Volunteers must sign-in either in the Volunteer Services area or on the Volunteer sign-in sheet in the BEGIN classroom.

Interns are brought into the program after a review process with BEGIN teaching staff and the BEGIN Program Director.

Section 2. Policies and Procedures

2.1. BEGIN Departmental Policies and Procedures

2.1.1. Fees and Donations

BEGIN does not charge fees for direct services. An annual registration fee of $250 helps offset costs for case administration, special functions, publications, mailings and extra program activities. However, no family is denied service and full and partial scholarships are available upon request.

The Center for the Visually Impaired is a nonprofit organization. All programs at the Center are dependent upon funding from the United Way, contracts, donations, private grants and fees. Therefore, families are encouraged to talk to other family and friends about CVI/BEGIN and explain that the organization is supported in large part by donations.

Families are encouraged to support BEGIN and CVI in a variety of ways. Some families volunteer services to BEGIN or other areas of CVI. Some act as advocates or parent contacts for other families. Many families write and talk to their legislators about supporting BEGIN and CVI when funding is discussed in congress. Parents write articles, help organize events, work on advisory committees and sometimes participate in media opportunities. All support is greatly appreciated.

2.1.2. Parking at CVI

Free parking in the Center’s back parking lot is available to CVI clients during their time at the Center. Families must display a BEGIN parking pass on the dashboard of the car to prevent being towed. Parking passes are available at the reception desk on the first floor and in the BEGIN office.

2.1.3. Client and Visitor Badges

All persons in the building are required to wear identification. Staff members have either clip-on photo ID badges or magnetic badges with name and title. Board members have hanging badges with their names printed on them. Clients, visitors and volunteers receive a clip-on badge or ID bracelet when they enter the building. If you meet someone in the building who is not wearing a badge, escort them to the reception desk to obtain one.

Badges are color coded as follows:

Clients: Orange badge or green bracelet

BEGIN Family: lime green bracelet

Graduates: Pink

Visitors: Green

Volunteers and board members: White

2.1.4. BEGIN Guests

When a person is coming to BEGIN for the first time (for an assessment, tour, etc.), the guest’s staff contact should inform the reception desk that the guest is expected. Reception will call the staff person when the guest arrives. The staff person should receive the guest in the CVI waiting room and escort them to the BEGIN floor.

If a guest becomes a client and starts attending sessions at the Center regularly, no escort is needed.

2.1.5. Public Education

The Center tracks information on visitors and public education events that staff members attend outside the Center. If a visitor comes to BEGIN to observe a class, speak with a teacher or go on a tour, the guest should receive the following:

  • Business card for staff member
  • BEGIN brochure
  • CVI Fast Facts brochure
  • VisAbility brochure
  • Current BEGIN newsletter or agency newsletter

If a staff member attends a public education event (such as speaking to a class, providing in-service at a preschool or daycare, etc.), the staff member should take business cards and brochures to hand out.

Once the visit is complete, the staff member who provided the service should inform the administrative assistant of the event so a public education form can be filed with the Center’s Public Education Specialist.

2.1.6. Photographs/Video, Articles, Public Relations

BEGIN takes many pictures and videos throughout the year to document events for internal use as well as for use in CVI publications both in print and online. For this reason, a media release is included in the annual registration packet. If a family declines the release, a note will be made in the ODM registration form and all BEGIN staff members will be informed. If a client’s image will be used in a publication outside of the BEGIN newsletter, special permission will be obtained through the Marketing office of the Development Department.

If outside press is present, the Public Relations office should be notified and special releases may need to be signed.

Any articles related to BEGIN or BEGIN clients should be forwarded to the Marketing office for filing. BEGIN also keeps an informal file in the BEGIN Library.

2.1.7. Weather Related Closings

The Center’s weather closing policy can be found in the CVI Employee Handbook. If the Center closes due to weather, teachers are encouraged to call their clients, if possible. At the beginning of snow season, all families should be informed of the Center’s weather closing policy and should know how to contact the Center for information regarding closings.

2.1.8. Staff Meetings and Retreats

Agency-wide meetings are held in the BellSouth Community Room the second Tuesday of every month from 8:30-9:30 a.m. Attendance is recorded. Staff members are encouraged not to plan other meetings or appointments during this time.

BEGIN has a weekly program meeting Tuesday mornings from 8:15-9:15 a.m. Caseloads, upcoming events and other information is discussed during these meetings.

BEGIN has an off-site retreat once a year in the fall to review the program and plan for the upcoming year. A semi-annual program review is conducted after six months.

2.1.9. Staff Expenses

Purchases made for the program can be reimbursed by completing an agency Miscellaneous Expense Reimbursement form. Purchases for equipment should not be made without prior approval from the Program Director. If purchases are made for a special event, the Expense Reimbursement form should clearly state the event.

2.1.10. Staff Dress Code

Dress should be appropriate for the job being performed but also appropriate for meeting the public as guests often tour the building. Jeans and tennis shoes are only allowed on Fridays.

2.1.11. Written Communications

All email correspondence with people outside the Center should contain CVI contact information.

All publications should comply with the CVI print standards with regard to logo, mission statement, United Way Community Partner logo, etc. More information on this subject can be obtained from the Director of Marketing.

All letters should be on CVI letterhead (either stationary or electronic letterhead) and mailed in envelopes with CVI return address information (unless the recipient provided their own envelope). All outgoing mail should be marked with “BEGIN” in the return address section.

2.2. Policies Regarding BEGIN Clients

2.2.1. Families as Case Managers

It is BEGIN’s philosophy that the family is their child’s case manager. Active involvement from the family is imperative to successful early intervention. The family must follow up on activities at home in order for a child to succeed in the program. Families are to be included in decisions about the child’s education goals and involvement in BEGIN.