College Student Handbook

Print version revised August 2010

Download Handbook in MP3 format (Revised August 2010)

Introduction

Now that you are enrolled as a college student, there are several things that you need to know in order for you to have an effective relationship with your college and the Division of Blind Services (DBS). This guide is to help remind you of things that should be taken care of each term, or annually, and to familiarize you with your responsibilities as well as those of DBS.

You should review this handbook each term and discuss any questions with your DBS counselor.

Congratulations on your choice to pursue a college degree, and good luck!

NOTE: DBS will sponsor up to three (3) application fees.  Students will be responsible for paying for any additional application fees.

Basic Requirements

1. Before you enter college, you must participate in the development of your Individualized Plan for Employment (IPE) with your DBS counselor. This should involve a meeting to discuss services that you may need as a college student. The IPE will include the services that DBS agrees to provide and/or sponsor *(e.g., number of hours taken, etc) and the responsibilities that you must fulfill in order to receive services (example: maintaining a cumulative grade point average of 2.0 for undergraduate and maintaining the minimum academic standard established by the school for graduate-level students). All services must be previously authorized by your counselor and included in your IPE before the service may be rendered. You and your counselor will review your IPE each term and make any needed amendments at that time. IPEs are in effect for one year after they are signed and must be reviewed and updated annually.
2. DBS requires that each student be enrolled and complete a full time course load (12 term hours for undergraduate and nine (9) term hours for graduate level) each term attended. You are not required to attend summer classes unless your college has a summer requirement, but if you choose to do so, you must enroll for a minimum of six (6) hours. Exceptions can be made, but must be approved by your counselor prior to your registration. Tuition and other fees will be withheld until exceptions are approved. If you need to withdraw from a class after the final drop/add period, you must consult with your counselor before doing so.
3. A cumulative grade point average of 2.0 (undergraduate level) is required in order to receive DBS sponsorship of academic services. If you are aware that your grade point average is going to drop below 2.0, you should contact your counselor immediately to discuss possible probationary terms. The minimum cumulative grade point average for graduate students is 3.0.
4. DBS will only sponsor individuals to the Bachelor’s degree level unless sufficient justification is provided, in writing that demonstrates you are unable to reach the selected employment goal without additional training and education as required. Our goal is to provide the skills necessary to obtain employment consistent with your unique strengths, resources, priorities, concerns, abilities, capabilities, career interests, and informed choice.
5. It is a federal requirement that you apply for the Pell Grant and other grants/scholarships available through Federal Financial Aid. You must supply your counselor with a copy of your application and award, or denial, letter each year by August 15th. Applications are generally due each spring and can be obtained from your college's Financial Aid Office. All financial aid (excluding loans) will be applied to your tuition, books, and other fees before DBS sponsorship. DBS also encourages you to apply for private scholarships and grants to assist with your academic expenses. Check with your counselor for sources and applications. Applications are generally due each spring and deadline dates can be found, online, at fafsa.ed.gov for the Pell Grant. They can also be obtained from your college’s Financial Aid Office. DBS will not provide financial assistance until we are in receipt of your Pell award, or denial, letter. (Note:  The District Administrator can grant an exception for DBS to pay for 1 semester if the Pell Acceptance/Denial letter has not been received prior to payment being due and to avoid classes being cancelled.)
   
   If you are not a recipient of SSI or SSDI, should your application for a Pell Grant indicate ineligibility due to the income of your parents, you will not be eligible for DBS services that require you to meet the financial need criteria. Exceptions can be discussed with your local District Administrator should you think there is a justifiable reason for an exception to be made.
6. It is your responsibility to contact your DBS counselor at the end of each term to set up a term review.  This meeting is an opportunity to discuss any concerns that you may have, or to request any changes to your plan of services.  Your counselor will review your current plan and economic need application in order to determine if any changes are needed.  These reviews are mandatory. Payment of fees and maintenance will be withheld if you do not attend.
7. You must supply your counselor with a copy of your grades and schedule at the beginning of each term. Failure to provide these will also result in withholding of tuition and fee payment.
8. DBS will only sponsor (pay for) a course one time.  If you fail a class or drop a course after final drop and add period, you will be responsible for paying to retake the course. (Note: If DBS did not pay for the class and you must retake it, DBS can sponsor it at that time).
9. DBS will sponsor remedial courses in each subject area in the event that it is required by the college.
10. DBS will reimburse the cost of a CLEP exam if the student passes. Student must inform their DBS counselor of their intentions to CLEP a course or courses prior to taking the exam so the DBS counselor may plan for potential reimbursement in the students’ plan of services.
11. Tutor services must be authorized in advance. Tutoring fees are negotiable. Counselors may wish to consult with disability services to establish a prevailing rate. Tutors are individuals who are knowledgeable in a particular subject area, and who have the skill to teach that subject to you. A legitimate need for each subject for which these services are requested must be demonstrated. Generally, tutors are needed on only an occasional basis when a student has difficulty with a particular class.
    
