AT Acquisition

Assistive Technology Acquisition

What are the responsibilities of an LEA and the IEP team for provision of assistive technology?
AT provision is not simply the purchase of equipment or software. It is an ongoing process that engages school teams in thoughtful consideration (at least annually), and proceeds with targeted trials in customary contexts, leading to data-based decision making, acquisition of appropriate AT, and AT implementation with ongoing monitoring and supports, including capacity-building technical assistance when needed.

High quality, effective AT services include:

Consideration of need for AT for every student with an IEP
Assessment of AT needs, involving the student’s team and family
Access to AT for trials, conducted in the student’s customary environments
Documentation of AT devices and services in the IEP, reflecting decision-making by the IEP team
Acquisition of AT in a timely manner
Provision of training or technical assistance for staff in the use of the AT
Ongoing monitoring of student AT use to ensure effectiveness

What resources are available for IEP teams to try out AT before acquiring an AT device?

Trials with assistive technology (AT) devices assist teams in making informed decisions about the effectiveness of various device features before purchasing devices. AT may be available to borrow from a variety of sources:

PaTTAN Short Term Loan (STL) Program is a library of AT available to local educational agencies (LEA) for trial and assessment. See PaTTAN’s STL program
Technology for Our Whole Lives (TechOWL), formerly called ‘Pennsylvania’s Initiative on Assistive Technology (PIAT),’ lends AT devices to all Pennsylvanians with disabilities. See TechOWL’s lending library.
AT Manufacturers and Vendors may have equipment available to borrow or rent. AT software is often available as a free 30-day download. Visit the companies’ websites to learn more.

Who is responsible to pay for AT?

Once an IEP team determines that a student needs AT, it is the responsibility of the LEA to provide it at no cost to the student or family. However, the means of acquisition is not mandated by IDEA, so it is possible that AT can be provided using any of a variety of options, including outside funding sources such as grants or foundations, use of equipment already owned by the school, or use of family funding or insurance. Regardless of the source of AT acquisition, it is the responsibility of the LEA to maintain the AT in operating condition for use by the student, as specified in the IEP.

Who owns the AT?

When AT for use in school is purchased using a student’s medical insurance, even in part, the device becomes the property of the insured student. This does not change the LEA’s responsibility for maintaining the AT in working order for the student’s use. Likewise, AT that is purchased by a school is owned by the school, and it may not transition with the student to a new LEA or upon graduation. Planning for these transitions is crucial for students who need and use AT.

Can school-owned AT be used at home?

The use of school-owned AT in home settings is addressed by IDEA. On a case-by-case basis, the use of school-purchased assistive technology devices in a child’s home or in other settings is required if the child’s IEP team determines that the child needs access to those devices in order to receive FAPE. (34 C.F.R. § 300.105(b). As such, school-owned AT can and should be used at home, if it is determined by the IEP team that the use in home settings is needed for FAPE.

Local Education Agencies are responsible for ensuring that Individualized Education Program (IEP) teams have the information and support needed to comply with state and federal laws in meeting the needs of students with disabilities for AT devices and services.

The information above is available as a PaTTAN publication entitled Assistive Technology for Students with Disabilities: A Closer Look at Acquisition and Funding

AT Funding

What mechanisms can an LEA use to fund assistive technology for students?
An LEA can acquire assistive technology in a variety of ways:

Local, State, and Federal Funds
An LEA may decide to purchase assistive technology by using local or state funds, state education funds, or federal funds provided for special education and related services under IDEA, if these funds are available. It is important to note that local, state, and federal sources do not earmark funds for the purpose of providing AT for students who need it. The LEA’s responsibility to provide AT should not be interpreted to mean that LEAs have funding ready for this purpose at all times. It is, therefore, important that IEP teams keep the LEA’s representatives on the team informed about the team’s progress in AT decision making.

