user guide: sensory database · 4.1.3 team user list – (via team leader list) 18 chapter 5 –...

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NSW Department of Education – User Guide Sensory Database – Learning and Wellbeing Teams (October 2017) ver 1.0

User Guide: Sensory Database

Learning & Wellbeing Teams

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Table of Contents Chapter 1 – Introduction to User Guide 4

1.1 Purpose 4

1.2 Structure 4

1.3 Visual workflow tabs 4

1.4 Overview of levels of access 5

Chapter 2 – Getting Started & Dashboard Features 6

2.1 Adding a shortcut link 6

2.2 Sign in 7

2.3 Switch Modes 8

2.4 Learning and Wellbeing Dashboards 9

Chapter 3 – Viewing by Team (Hearing & Vision) 11

3.1 Team Hearing/Vision List 11

3.1.1 Details tab – Team List 12

3.1.2 Team overview tab 12

3.1.3 View students – Team list 14

Chapter 4 – Viewing by APH/APV 16

4.1 Team Leader list – APH/APV 16

4.1.1 Manage details tab – (via Team Leader List) 17

4.1.2 View Students – (via Team Leader List) 18

4.1.3 Team user list – (via Team Leader List) 18

Chapter 5 – Viewing by ISTV/ISTH 20

5.1 ISTH or ISTV List 20

Chapter 6 – Viewing by Caseloads 21

6.1 Caseloads on the Sensory Database 21

6.2 Caseload List 22

Chapter 7 – Viewing all Students 24

7.1 Student List – Details 24

7.2 Student List – Hearing/Vision Detail 24

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Chapter 8 – Database Support 27

8.1 Local Assistant Principals – Hearing & Vision 27

8.2 Sensory Database support website 27

8.3 Workflow ‘cheat sheets’ 27

8.4 Sensory Database email contact 27

Appendices – Workflow Images 28

Index of Figures 31

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Chapter 1 – Introduction to User Guide

1.1 Purpose

The Sensory Database is a web application that will allow Assistant Principals Vision and Assistant

Principals Hearing to manage & review determinations and support allocations for students

requiring itinerant vision and/or itinerant hearing support.

The Team Leader (Assistant Principal - Hearing/Vision) is responsible for entering and maintaining

data for all of the students and teachers in their team(s). Learning and Wellbeing team members

will have read-only access to the database in order to provide support for the teams in their

Principal Networks or Operational Directorates as appropriate.

School principals will also be able to access read-only data for students enrolled in their school.

1.2 Structure

The User Guide has the following chapters:

Chapter 1 - Introduction to Sensory Database

Chapter 2 - Getting Started & Dashboard Features

Chapter 3 – Viewing by Team (Hearing or Vision)

Chapter 4 – Viewing by Assistant Principal – Hearing/Vision (APH/APV)

Chapter 5 – Viewing by ISTV/ISTH

Chapter 6 – Viewing by Caseloads

Chapter 7 – Viewing all students

Chapter 8 – Database Support.

1.3 Visual workflow tabs

Throughout the user guide, there are Workflow tabs that provide additional visual guidance to

complete a particular task. An example of these tabs is below.

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1.4 Overview of levels of access

The table below shows an overview of the different roles and their associated access rights for the

Sensory Database.

Table 1 Overview of levels of access

Sensory Database Task ISTV/H APISTV

/H LWO

(SEO1) LWA

(SEO2) LWC (PEO)

State Admin

View students on individual teacher’s case load

View teachers on Team

Add students to database

Change student details

Add teachers to database

Change teacher details

Create caseloads

Change caseload allocations

View team overview for my team

Search for student in Team

View team overview for Principal Network

View team overview for Operational Directorate

Search for student in Teams in Operational Directorate

Transfer students to another team

Export reports by Team(s) to excel

Change Team Leader

Change team FTE allocation

Add/Remove Access for Learning and Wellbeing Teams (SEO1/SEO2/PEO)

Export reports by Principal Network to excel

Export reports by Op. Directorate to excel

School principals are also able to access read-only data about the students enrolled in their schools

and that are receiving support from Itinerant Support Teachers – Hearing and/or Vision.

