Are You Census and Portal Ready?

The Census must be completed for all your students with visual impairments

by January 31, 2026.

Just a few reminders as you get started:

• Which students should be counted?
• All students in your district/Local Education Agency (LEA) or agency who have an educational plan (IEP, IFSP, 504 Plan, SP, etc.) with visual impairment as a disability category should be registered with FIMC-VI and counted during Census, regardless of visual acuity.
• To be counted on the Census, the student must have been enrolled in your district/LEA or agency program on January 5, 2026. Students can only be registered by one district/LEA or organization.
• Where do I go to complete the Annual Census?
• To begin the Annual Census sign into the FIMC-VI Portal and go the Student Management tile. To view the entire list of students in your organization, select the Clear button and then the Search button.
• On January 5, all students will be reset to the “Need Info” status.

• Users will click on the pencil icon to open the record of each student for which they are responsible.
• Update all information including eye medical acuities (must verify for ALL students in the new system)
• Once a student record is updated and submitted, the student’s status will change to "Pending".
• When a student edit is processed by FIMC-VI, the status will be changed back to "Approved".
• Any duplicate students will be verified and deleted as needed.
• What about eye medical reports?
• Each student registered must have eye medical information entered in, such as acuities, visual fields (if available), and the presence of a dual sensory impairment. However, there are no date restrictions for this information. Data may be gathered from any report or document within the student's records.
• What about consent?
• The consent form to share confidential student information with FIMC-VI and APH must be signed by the parents (or student if over 18 years of age) and on file in your organization. This form does not need to be sent to FIMC-VI or APH. You only need signed consent once as long as the student remains in your district/LEA or agency.
• Consent forms in various languages including English and Spanish may be found on the FIMC-VI website.
• Students without consent may also be registered. You may order textbooks for these students, but they will not be eligible for American Printing House for the Blind (APH) products.
• What if one of my students isn't on the Student Management list?

• If you do not see a student in your organization's complete Student Management List, you must submit a new registration for them using the "Add Student" link at the top of the list. *Please be sure you have cleared your filters and searched the whole list prior to adding a new student.

• What if a student transferred to a charter or private school in the same county, or is being homeschooled?
• Using the pencil icon for the student record, update the Student Status to "Inactive," select the student inactive reason "Withdrew" and ask the current school administrator or caregiver to contact FIMC-VI for assistance.
• What if I've never done this before or am having issues with the new Portal?
• For new TSVIs and Program Supervisors, we suggest watching the recording of the FIMC-VI Info and Updates Part 2 webinar, which provides a brief overview of the importance of the Census and guidance on how to work through completing this process in the Portal.
• Why participate in the Annual Census?
• Your completion of this Census allows Florida to participate in the Federal Quota Program at APH. Registered students with parent consent are eligible to receive specialized learning materials from APH.
• These materials are provided through FIMC-VI at no cost to districts/LEAs or organizations.

Remember.. update EVERY STUDENT EVERY YEAR for Census!

Take advantage of the Portal Guide and training recordings below.

If you have any questions or difficulty accessing the system,

please contact Tiffany Conrad for assistance.

1. APH Materials - These products are provided to eligible students who are registered annually with FIMC-VI. You may only order materials for students if you have been approved by your ESE director/administrator or delegate. The Portal makes requesting APH products so easy!

2. Loan Library - A variety of materials are available for loan, including access technology, assessment tools, restricted APH products, and professional literature. Loan library items are now catalogued in the Portal, with loan functions similar to other online library experiences.

3. Braillers - If a student needs a new Perkins brailler or has a brailler that needs to be repaired, you can now submit those requests in the Portal.

For questions, contact Elizabeth Anderson or Tiffany Conrad.