Insurance

Private Health Insurance Private insurance companies represent a major source of funding for AT that meets a “medical need.” If a student is covered by private insurance, the LEA can ask the family to pursue funding of an AT device through the insurance company, if the use of the insurance does not result in any cost to the family. The LEA cannot require the parents to use their health insurance to fund an AT device or make it a condition for the receipt of educational services.
Note that many vendors/manufacturers of AT will guide team members through the funding process. Representatives of funding departments can provide funding documents to help team members and families comply with insurance company requirements. Pursuing the option of insurance funding typically requires the services of the IEP team’s Speech/Language Pathologist to complete a report that provides data on device trails, and attests to the medical necessity of the device.

Medical Assistance (Medicaid) Students who are determined to be eligible under Pennsylvania’s Medical Assistance (MA) Program can receive certain AT devices. In order for an AT device to be covered by Medicaid, the student who needs the device must be enrolled in MA, and the device must be an item that is prescribed by a physician and documented as “medically necessary.” If a student has both private insurance and Medicaid, the family must apply to its private insurance and be denied before applying to Medicaid. Medicaid will pay the costs of covered items that are not provided by insurance. The LEA cannot require families to file claims for MA services.

School-Based ACCESS Program (SBAP) If an eligible LEA is enrolled as a Medical Assistance (MA) provider in the School-Based ACCESS Program (SBAP), the LEA may be able to bill Medicaid to obtain partial reimbursement for an AT device. The following criteria must be met:

The student must receive special education services and be a Medical Assistance beneficiary.
Signed parental consent is required, along with medical authorization.

If the LEA does not bill the AT device to Medicaid, the LEA may use SBAP reimbursement monies to buy the device. In this case, the LEA retains ownership of the device. (Link to SBAP info)

Other Funding and Acquisition Sources

Recycling Centers The newest or latest technology may not be necessary for a student with a disability to complete tasks effectively. Organizations that operate “reuse” or “redistribution” centers can be a source for previously-owned devices at no or low cost. Some organizations, such as the Recycled Equipment Exchange Program (REEP), maintain databases of individuals who are interested in selling or donating recycled technology.

Rental Programs Many manufacturers of assistive technology will rent AT equipment. Devices may be rented for assessments, to accommodate short-term disabilities, to help gain insurance approvals for funding, and to provide technology for individuals whose own devices are being repaired.

Low-Interest Loan Programs The Pennsylvania Assistive Technology Foundation (PATF) provides financing opportunities to individuals with disabilities to help them acquire AT. Individuals may apply for low-interest loans from the foundation. The foundation also provides information about other acquisition sources.

The information above is available as a PaTTAN publication entitled Assistive Technology for Students with Disabilities: A Closer Look at Acquisition and Funding

The Role of Short Term Loan in AT Acquisition

The PaTTAN Short Term Loan (STL) program is a lending library of assistive technology (AT) kits available to local educational agencies (LEA) for a trial period of four to six weeks.

LEAs can play an important role in the acquisition of AT for students who need it. The opportunity for students to try AT devices in their customary school environments provides teams with valuable data. Teams may collect data on a student’s ability to use device features in targeted situations with one or more AT features or devices. Students and staff may provide anecdotal data during and after device use. There are many benefits to a “try before you buy” approach to selecting and acquiring AT. PaTTAN’s Short Term Loan program can make this kind of informed, data-based decision making possible for student teams.

Who is eligible to borrow? Pennsylvania educators employed or contracted by an intermediate unit, school district, charter school, approved private school, or state early intervention program (county infant/toddler early intervention program or MAWA preschool early intervention program) can borrow from the STL program. Educators are encouraged to conduct AT trials with the participation of the child’s/student’s multidisciplinary team, including families, in the decision-making process.

What types of kits are available? AT kit categories include:

AT for Augmentative/Alternative Communication (AAC)
AT for Blindness/Visual Impairment
AT for Computer Access
AT for Deafness, Hard-of-Hearing/Deafblind
AT for Switch Access/Environmental Access
Technology for Print/Reading/Writing Support.

How do I request an STL kit? In order to borrow STL kits, educators must first register on the PaTTAN website (www.pattan.net) and then log in. Registration is required only once. Then visit PaTTAN Short Term Loan webpage and follow the directions on the page.

For complete information about PaTTAN Short Term Loan Program, visit the Short Term Loan page and STL Q&A Webpage.