Intro To The CIMC

Housed on the campus of the Colorado School for the Deaf and the Blind (CSDB), the Colorado Instructional Materials Center (CIMC) provides braille and large print textbooks and novels, as well as instructional products, to teachers of students with visual impairments (TVIs) licensed by the Colorado Department of Education (CDE) for use by students who have been identified as “Visually Impaired, Including Blindness” in Colorado schools at less than college level. The CIMC is able to purchase books through funds provided by CDE, Colorado administrative units, and the APH Federal Quota Program.


What can the CIMC provide?

  • Registered students may access one (1) copy each of specific textbooks or novels needed in braille or large print formats.
  • Registered students may access one (1) copy of an available e-book textbook or novel in electronic large print format for access on a tablet computer.
  • Students with IEPs identifying a need for braille instruction or materials may have access to one (1) Perkins brailler.
  • Federal Quota eligible students may access adapted educational materials and instructional products specifically designed for use by persons who are blind/visually impaired by the American Printing House for the Blind (APH).
  • TVIs may have access to a professional lending library of books and videos.

Although the CIMC strives to provide as many textbooks and instructional products as possible, the CIMC is not intended to be the sole source for the provision of all educational materials needed by students who are blind/visually impaired. The CIMC’s role is to help supplement the needs of Colorado students. Colorado AUs have the ultimate responsibility for providing services and materials to students.

On behalf of the Colorado Department of Education (CDE), the CIMC manages a registration database of all students who are blind/visually impaired from birth through 21. This includes students receiving TVI/COMS services with a/an:

  • Individual Family Service Plan (IFSP)
  • Individualized Service Plan (ISP)
  • Individualized Education Program (IEP)
  • No Formal Plan
  • 504 Plan

This data is updated on a daily basis, year round.


Phase 1 of the CDE Statewide Count of Students with Visual  Impairment, Including Blindness (VIIB):

Start Date: October 3, 2016

Due Date: November 18, 2016 (the last Friday before Thanksgiving vacation)


January Count Date: Monday, January 2, 2017

The CIMC performs TWO unique counts on this date. The first count is the “CDE Statewide Count of Students with Visual Impairment, Including Blindness (VIIB).

The second count is the Federal Quota Census, a count of the legally blind citizens across the United States. It has occurred on the first Monday in January since 1874.


Due Date: January 29, 2017


Legally blind students are counted on the first Monday in January of each calendar year for the Federal Quota program, administered by the American Printing House for the Blind (APH). Federal Quota funds generated by students who meet the Federal eligibility requirements of legal blindness are used to acquire educational materials specifically developed and manufactured by the APH. The CIMC serves as a repository of these materials for teachers of students with visual impairment (TVIs) in Colorado Administrative Units to access for their quota eligible students.

Your Responsibility

On behalf of the CDE, the CIMC manages 2 different annual counts of students who are Blind/Visually Impaired

  • Count 1: Statewide B/VI Count:

The CIMC maintains the statewide registration of students identified as visually impaired for the CDE, as reported by TVIs in the state. This data is updated on a daily basis.

  • It is the responsibility of administrative unit TVIs to register ALL students receiving vision/orientation & mobility services.
  • This includes students with a/an: IFSP, ISP, IEP, no formal plan, and a 504 plan.
  • Printed database reports that list “active” students within your AU are available for your records at any time, just contact the CIMC at (719)578-2196skype call.


  • Count 2: Federal Quota Count

The CIMC also manages two Federal Quota Census accounts for the Colorado Department of Education (Accounts #022, and #023). The census account occurs on the first Monday in January annually. As outlined in Congress’ “Act to Promote the Education of the Blind”, this annual count of eligible students who are legally blind generates Federal Quota funds that are used to maintain a repository of adapted educational materials manufactured by the American Printing House for the Blind (APH), and housed at the CIMC.

  • It is the responsibility of AU teachers to determine which students meet the definition of blindness for inclusion in the Federal Quota Census.
  • It is the responsibility of AU teachers to file supporting documentation in the student’s school file  (typically eye health reports) for students they have determined to meet the definition of blindness for inclusion in the Census and forward a copy to the CIMC.
  • CIMC staff are responsible for the data entry of student information into the Federal Student Registration System (SRS) database of the Federal Quota Census.
  • TVIs may access the CIMC repository of APH products for use by students after eligibility for the Federal Quota has been confirmed by the CIMC staff.
  • APH products desired for non-eligible students are the responsibility of the AU and may be purchased from APH’s shopping site: Link to shopping site..
  • Teacher requests for products will be prioritized based on funding availability.
  • The CIMC reserves the right to ask for additional information if an order needs clarification. Clarification of the request may result in the modification of orders.

Critical Timelines:

September 30, 2016 Invoices mailed from the CIMC to Administrative Units (AUs) for missing/damaged and non-returned volumes of braille and large print textbooks and novels.

October 3, 2016 “Phase 1″ of the CDE statewide count of students with visual impairment, including blindness (VIIB)” mailed from the CIMC to district designated district contacts for updating.mailed from CIMC to AUs for updating. ALL students with VIIB must be registered with the CIMC.

November 18, 2016 “Phase 1″ edits due back to the CIMC from Administrative Units (AUs).   This is the last Friday before most districts close for the Thanksgiving holiday. The signature of the Director of Special Education, or designee, is required. 

January 2, 2017 Count Date for TWO separate and unique counts

  • CDE statewide count of students with visual impairment, including blindness (VIIB)
  • Federal Quota Count Day

*Student registration database printouts will be mailed from the CIMC to the district designated contact personnel on Monday January 2nd for updates.

Information for both counts should match with district student enrollment data on Monday, January 2, 2017

January 29, 2017 Count data due back to the CIMC.

 Director of Special Education signature required!

February 15, 2017 CIMC will mail Directors of Special Education a printout of the Count date data as reported by TVIs for their individual AU.

May 1, 2017 Textbook orders due for the 2017-2018 school year. Districts are encouraged to place orders earlier than this deadline. Orders for future school years beyond the 17-18 school year can be placed in advance as well.

June 30, 2017 All braillers, technology equipment and textbooks must be returned to the CIMC repository. *Districts will be billed for items not returned.

July 2017 During the month of July, the CIMC begins the process for invoicing AUs for equipment and books that were not returned in complete, usable condition.

This includes books that were returned missing/damaged volumes.

July 1, 2017 CIMC mails invoices to Directors of Special Education for the student assessment fees.