    Although tutor services may be requested for any class, they are most often needed for classes that a student may be less familiar with, such as those outside of one's major area of study. Upon justifying the need for tutor services, authorization may be provided up to the same number of hours per week as the class. For instance, three hours of tutor services per week may be authorized for a three hour class. This is in addition to reader service hours.
    
    It is expected that a majority of coursework be completed without the assistance of tutors. Should tutors be requested for more than one-third of courses over the period of a year, you must meet with your DBS counselor and supervisory personnel to discuss whether the selected major is appropriate, and/or if college continues to be an appropriate vocational goal. DO NOT WAIT UNTIL IT IS TOO LATE TO MAKE A PASSING GRADE TO REQUEST ASSISTANCE!
12. Maintenance may only be considered for those expenses incurred that are directly related to attending college, which are in excess of normal expenses. Expenses such as shelter may be considered at a rate of 70% of the housing cost of the attending school per term. This percentage is based on a client’s economic-need status.
    
    Furthermore, a food stipend will be granted at the cost of the attending school’s basic meal program each term. For those schools that do not have dorm or meal program fees, these expenses must be computed utilizing the nearest school cost for dorm and meal plan fees. SSI or SSDI income can not be computed when determining eligibility for maintenance.
    
    It is important to note that prior to providing maintenance services, the DBS shall (a) conduct a thorough assessment of a client’s needs and resources, utilizing the adopted financial needs assessment form; (b) determine whether comparable services and benefits exist under any other program; (c) determine whether those services and benefits are available to the person; and (d) re-evaluate the client’s needs and resources each term to determine the level of support to be provided. SSI and SSDI income can not be included when determining maintenance eligibility.
    
    Note: For exceptions to this rule, the client may send a request in writing to the District Administrator for final approval. Any reduction in maintenance will be followed-up in writing. A client does have the right to appeal a decision by requesting an Administrative Hearing in writing.
13. DBS will not pay for graduation fees (cap, gown, ceremonies fees, etc).
    

Term Procedures

1. If you are receiving tuition sponsorship, it is your responsibility to notify your DBS counselor before the beginning of each term. DBS does not pay late fees unless they are incurred as a result of a DBS error. Deferment forms are not issued to those students receiving the Pell Grant and/or other scholarships.
2. Identify the books and class related supplies that you will need at the beginning of the term so that a purchase order can be completed by your DBS counselor. In some instances, a purchase order can be faxed to the bookstore if you are unable to pick it up from your DBS counselor. Purchase orders for copy centers (e.g. Kinkos) can be handled in the same manner. However, DBS does not authorize purchases for under $5 at copy centers; you are responsible for these charges.
3. Reader services may be available as needed and agreed upon by the student and DBS counselor in advance of each term. If you can not make the reader services request prior to the start of the term, please contact your counselor for assistance. When books can be acquired via electronic format, we encourage the client to utilize this method as well. DBS will provide the current minimum wage as payment for readers. DBS may be able to supply names and phone numbers of potential readers. Students are encouraged to hire readers of their choice (no family members). The Disabled Student Services offices may also be able to provide you with names and phone numbers of potential readers who would be paid by DBS, not the college. You must notify your DBS counselor when you have obtained a reader prior to them beginning to read in order for him/her to be registered with the office. Reader hours are authorized at the same number of credit hours you are enrolled in per week (+/ 1 2 hours). For example, if you are enrolled for fifteen (15) credit hours, you are permitted up to 15 17 hours of reader services per week. If you have reader needs that exceed this limit, discuss your needs with your counselor for approval of extended hours. You may be referred to the Office of Disabled Student Services at your college for extra hours.
4. Students are required to take their own notes utilizing appropriate aids and devices, which can be discussed with their DBS counselor. Note taker services can be provided through your school’s Disabled Student Services office or similar department if additional assistance is needed.
5. All new students should register with Recordings for the Blind (RFB) and Bookshare before starting school. You may obtain an application from your counselor. You should check with RFB for your textbooks before requesting reader service.
6. As a new college student, your DBS counselor should refer you for orientation and mobility (O&M) services if this is a need you have identified. After your first term, it is your responsibility to contact your DBS counselor if you require further assistance. A sighted guide will only be provided the first few days of your first term to allow you time to familiarize yourself with the campus and locations of your classes.
7. Maintenance can be provided to offset expenses that are in excess of the normal expenses while attending college. Maintenance will be evaluated at the beginning of each term and will be adjusted based on the client’s current needs and resources. Maintenance will not be provided for any term a student is not in school, and will not be provided if the student’s GPA drops below a 2.0 for undergraduate and a 3.0 for a graduate program.
   
