SET-BC Mandate 2014/2015

SET-BC is a Ministry of Education Provincial Resource Program established to assist school districts and funded independent schools in educating students whose access to the curriculum is restricted primarily due to the following disabilities:

  • physical disabilities or chronic health impairments
  • visual impairments
  • dependent handicaps
  • deafblindness
  • autism spectrum disorders
  • moderate to profound intellectual disabilities

Independent School eligibility requirements for receiving SET-BC services

The student for whom service is requested must be claimed for Level I or Level II funding and be described by one or more of the following disability groups:

  • physical handicap
  • visual impairment
  • dependent or multiple handicap
  • autism

In addition, the student’s access to the curriculum is restricted by his/her disability.

Independent School process for requesting SET-BC services

SET-BC provides new service to Independent Schools in two service cycles during the school year and ongoing service and support throughout the year.

  • A teacher may refer a student to the school based team for SET-BC service consideration in two intake cycles during the school year. The occupational therapist, physiotherapist, teacher of the visually impaired, speech-language pathologist and/or district resource teacher should be consulted as required prior to referral.
  • The school selects a school based contact person who will coordinate the service request, planning meetings, and technology implementation plan.
  • The school team reviews and completes the Independent Schools Screening Checklist, which can be obtained from the Federation of Independent Schools Association (FISA).
  • The school contact submits the Screening Checklist to the Federation of Independent Schools (FISA) by the designated date for each intake cycle.
  • The Independent Schools Screening Committee reviews the Screening Checklists and selects those students for whom SET-BC services are being requested.
  • If the student is selected by the Independent Schools Screening Committee to receive SET-BC services, the school-based team and parent will be asked to complete a Request for Service form. Completion and submission of this form signals the beginning of SET-BC service provision and a SET-BC consultant will contact the school team to begin the SET-BC service planning and implementation process.

SET-BC contacts for Independent Schools

British Columbia Independent Schools have two District Partners acting as liaisons between the Office of the Inspector of Independent Schools (OIIS), Group 1 and Group 2 Independent Schools and SET-BC. The District Partners are familiar with the services provided by SET-BC and the procedures for requesting these services. The SET-BC Provincial Centre can also provide information on SET-BC services to Independent Schools by emailing

SET-BC technology loans

Based on requests arising from the CAP process, SET-BC may loan technology solutions to independent schools (NOT to individual students) for use by those students identified through the screening process. All SET-BC equipment can be identified by a SET-BC bar code sticker with a 5 or 6-digit id number. At the time of the original service request, the members of the student’s school-based team completed a CAP (Collaborative Action Plan) to request the system and plan for its implementation. During the CAP process, the SET-BC consultant will assist the team in identifying the goals to be addressed by the use of technology, which technology solution(s) best meet those goals and the needs of the student, and what strategies will be used to effectively implement the technology in the student’s educational program. A copy of the original CAP is kept in the student’s official records with his or her IEP. A copy can also be obtained from the SET-BC consultant at any time.

Technology Loans to Distance Learning Schools

All SET-BC services are provided and delivered to BC school districts and Independent School Authorities, and their staff members. As a result, only students whose educational programming is provided by BC school district distributed learning schools and/or funded independent distributed learning schools are eligible to receive SET-BC services and technology loans.

  • The DL school requests SET-BC services for the student following the established school district or Independent School Authority screening procedures.
  • The SET-BC contact is the consultant normally attached to schools in the municipality where the DL school office is located. If the DL student is selected by the Independent Schools Screening Committee to receive SET-BC services, the SET-BC consultant will meet with the DL school team responsible for the student’s programming to complete a Collaborative Action Plan (CAP).
  • Training is provided to the DL school staff by the SET-BC consultant in the municipality where the school office is located. The school team is responsible for providing any training in the student’s home if required. SET-BC will ship technology to the DL school address only. The DL school is responsible for shipping to and from the student’s home as required.
  • The SET-BC Support Centre will ship technology to and from the DL school office only. The DL school is responsible for shipping repairs to and from the student’s home.

Independent School partnership on hardware

SET-BC supplies the basic computing, braille or speech generating device. It is the Independent School’s responsibility to arrange for printer access, networking capabilities and/or internet access, and virus protection. These requirements should be discussed as part of the CAP to ensure that the basic technology provided by SET-BC meets the team and student needs. Where school teams identify additional hardware requirements, the school is responsible for the cost, support and maintenance of these technologies. When students change classrooms or schools, a re-CAP is required to reassign team member responsibilities and review the student’s program needs.

Independent School partnership on software

SET-BC loans the basic hardware with the system software that SET-BC currently supports. SET-BC also loans specialized access software such as screen enlargement, Braille translation, or word-prediction. Normally the access software is requested as part of the original CAP. The Independent School Authority is responsible for supplying any regular software such as virus protection, word-processor, math programs, educational games, etc. The SET-BC consultant may recommend additional software that would be suitable for the student. As SET-BC loaned technology becomes part of the Independent School Authority / individual school overall technology plan, it is subject to the Authority and school’s appropriate use policies.

