Office of Children and Family Services

New York State Commission for the Blind

Guidelines for Equipment Loan Closet

Consumer Eligibility:

  1. Only consumers with an open VR case may participate in this project.
  2. The VR counselor must agree that the equipment to be loaned is necessary for the consumer to participate in training (including on-site work experiences), education (including GED), or employment (including job search) while the consumer’s equipment is on order or being repaired.

VRC responsibilities:

  1. The VR counselor is responsible for requesting the loan of equipment for the consumer. The loan center may not accept requests directly from a consumer.
  2. The counselor will provide the following information to the TRAID Equipment Loan Center using the Vendor Referral Form in CIS:
    • Name of the consumer
    • Address to which the equipment should be shipped.
    • Phone number(s) by which the consumer can be contacted
    • Name, phone number and address for any individual authorized to accept the equipment for the consumer if they are not able to be present when equipment is scheduled to be delivered.
    • Description of the equipment requested.
    • Purpose for which the equipment will be used.
    • Name of employer, school, or other location where equipment will be used, along with name of contact and phone number.
    • Estimated term of the loan.
  3. The counselor will review the “Equipment Use Handout for Consumers” with the consumer and obtain the consumer’s signature prior to shipment of the equipment.
  4. The counselor, in coordination with the loan center, is responsible for arranging prompt shipping of the loaned technology to the consumer, and arranging for its prompt return to the center.  District office accounts with UPS should be used for this purpose.
  5. The counselor will notify the appropriate TRAID Equipment Loan Center when to expect loaned equipment to be returned to the center.
  6. The counselor will notify the consumer to delete the following: files created, administrative changes including employer domain, internet history, wireless accounts, and/or email accounts in outlook prior to returning the equipment to the center.

Consumer responsibilities:

  1. Notify their counselor when they have a need to borrow equipment and jointly identify equipment required.
  2. Review and sign “Equipment Use Handout for Consumers”
  3. Be home to receive equipment or arrange for an alternate responsible party to accept the shipment.
  4. Retain shipping materials for the purpose of returning the equipment at the end of the loan period.
  5. Be responsible for the proper care, use and security of equipment.
  6. Use the equipment exclusively for the purposes for which it was loaned
  7. Agree not to download any outside software other than those cleared by counselor, EVAS and loan center as necessary for the purpose for which the equipment is on loan.
  8. Notify the counselor when the consumer’s repaired or new equipment arrives.
  9. Prepare loaned equipment for shipping and return all components promptly as agreed.
  10. Agree to the above conditions.

TRAID Equipment Loan Center Responsibilities:

  1. Provide secure storage to safeguard equipment from theft or damage
  2. Receive requests from counselors
  3. Notify counselor of equipment availability, expected date of shipment
  4. If equipment requested is unavailable, coordinate with other center or notify counselor if substitutions are being suggested
  5. Ship equipment including packing slip and copy of signed equipment use handout provided by counselor
  6. Send copy of packing slip to counselor
  7. Call counselor when loan term is about to expire or there are missing items.
  8. When equipment is returned, inspect and perform general maintenance
  9. If equipment requires more extensive repair, contact Dennis Semos in home office who will arrange shipment to vendor.
  10. Maintain records and regularly report to NYSCB, providing an accounting for equipment in the closet.

NYS Commission for the New York State Commission for the Blind
Equipment Loan Closet

Equipment and Software List

Item

Quantity

Laptop computer with docking stations 15.4"

6

Laptop computer with docking stations 17"

2

Desktop computer with 24" monitor

2

Mini laptop

0

Dell Support for the 12 computers 24/7 & 3years

10

AVG for 3 years

10

MS Office 2007 with Classic Menus

10

Printer/Scanner/Copier (low need for loan)

2

MacBook Pro laptop

2

MS Office for Mac

2

Jaws on CD with SMA

10

Jaws USB with SMA

4

WindowEyes with SMA

4

Screen Access to Go

2

SuperNova screen reader/magnifier/braille

1

ZoomText screen reader/Magnifier with ESP

10

ZoomText USB with ESP

2

Magic with SMA

4

ZoomText Keyboard white on Black

6

ZoomText Keyboard black on yellow

2

Duxbury Braille Translator for Windows

1

Audio Graphing Calculator

2

Kurzweil 1000 Scan and Read program

4

OpenBook Scan and Read Program

4

ABBYY Fine Reader Scanning program

2

I Pal Scanner

0

BrailleNote mPower BT 18 with SMA + PMA

4

VoiceNote QT with SMA + PMA

1

PacMate Omni 20 with ASA +PMA

2

Braille Display Focus 40

2

PacMate 20 cell display

1

Acrobat Standalone 19" LCD CCTV with camera

1

Merlin 19" LCD with line markers

1

ClearNote Portable 2-in-1 camera to PC connect

1

Amigo Portable CCTV

3

Compact Plus Portable CCTV

3

Victor Reader Stream with SD card

4

Digital Recorder

2

KNFB Reader

2

GPS System with card and receiver

2

Thumb drives (flash drives) 4 GB

10

Compact Flash cards

4

SD Cards 4GB

6