Part 6

Conducting a ‘hands-on workshop’


Facilitator Training


During Workshop or Sample Screening training LEHP Instructors should identify computer literate individuals who exhibit the ability to manage people, the equipment (particularly the Camera) and the paperwork required to conduct screening sessions.
Such individuals should be invited to stay on and undertake Facilitator training as described here.
There will naturally be some repetition of previously covered points, however this is intentional for re-enforcement of the processes.

A copy of the Children’s Vision Screening Program Facilitator Manual should be on hand during this training session.

Those who undertake this additional training and are deemed ‘competent’ by a LEHP Instructor should be advised to the Training Chair so they can be sent a ‘Facilitator’ certificate and instructions on what is required in this role.

1. Introduction –

The Role of the Facilitator

The facilitator is responsible for the communication with facility organisers (i.e. school principals, sporting club presidents, community event organiser) and the management of paperwork and screening volunteers before, throughout and at the completion of the Screening Session.


  • Complete the online screening course
  • Complete ‘Screener’ and ‘Facilitator’ training to gain both LEHP certificates
  • Hold a current ‘Working with Children’ certificate/card or equivalent clearance

The procedures for vision screening MUST always be in accordance with the current procedures laid out by LEHP National Committee. A copy of the Children’s Vision Screening Manuals must remain with the equipment at all times and be available for inspection by anybody who asks to see it.
The cost of conducting a session of vision screening is very low and should consist primarily of photocopying and printing.
Most schools have an email distribution system which should be utilised wherever possible.
If Lions need to post letters to parents then this would significantly increase costs.
A well trained and experienced team should be able to screen around twenty to thirty students per hour. The current screening manuals and forms to be used for screening sessions are available from the LEHP Online Training Courses website page under the Children’s Vision Screener Training Course section or the LEHP National Office.

2. Preparation for a Screening Session –

a. Initial approach
After canvasing schools or community organisations and identifying those who would be interested in vision screening, determine the names of the school principals.
Ensure that you have a team of fully trained operators available, who have all been issued with a LEHP Qualified Vision Screener certificate.

Although the tasks can be completed with less, preferably a team of seven is required to conduct a Screening Session. If choosing to have two Acuity screening stations, another one or two qualified screeners will be required.
Whilst a team of vision screeners may come from different clubs, it is important that one Lions Club adopt the vision screening at a particular school as a club project.
In order to use LEHP controlled equipment, the sponsoring Lions Club must be a LEHP Participating Club and be in good standing with their annual levy payment or equivalent donation.

b. Contact with School or Community Group
This is a critical phase of the project and involves:

  • Explaining the process to the school or community facility. Providing the Letter of Introduction to the school and arranging signing of a Memorandum of Understanding. (Appendices 2 and 3)
  • Determining who will print the Consent Letters for parents and how they will be delivered. (Appendix 4)
  • Finding an appropriate room in which to conduct the screening.
  • Confirming a date and time for a screening.

c. Prepare screening team and equipment

  • Advise potential screening operators of details of the vision screening and compile a screening team.
  • Remind team members to wear club shirts where applicable and bring their ‘Working with Children’ credentials.
  • Order and arrange to collect the vision screening kit and check all items are with the kit. When the kit arrives, check the log book and charge the camera at least once every two weeks.

d. Two to Three weeks before screening
Check that the school is still planning on conducting the event as agreed and ensure consent forms are sent out to parents.

e. One week before screening
Visit school and finalise how to set up the room. Make sure adequate tables and chairs will be available.
Determine the number of children who have returned the consent forms so far.
Confirm the school contact person for conducting the screening (this may not necessarily be the principal).

f. Two or Three Days before Screening
Determine the number of children who have now returned the consent forms.
Check that your all of your screening team are still available.
Organise any further screeners that may be needed.

g. Day before Screening
Printout sufficient copies for number of students expected of:

Also check that the camera is charged and that all the other equipment and items to be used are packed.

If conducting a ‘Community Screening’ print sufficient copies of the Participant Disclaimer‘.

3. Day of Screening –

On arrival setup room, equipment and reception table as needed.
Place each testing station to allow for easy movement of children and ensure lighting is appropriate for each test.
Ensure all screening volunteers have completed the LEHP Vision Screening Training and meet WHS and ‘Working with Children’ requirements, before they can be involved.
Health professionals and other Observers should be instructed that they are not permitted to conduct any screening activities unless they meet the training requirements and, unless they are school staff, must not interact with the students or impede their movement.
Allocate tasks to each operator. Make certain that each operator has signed-on, has what they need to do their role and is comfortable with that role. Be prepared to rotate operators to do the different tasks.
Obtain consent forms and number each form to identify the student, or obtain a student list from the school. The numbers and first names can then be transferred to the individual student results slips to be used during the screening process.

