user guide: sensory database · 3.1 creating new student 1. go into the students tab from the apv/h...

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NSW Department of Education – User Guide Sensory Database – Assistant Principals Vision and Hearing (October 2017) ver 2.0

User Guide: Sensory Database

Assistant Principals Vision and Hearing

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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 APV/H Dashboard 9

2.5 Team overview 10

Chapter 3 – Managing Students 11

3.1 Creating new student 11

3.2 Editing student Details/Status 12

3.3 Transfer student 13

3.4 Updating Student SRN 13

3.5 Adding Vision/Hearing details 14

3.6 Adding panel details 15

3.7 Increase & Decrease Hours 16

3.8 History - Students 17

Chapter 4 – Managing Teachers (ISTV/ISTH) 18

4.1 Create teacher 18

4.2 Edit/Delete teacher 20

4.3 Deactivate teacher 20

4.4 History - Teachers 20

4.5 Managing Backfilling teachers 21

4.5.1 Create new backfilling allocation 21

4.5.2 View existing backfilling teacher allocations detail 22

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Chapter 5 – Managing Caseloads 23

5.1 Creating Caseload 24

5.2 Important Notes about Caseloads 26

5.3 Viewing Existing Caseloads 28

5.4 Editing Caseloads 29

5.5 Deleting caseloads 30

5.6 Deactivating caseloads 30

5.7 Activating Caseload 31

5.8 Caseload History 33

Chapter 6 – Search Functionality 34

6.1 Team overview 34

6.2 Student Search 35

6.3.1 Search by Hearing Detail 36

6.3.2 Search by Vision Detail 37

6.4 Teacher search 38

6.5 Caseload search 39

6.6 Export to Excel 40

Chapter 7 – Miscellaneous 41

7.1 Email Notifications 41

7.2 Transferring Students 41

7.3 Switching between Teams 42

Chapter 8 – Database Support 43

8.1 Local School Services Teams 43

8.2 Sensory Database support website 43

8.3 Workflow ‘cheat sheets’ 43

8.4 Sensory Database email contact 43

Appendices – Workflow Images 44

Index of Figures 47

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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 the 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 - Managing Students

Chapter 4 - Managing Teachers (ISTV/ISTH)

Chapter 5 - Managing Caseloads

Chapter 6 - Search Functionality

Chapter 7 – Miscellaneous

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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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.

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

Figure 2 Screen grab DoE Portal Insights

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 AP Hearing or Vision Dashboard.

Figure 3 Sensory Database Sign In

Figure 4 APH/V Dashboard

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2.3 Switch Modes

Users may need to switch between APV/H and ISTV/H modes from time to time.

In ISTV/H mode, the data is read-only and cannot be edited. ISTV/H mode will allow ISTV/H to view

caseloads.

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

2. Use the same process to switch back to APH/V mode.

Figure 5 Switching Modes to ISTH/V

Figure 6 ISTH/V Dashboard

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2.4 APV/H Dashboard

The APV or H Dashboard allows the user to jump to the section of the database that they require.

Under the Browse/Manage team data section, there are tabs for;

Students (see chapter 3 of this guide for further information)

Caseloads (see chapter 5 of this guide for further information)

Teachers (see chapter 4 of this guide for further information)

Backfilling teacher allocations (see chapter 4 of this guide for further information)

Team Schools (see chapter 4 of this guide for further information)

Students with multiple SRN. (see chapter 3 of this guide for further information)

Below this under the section Search and reports, the APH/V can access;

Advanced Search (see chapter 6 of this guide for further information)

Figure 7 APH/V Dashboard

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2.5 Team overview

The Team overview tab allows the user to see an overview of the Team members, their base

schools, Entitlement FTE, the allocated Support hours as well as travel for each of the teachers.

It allows the Team leader to show which staff are backfilling for permanent team members as well

as which staff are providing the Executive Release.

