SET-BC Mandate

SET-BC is a Ministry of Education Provincial Resource Program established to assist school districts 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

School district established procedures for selecting students:

  • A teacher or school team may refer a student to the school district’s SET-BC committee.
  • The school team (which may include a parent) should use the District Screening Checklist to help determine the student’s eligibility, strengths and needs.
  • If the student is selected by the district screening committee to receive SET-BC services, the school team will be asked to complete a Request for Service form.
  • The school team will then take part in developing a Collaborative Action Plan with the SET-BC consultant.
  • The consultant will assist the team in determining what strategies and technology best meet the needs of the student.

SET-BC contact in each school district

Each school district has designated a District Partner who acts as a liaison between the SET-BC staff and the school district.  The District Partner is familiar with the services provided by SET-BC and with the procedures for requesting technology for students.

SET-BC technology loans

SET-BC loans technology solutions to school districts.  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 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.  A copy of the original CAP is kept in the student’s official records with his or her IEP. A copy can be obtained from the SET-BC District Partner.

Technology Loans to Distance Learning Schools

All SET-BC services are provided and delivered to BC school districts and their staff members. As a result, only students whose educational programming is provided by BC school district distance learning schools are eligible to receive SET-BC services.

  • The DL school requests SET-BC service following the established school district 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 district 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.  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.

School district partnership on hardware

SET-BC supplies the basic computing, braille or speech generating device. It is the school district’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 (school district) 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.

School district partnership on software

SET-BC loans the basic hardware with 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 school district 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 school district’s overall technology plan, it is subject to the school district’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 support@setbc.org. 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

  • 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.

Training

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 school district, 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.

School district staff or 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. SET-BC personnel circulate information on these workshops through District Partners.

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

SET-BC technology is on loan to the school district 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 equipment. 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 district 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 district 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 school district. 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 district 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 District Partner or SET-BC consultant can provide the school based 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 a 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.