4. Conducting the Screening –

Have children enter no more than 5 or 6 at a time. If a teacher’s aid is available, use them to manage the flow of children.
Each child should report to the reception desk. The number on their consent form should be transferred to an individual results slip that is given to the student.
Students should move through all the screening stations and have their results marked on the individual results slip. Rather than using Yes/No, Pass/Fail or Tick/Cross you may prefer to use a circle or similar for pass and an asterisk or similar for ‘referral’, to record the results. All team members must be fully aware of whatever system is to be used.
It is important that the students do not exchange slips with another student.
After completing all screening activities the student should return their individual results slip to the reception desk and then return to school activities. Any slips indicating a referral can be matched with consent forms and put aside so names can be added to referral letters and camera photos.
Photographs should not be taken unless parental permission has been granted and indicated on the parent consent form.

5. Using the Camera and Downloading Printouts –

Photos and reports are stored on the camera in PDF documents that have a ‘banner’ at the bottom. This will initially be one with the Welch Allyn name as below on the left.
This should be replaced with either the LEHP Banner (below centre) or a customised Club banner that can be created on request (as below right sample).

To replace the banner image:

  • Copy the desired file, which must be called ‘banner.png’, to a USB storage device and insert it into the USB port on the vision screener.
  • From the Tools menu, select Import/Export and you will be directed to the Import/Export screen.
  • Once the USB device is detected, the Import and Export buttons will be available for selection.
  • Select the Import button. The camera will find the banner file and install it automatically.
  • Wait until the message “Import Finished successfully” displays, select OK then you may safely remove the USB drive from the vision screener.

All reports/photos taken with the camera will now contain the newly installed banner.

Before each student is photographed with the Spot Vision Screener the ID number from their individual results slip needs to be entered into the camera.
After the screening session any students with a ‘referral’ result will need to have their photographs identified.
The student’s name should be obtained from their matching consent form and entered into the camera against their screening photo.
Although files can be directly printed from the camera it is suggested that all subject files are downloaded following the instructions given in the camera manual under Importing/Exporting Files:

  • From the Tools menu, select Import/Export and you will be directed to the Import/Export screen.
  • Insert a USB storage device into the USB port on the vision screener (Recommended USB size is 8GB or larger).
  • Once the USB device is detected, the Import and Export buttons will be available for selection and you will see the USB symbol in the upper right black bar next to the date.
  • Select the Export button. If you wish to export one file containing no subject specific data select Exclude Personal Data. If you do not choose this option, then all data will be exported. Select the Export button again to begin the export process.
  • Wait until the message “Export Finished successfully” displays, select OK then you may safely remove the USB drive from the vision screener.
  • The exported folder will contain several sub-folders. The pdf sub-folder contains the subject files.
  • Individual subject results can be viewed from this folder and those requiring printing can be copied or printed.

6. After the Screening –

Make certain all items in the screening kit and used at the reception desk are collected prior to departure.
Tidy the screening room and restore to its original configuration.
Complete Appendix 8 Group data results from the individual results slips.

Download information from the camera and print individual screening result sheets.
Return all consent forms or student list to the school.
Also return to the school or carefully destroy the individual results slips.
Arrange for distribution of Individual Result letters.
Consider a meeting with screening operators to debrief and mark the conclusion of the screening session.
Forward a copy of the Group data results to LEHP National Office, sponsoring Lions Club, District Chair and school.
Consider sending a thank you letter to the school.
Send copies of photos taken and details of the screening to the LEHP National Office.
Send a copy of the screening attendance sheet to the Training Chair for updating the LEHP training records.
Return screening kit as required or instructed.

7. Supplementary Information –

  • Operators must sign in and sign out, like any other Lions project. ‘Working with Children (Vulnerable People) cards or checks should be confirmed and recorded on the Screening Sign-On Sheet.
  • A copy of the current calibration/fit for purpose certificate (from Welch Allyn) MUST be with the equipment and available for inspection by anybody who asks to see it.
  • When being transported the camera must be stored in the original packaging and the transport container for the entire vision screening kit.
  • If the spot vision camera is mishandled in any way, the incident must be recorded in the Camera’s Log Book.
  • If the camera is dropped more than 2cm on to a hard surface of any kind, testing must stop immediately. Even if the camera appears to be working, it must be returned to Welch Allyn for assessment/repair.
  • The camera may require maintenance every 2 to 3 years.
  • Insurance has been arranged by the LEHP National Office Management. However damage and maintenance costs outside of the insurance cover have to be covered by the District or Lions Club.

Self Check Questions:

Which of these jobs can be considered as not the direct responsibility of a 'Facilitator'?

Which of these jobs can be done by an 'Observer', who has WWC clearance?

What should be done with parent consent letters after the screening?

Which of these tasks does not need to be done on the day of screening?