Illegal software may not be put on SET-BC computers – the school must ensure only licensed software is installed on any SET-BC equipment. Original disks and manuals must be available for any software loaded on SET-BC computers. If original disks do not exist, the program is illegal software and must be removed from the system.

Technology support and maintenance

School team members are asked to call your SET-BC consultant if you need assistance with training related issues on the SET-BC software or hardware. If there is a maintenance or repair issue with SET-BC technology, team members are asked to call the SET-BC Support Desk at 1-866-738-3375 (Lower Mainland 604-269-2222), or email Many problems can be dealt with over the phone or by email, and the SET-BC technical support team can provide teams with troubleshooting suggestions.

Technical Support Tips when calling the SET-BC Support Desk

  • Before calling, please check all relevant help files and, if possible, software updates and hardware drivers.
  • When you call, have the name of the student, equipment SET-ID # and details of the problem available. The SET-BC technician will ask specific questions about what sequence of steps was followed, what error messages are showing, and so on, to try and find a solution quickly. The more information you can give the technician at the time of the call, the more supportive he or she can be.
  • Whenever possible, have the equipment at hand and software CDs available.
  • Technology returned to the SET-BC Provincial Centre in Vancouver for repair or replacement typically requires 15 days for repair/replacement and return shipping. If the technology must be returned to the vendor for repair, this timeline may expand considerably. In the event that repairs/replacements may take significant time, school team members are asked to discuss possible options with their SET-BC consultant.


SET-BC offers a wide range of training activities on the educational use of assistive technologies. When SET-BC provides an equipment loan to the independent school, the school based team using that equipment with a student receives training on the implementation of the technology in the classroom. This type of training is usually arranged at CAP meetings, or during the follow-up implementation support.

Independent School Authority staff or independent school team members can also attend SET-BC workshops on a wide range of topics, such as Augmentative and Alternative Communication (AAC) issues, alternate access, or vision technologies. Information on these training opportunities can be found on the SET-BC website, through the Independent Schools District Partners or by contacting the SET-BC consultant.

The Learning Centre on the SET-BC website contains on-line presentations and tutorials, downloadable lesson plans, product guides and software demonstrations. School team members are asked to contact their SET-BC consultant at any time to discuss face-to-face and online training options and activities.

SET-BC Policy on the use of technology in the home and community settings

The technology is on loan to the Independent School and is not insured by SET-BC. Upon delivery of the system, the school administrator must sign an equipment loan agreement accepting responsibility for the system. Depending on the technology being loaned, school teams and/or parents may request that the equipment be allowed to go home to further support their educational program goals.   It is up to the school administration to make the decision as to if and when to allow the system to go home. It is understood that student use of SET-BC technology in the home setting is based on the school district acceptable use policy and is to support the student’s educational program. If the school administration approves the SET-BC loaned equipment going home, the parent(s) must also sign the loan agreement.  Parents may investigate the purchase of a rider for their home insurance to cover the system, but are not required by SET-BC to do so. The ultimate responsibility for replacement of lost/stolen/damaged technology lies with the independent school. If the technology is lost or stolen, the home insurance ensures that it is replaced with current technology.  If no insurance is in place, the school will have the option of reimbursing SET-BC for a “similar vintage” system at a depreciated cost.  All teams implementing SET-BC loaned technology must have a technology security plan in place at school and at home.  The Independent Schools District Partner or SET-BC consultant can provide the school team with a security checklist to assist in the development of a security plan. If SET-BC loaned technology is damaged, lost, or stolen, the school team will be required to complete an Incident Report. The SET-BC consultant will assist the team in identifying the options available to repair or replace the loaned system.

Student transitions to new settings

The school team is responsible for informing SET-BC of anticipated transitions.  Teams who are receiving students who have been using SET-BC loaned technology in the previous year are strongly encouraged to contact the District Partner and the SET-BC consultant to review student/technology needs and any related training issues.  The new school team is encouraged to schedule a CAP meeting to assign specific technology implementation responsibilities to team members. The school team currently responsible for the SET-BC loaned technology must do an inventory of equipment before it can be transferred to the new school. Once all items on loan are accounted for, the school team must contact the SET-BC consultant for instructions on how to manage the equipment transfer. Transfer procedures vary depending on whether the transition is between classrooms, between schools in the same district, and between schools in different districts. Once the SET-BC technology has been transferred, the receiving school team should review the technologies being received to ensure that all components of the student’s system have arrived in proper working order. If there are any issues with the received equipment, the school team is asked to contact their SET-BC consultant immediately for assistance.

Graduating students

Each year in March, SET-BC sends a letter to school teams supporting students who may be graduating or completing their secondary school education that June. The letter asks each team to confirm that the student is graduating/ leaving school or if the student will remain in the school another year. Before the end of June, the school district is required to return SET-BC loaned equipment to the SET-BC Provincial Loan Bank. School teams are strongly encouraged to contact their SET-BC consultant to discuss the programs available and technology loan options for their graduating/leaving students EARLY in their final school year. This will ensure any technology loans that are approved for transfer to other supporting programs can happen before the end of June.