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Figure 2 Screenshot of DoE Portal Insights

Chapter 2 – Getting Started & Dashboard Features

2.1 Adding a shortcut link

Any DoE staff member that has access to the Sensory Database will be able to locate Sensory

Database under My Applications in the DoE Portal. To include the Sensory Database icon under

Essentials, click Add to my Essentials. State office can provide access to staff as required.

To open the Sensory Database from your Portal page once added, click on the Sensory Database

icon.

Users can also directly access the Sensory Database via

https://app.education.nsw.gov.au/sensory-database/

Figure 1 Screen grab from My Applications page

https://app.education.nsw.gov.au/sensory-database/

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2.2 Sign in

1. Use your Portal username and password to sign in.

2. Once you are signed in you will see the dashboard icon at the top of the screen.

Figure 3 Sensory Database Sign In

Figure 4 Learning and Wellbeing Dashboard

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2.3 Switch Modes

Users may need to switch between modes if they have different levels of access. An example of

this would be an AP ISTH or AP ISTV is working on the Learning and Wellbeing team part -time.

1. The dropdown box where Welcome Yourname allows you to switch modes.

2. Use the same process to switch back to previous mode.

The State Sensory Database administrators are able to add and delete Learning and Wellbeing

Officers, Advisors and Co-ordinators to the database as required.

Send an email to [email protected] to request access.

At this stage both Learning and Wellbeing Officers (SEO1) and Learning and Wellbeing Advisors

(SEO2) will be given access at Learning and Wellbeing Advisor (SEO2) level.

Figure 5 Switching Modes screenshot

mailto:[email protected]

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2.4 Learning and Wellbeing Dashboards

The Dashboards for Learning and Wellbeing Officers, Advisers and Co-ordinators, are effectively

identical. The only differences are in relation to whether the user can see data from their own

Principal Network (LWO) or Operational Directorate (LWA & LWC).

The Dashboard allows the user to view data by each of the sections of the database that they

require.

Under the Browse Educational service sensory data section, there are tabs for;

Hearing Teams

Vision Teams

APH (Assistant Principal Hearing)

APV (Assistant Principal Vision)

ISTH (Itinerant Support Teacher- Hearing)

ISTV (Itinerant Support Teacher – Vision)

Students

Caseloads

Educational Service Schools/Principal Network Schools

Figure 6 Learning and wellbeing Officer Dashboard

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Figure 8 Learning & Wellbeing Advisor Dashboard

Figure 7 Learning & Wellbeing Coordinator Dashboard

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Chapter 3 – Viewing by Team (Hearing & Vision)

3.1 Team Hearing/Vision List

Clicking on the Hearing Teams or Vision Teams icons from the Dashboard will open the Team

hearing/vision list. This list shows all of the teams that you have access to view within your

Principal Network or Operational Directorate.

When you are in the Team hearing or vision list, to the right side of each of the teams you will

notice there are three icons;

Details

Team overview

View students.

The following sections of this chapter describes each of these and the data available in each.

Figure 9 Team hearing list screenshot

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3.1.1 Details tab – Team List

Clicking on the Details icon when in the Team list hearing or vision provides a simple overview of

the Team as per example below.

3.1.2 Team overview tab

Clicking on the Team overview icon when in the Team list hearing or vision opens the Team

overview page.

This shows an overview of the Team members, their base schools, Entitlement FTE, the allocated

Support hours as well as travel for each of the teachers on the team.

An image on the next page provides an overview of the Team overview page of the Sensory

Database.

Figure 10 Team details dialogue box

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Figure 11 Team overview screenshot with annotations

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3.1.3 View students – Team list

Clicking on the View students icon when in the Team list hearing or vision provides a list of the

students currently on caseload within that team as per sample image below.