   NOTE: Upon graduation, students receiving maintenance may be considered for additional maintenance for up to three (3) months if they are actively seeking employment. Counselors will need to document these activities to support the ongoing need and amount.
   
   Checks will not be released if a student has not provided timely term updates as well as if a student has not provided copies of their grades and schedules to their DBS counselor in a timely manner.
8. When determining maintenance for college students, the student’s household size/income, as reported on the most recent federal income tax report and resources, should be considered. For situations where the client does not file an income tax report as a family of one, or where legally responsible individuals of a household do not file federal income tax, the District Administrator will have the discretion to make an exception regarding eligibility. If you want more details about maintenance, you may request a copy of the maintenance policy form from your counselor..
9. Upon request, DBS will sponsor one ink cartridge (black/color) per year to all college students who possess a computer.

General Information

Listed below are some points of information which are important for you to know. These points do not cover all of the issues that you may encounter as a DBS client, but they do address ones that are most common.

1. It is important for you to register with the Office of Student Disability Services at your college. This office can provide some services DBS cannot, such as testing facilities, priority registration, an adapted computer lab, and student advocacy groups. You may obtain eye medical records from your DBS counselor if needed for registration with this office.
2. If you are not already receiving SSI or SSDI, and are legally blind, you must apply for these benefits with the Social Security Administration. See your DBS counselor to discuss the application procedure.
3. Part-time employment of students is highly encouraged by DBS. When applying for financial aid, you have the opportunity to also apply for a work-study position on campus. Please discuss this, along with other part-time employment options, with your DBS counselor. If you are in need of accommodations on the job, you should address this issue with your counselor. Upon graduation, it is important to demonstrate to employers that you have acquired work skills as well as a good GPA.
4. Trial Work Experiences which are arranged through DBS are available to those clients seeking experience in their chosen field. Before discussing this with your counselor, you should explore possible job sites and opportunities in your area. These experiences are arranged with the employer as time limited internships (up to 40 hours per week; 6 months maximum), and you are paid an hourly training stipend ($6.00) from DBS. It is your responsibility to maintain time sheets and turn them in on a monthly basis. Your supervisor will be requested to evaluate you each month as well. These progress reports will be shared with your counselor.
5. Eye exams and eye medical care are provided through DBS if you are economically eligible and do not have benefits such as Medicaid or insurance. It is recommended that each client have an annual eye exam, if not on a more frequent basis if your eye condition is such that it is required. However, general medical care (other than eye) is not usually sponsored by DBS. It is important that you explore all medical benefits available to you, such as Medicaid, Medicare, or student insurance provided through your college. DBS may assist with medical costs if you have no other benefits and your medical condition affects your ability to perform as a student. See your DBS counselor with specific questions.

Conclusion

Please remember that this handbook may not answer all of the questions you may have as a student and DBS client. It is meant to be a guide and reference for you throughout your college years. You should discuss all important issues you have with your DBS counselor, because each client is dealt with on an individual basis.

Please try to anticipate needs before each semester begins (e.g. reader services, books on tape, etc.). You are encouraged to be proactive and to attempt to solve problems independently, however, please contact Student Disability Services and/or your DBS counselor if you need assistance.

Again, congratulations and good luck on your new adventure as a college student.