Further information regarding Team Overview is located in Chapter 5 – Managing Caseloads (pg

25)

Figure 8 Team Overview

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Chapter 3 – Managing Students

3.1 Creating new student

1. Go into the Students tab from the APV/H Dashboard.

2. Click on “Create new student”

3. Enter student SRN and click on Verify SRN.

4. If the SRN is verified by the system, some of the student details will automatically be entered.

All students must have an SRN before they can be entered into the Sensory Database . Use the

SRN from the Access Request. It is possible for students to have more than one SRN. SRN

information is sourced from ERN. Changes to SRN will need to be made in ERN.

5. Once you entered all the student data click “Add”, the new student should appear on your

student list.

6. On the student list page, the students’ names will appear. An icon to add vision/hearing details

will appear under the SRN of the student that needs to have data entered. Click this to add

student vision or hearing details.

Figure 9 Create Student Box

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7. On the student list page, icons will appear that will give a prompt at a

glance whether students caseload times have been increased or

decreased, panel approved or whether vision/hearing details are

missing.

8. You will notice that you will only be able to validate the SRN once the student enters

Kindergarten (for prior to school-aged students).

3.2 Editing student Details/Status

1. Click on “Students” from the APV/H dashboard and locate the student.

2. Click on “Manage details”. This gives you the option to delete or edit student information

3. Use the Actions menu option to Update Student status or Transfer Student

Figure 10 Editing Student Details/Status and Transfer Student

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3.3 Transfer student

1. From the Student List, find the student to be transferred. Click “Manage details”

2. Click “Actions” and “Transfer student”

3. From the dropdown menu select the APV/APH where the student is to be transferred and select

the AP.

4. This will automatically generate an email to APV/H where the student is transferring to.

3.4 Updating Student SRN

If the student has more than one SRN, the SRN that holds the majority of current information needs

to be used in the Sensory Database.

To update the Student SRN:

1. Go to APH/V Dashboard

2. Click on Students

3. Locate the student that you wish to change then click on Manage Details

4. Click on the Edit Icon

5. Click on the Update SRN icon

6. Edit the information that you wish to make changes to and then click Save.

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3.5 Adding Vision/Hearing details

1. Locate student that you wish to add details for via APH/V Dashboard > Students.

2. To add Vision/Hearing details click on the “Add vision/hearing details” icon under SRN.

3. Click “Create new student vision/hearing detail”.

4. Enter vision/hearing detail and click “Save”.

Figure 11 Edit Student Details Screen

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3.6 Adding panel details

1. Locate student that you wish to add details for via APH/V Dashboard > Students.

2. To add Vision/Hearing details click on the “Add vision/hearing details” icon under SRN

3. Click “Create new student vision/hearing detail”.

4. Change Panel decision option to YES (see Figure 11) if you have been informed of the panel

decision.

Figure 12 Adding Panel Details

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3.7 Increase & Decrease Hours

1. Login as APV/APH.

2. Click on “Caseloads”.

3. Find the student and click “Edit”.

4. Adjust the hours in “Edit Caseload” and click “Save”.

Figure 13 Edit Caseload

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3.8 History - Students

1. History details can be reviewed for students.

2. In the APH/APV Dashboard, click “Students”.

3. Locate the student and click “Manage details” then click “History details”.

Figure 14 Student History

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Chapter 4 – Managing Teachers (ISTV/ISTH)

4.1 Create teacher

1. From the APH/APV Dashboard, slick on Teachers

2. Click on “create teacher”.

3. Enter DoE email of teacher and click “verify” - Verify email automatically fills teacher first name,

last name and base school.

4. The same teacher can exist with multiple employment types e.g. PPT/Casual.

Figure 15 Create Teacher Dialogue box

More detail about the above ‘Create Teacher’ dialogue box is located on the following page.