From the Student list as per image sample above, clicking on the Manage details icon to the right

side of the student record, will allow the user to view further information about the student held on

the Sensory Database.

Figure 12 Student list screenshot

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Figure 13 Student details screenshot with annotations

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Chapter 4 – Viewing by APH/APV

4.1 Team Leader list – APH/APV

Clicking on the APH or APV icons from the Learning and Wellbeing Dashboard will open the Team

Leader List – APH/APV. It will show a similar list to what is located by clicking on the Hearing

teams or Vision teams icon (see previous chapter of this guide) however it provides information

regarding the Team leader (Assistant Principal – Vision or Hearing).

When you are in the Team Leader List – APV or APH, to the right side of each of the teams you will

notice there are two icons;

Manage details

View Students.

The following sections of this chapter describes each of these and the data available in each.

Figure 14 Team Leader List - APV screenshot

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4.1.1 Manage details tab – (via Team Leader List)

Clicking on the Manage details icon when in the Team Leader List – APV or APH provides a small

amount of detail regarding the team leader.

Learning and Wellbeing team users can only edit the base school of the team leader & add notes to

the notes box. Users can also view the system history from the Sensory Database in regards to the

Team leader of the team shown.

Figure 15 Team leader details screenshot with annotations

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4.1.2 View Students – (via Team Leader List)

Clicking on the View students icon when in the Team Leader List – APH/APV will list the students

that are on caseloads within that team. It is possible for a student to be on more than one te am

(such as a student that is receiving both ISTH and ISTV support).

Once in the Student List the same options are available as covered in 3.1.3 on page 14 of this user

guide. (Clicking on Manage details icon next to student name provides further detail regarding this

student).

4.1.3 Team user list – (via Team Leader List)

When in the Team Leader List – APH/APV, you will see that the Team name on the left side of the

screen is underlined (contains a link). Clicking on the Team Name when in the Team Leader List

will show the Team user list for that team.

Clicking on the Manage details icon when in the Team user list will show further information

regarding the team member (teacher).

Screenshot image on the following page of this guide shows an example of what this screen will

look like.

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Figure 16 Team user list screenshot with annotations

Figure 17 Teacher details screenshot with annotations

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Figure 18 Teacher details screenshot

Chapter 5 – Viewing by ISTV/ISTH

5.1 ISTH or ISTV List

Clicking on the ISTH or ISTV icons from the Dashboard enables the user to view the ISTH List or

ISTV List.

These lists show all Itinerant Support Teachers – Hearing (ISTH) and Itinerant Support Teachers-

Vision (ISTV) in the Principal Networks or Operational Directorates that you have access rights to

view.

Once in either the ISTV or ISTH List, clicking on the Details icon on the right side of the teacher w ill

show a pop up window with key information regarding that teacher.

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Chapter 6 – Viewing by Caseloads

6.1 Caseloads on the Sensory Database

The following image describes how the Students and Teachers that are entered onto the Sensory

Database by the Team Leaders (APH/APV) form the building blocks of Caseloads.

Team leaders need to ensure that Students and Teachers are on the Sensory Database prior to

attempting to create Caseloads.

Figure 19 Caseload building blocks

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6.2 Caseload List

Clicking on the Caseloads icon from the Learning and Wellbeing Dashboard will open the Caseload

list. The Caseload list will show all of the caseloads that exist on the Hearing and Vision teams in

the Principal Networks and/or Operational Directorates that you have access rights to view.

A student may appear more than once on this list if the student is supported by more than one ISTH

or ISTV (such as a student who is shared between 2 team members).

Caseload list can be adapted to sort by any of the fields by clicking on the faint grey triangles

adjacent to the column titles.

Figure 20 Caseload list screenshot with annotations

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When in the Caseload list area of the Sensory Database you can also print the information

contained in the Caseload list.

