So how can AT be effectively and efficiently transitioned from one service team to another? As with most things, preparation is the key. AT should be an explicit element of transition planning. A transition plan should provide adequate information about the AT and its use. It should also identify those who will facilitate transition of the equipment from one setting/situation to another. The team might include teachers, therapists, paraprofessionals, resource specialists, AT specialists, parents, administrators, and the AT user. Although this list is by no means comprehensive, it suggests several people who are likely to play a part in AT transitions.
The thing to keep in mind when forming the transition team is that each member needs to have a clearly defined role that is understood and accepted by all members. The team should also have a leader or coordinator who will keep the process moving along on schedule and according to the established plan. The leader should also monitor the transition to determine whether the supports following the transition are adequate to meet the AT user’s needs.
The timeline for the transfer of equipment should include all appropriate milestones and deadlines. This way, team members will have a clear sense of how their responsibilities contribute to the overall objectives. Here are some points to keep in mind when developing a timeline:
By following a transition plan complete with timelines, even the most complex equipment transfers can be accomplished with minimal disruption for the AT user.
Because a successful transition depends on accurate transfer of information, the team will need to generate documentation about each device if no previous record exists. Important information might include an item’s purchase history, repair history, and cleaning and maintenance schedule. This will tell the new team who purchased and owns the device as well as who is responsible for its maintenance. Maintenance information should also specify any special procedures that must be followed if the device requires service. For example, does the device need to be returned to the manufacturer for service, or can it go to a local service center? Are there special shipping instructions or a certain department within the manufacturing company that must be consulted? Is there an associated cost for cleaning and repairs? If so, who pays, and what is the payment procedure?
In addition, the team needs to learn the item’s usage history. This describes who initiated the use of the equipment, when and how it is used, and who is trained to use it. It is also important to know if the item is part of an individual’s IEP or treatment plan, as this will provide additional insight into how the equipment is intended to support the user. If the team finds that the item is no longer accomplishing its intended purpose, the treatment plan will need to be updated to reflect any change in implementation.
If an individual’s AT includes software with customized user settings, those need to be documented and sent with the user. Otherwise, the work that went into tailoring a piece of software for a specific user will be lost, and someone will have to undertake the customization process all over again.
A successful equipment transfer is possible with thorough planning and preparation. While it takes work to gather the necessary information, advanced planning saves time and aggravation in the long run. Perhaps the best way to keep transition preparation from becoming overwhelming is to maintain up-to-date documentation on equipment history and use. As a consumer’s equipment is serviced or changed, make sure that the circumstances are documented. Transitions are inevitable; the goal should be to make the transfer of equipment as efficient for all members of the team as possible.
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