At present, Learning and Wellbeing team members do not have the ability to harvest data and

export to excel .csv format. Should you require this, please contact the Database administrator to

request this via email [email protected]

Figure 21 Caseload details screenshot


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Chapter 7 – Viewing all Students

Clicking on the Students icon from the Learning and Wellbeing Dashboard will open the Student

list. The Student list will show all of the students that exist on the Hearing and Vision teams in the

Principal Networks and/or Operational Directorates that you have access rights to view.

You can sort the columns by clicking on the faint grey triangles to the right of each column heading.

The active Search bar allows you to locate the student(s) that you require.

To the right of each student, you will see two icons;

Details Vision details or Hearing details.

7.1 Student List – Details

Clicking on the Details icon when in the Student list will show a student details dialogue box as

shown on the following page.

7.2 Student List – Hearing/Vision Detail

Clicking on the Vision details or Hearing details icon when in the Student list will show a dialogue

box with specific information regarding the student’s hearing or vision loss. Examples of these are

shown on page 26.

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Figure 22 Student details screenshot

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Figure 24 Student hearing details screenshot

Figure 23 Student vision details screenshot

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Chapter 8 – Database Support

8.1 Local Assistant Principals – Hearing & Vision

Your local APISTV & APISTH have received training in the use of the Sensory Database. They may

be able to assist you if you are trying to work out how to do something with the Sensory Database.

8.2 Sensory Database support website

A web-based resource is being developed to support all users of the Sensory Database. This has

copies of the various User guides for the Sensory Database as well as video lessons (screen

captures) of many of the tasks within the user guides.

You can access the Sensory Database support website by clicking on the link below (under

development – soon to be deployed)

https://sites.google.com/education.nsw.gov.au/sensorydatabasehelp

You will need to log into your Google G Suite for Education account via the Portal to access this

website.

Log in with your Doe username followed by @education.nsw.gov.au

Ie [email protected]

Your password is the same as your DoE portal and email password.

8.3 Workflow ‘cheat sheets’

All of the visual workflow tabs used in this guide are collated on the following pages in the

appendices.

8.4 Sensory Database email contact

If you have any questions, feedback or database support needs, please email

[email protected]

Alternatively, please contact the Complex Support Advisor – Sensory Programs on 9266 8655.

https://sites.google.com/education.nsw.gov.au/sensorydatabasehelp



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Appendices – Workflow Images

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Index of Figures

Figure 1 Screen grab from My Applications page .......................................................................... 6

Figure 2 Screenshot of DoE Portal Insights ................................................................................... 6

Figure 3 Sensory Database Sign In ............................................................................................... 7

Figure 4 Learning and Wellbeing Dashboard ................................................................................. 7

Figure 5 Switching Modes screenshot ........................................................................................... 8

Figure 6 Learning and wellbeing Officer Dashboard ...................................................................... 9

Figure 7 Learning & Wellbeing Coordinator Dashboard ............................................................... 10

Figure 8 Learning & Wellbeing Advisor Dashboard ...................................................................... 10

Figure 9 Team hearing list screenshot ........................................................................................ 11

Figure 10 Team details dialogue box .......................................................................................... 12

Figure 11 Team overview screenshot with annotations ................................................................ 13

Figure 12 Student list screenshot ................................................................................................ 14

Figure 13 Student details screenshot with annotations ................................................................ 15

Figure 14 Team Leader List - APV screenshot ............................................................................ 16

Figure 15 Team leader details screenshot with annotations ......................................................... 17

Figure 16 Team user list screenshot with annotations ................................................................. 19

Figure 17 Teacher details screenshot with annotations ................................................................ 19

Figure 18 Teacher details screenshot ......................................................................................... 20

Figure 19 Caseload building blocks ............................................................................................. 21

Figure 20 Caseload list screenshot with annotations ................................................................... 22

Figure 21 Caseload details screenshot ....................................................................................... 23

Figure 22 Student details screenshot .......................................................................................... 25

Figure 23 Student vision details screenshot ................................................................................ 26

Figure 24 Student hearing details screenshot .............................................................................. 26

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