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Figure 16 Add Teacher - more information

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4.2 Edit/Delete teacher

1. From APH/APV Dashboard, go to “Teachers”

2. Locate teacher you wish to change

3. Click on “Manage details”.

4. Click on “Edit/Delete” depending on which option you wish to use.

5. If editing details, click “Save”.

4.3 Deactivate teacher

1. From APH/APV Dashboard, go to “Teachers”

2. Locate teacher you wish to change

3. Click on “Manage details”.

4. Click on “Actions” tab.

5. Click on “Deactivate user”.

4.4 History - Teachers

1. The system will create “history” for each teacher.

2. In the APH/APV Dashboard, click “Teachers”.

3. Locate the teacher, then click on “Manage Details”

4. Click on History.

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4.5 Managing Backfilling teachers

From the Team overview tab, it is possible to see at a glance which permanently appointed

teachers are being backfilled (when on Leave, for example) as well as by which casual or

temporary appointment teacher. In order to see this, the team leader (APV/APH) will need to create

Backfilling allocations on the Sensory Database.

4.5.1 Create new backfilling allocation

1. From the APH/APV Dashboard, go to “Backfilling teacher allocations”.

2. Click on “Create new Backfilling allocation”.

3. Choose backfilled and backfilling teacher.

4. Enter other details.

5. Click “Add”.

Figure 17 Team Overview - Backfilling Info

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4.5.2 View existing backfilling teacher allocations detail

1. From the APH/APV Dashboard, go to “Teachers”.

2. Click on “Backfilling teachers” icon.

It is also possible to view further detail from the Team Overview tab.

1. Click on “Team overview” tab

2. Click on the blue circle with white + icon to the left of the Base school name for the teacher

In the screen shot above, clicking on the “Manage details” icon will take you to the details page.

From here you can choose the Backfilling allocation tab to create a new Backfilling allocation for

this teacher.

Figure 18 Team Overview - Backfilling details

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Chapter 5 – Managing Caseloads

The following image describes how the Students and Teachers that have been entered onto the

Sensory Database 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 Overview of building blocks of Sensory Database

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5.1 Creating Caseload

There are two possible ways that caseloads can be created.

Option A

1. From the APH/APV Dashboard – click on “Caseloads”

2. Then click on “Create new Caseload”

3. Select the student from the Dropdown option

4. Select the Team Member (Teacher) from the Dropdown option

5. Fill in other details. Make sure that you enter the hours for teaching time and travel for that

Team Member only (if student is being shared between 2 or more teachers).

6. Enter Allocation Start Date and Notes if required

7. Click “Add”

Figure 20 Create New Caseload - Option A

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Option B

1. From the APH/APV Dashboard – click on “Students”

2. Locate the Student that you wish to create a caseload for

3. Click on “Manage Details” icon next to student (on right hand side)

4. Click on Caseloads tab towards top of page

5. Then click on “Create new Caseload”

6. Student is already selected for you automatically

7. Select the Team Member (Teacher) from the Dropdown option

8. Fill in other details. Make sure that you enter the hours for teaching time and travel for that

Team Member only (if student is being shared between 2 or more teachers).

9. Enter Allocation Start Date and Notes if required

10. Click “Add”

Figure 21 Create New Caseload - Option B

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5.2 Important Notes about Caseloads

a – One Student shared across 2 or more Teachers

When a student is supported by more than one teacher, ensure that the TOTAL support hours per

week is provided under the student’s record.

Then, create one caseload per teacher supporting the student and ensure that only the hours that

each teacher supports the student (plus travel time) are indicated on each of the caseload.

For example –

Student Michael Harrison receives a total of 4 hours per week ISTV support. He received 3 hours

from Teacher A, and 1 hour per week from Teacher B.

Once the student is created and TOTAL allocation of hours indicated on the student record AND

the 2 x Teachers are created as part of the team –

Create 2 separate caseloads for the same student – One with Teacher A with 3 hours support

and One with Teacher B with 1 hour per week support.

b – Allocation start date

If the allocation start date for a caseload is in the future, it will not show up on the Team Overview

or be able to be harvested from reporting features. It is possible to change the allocation start date

to Today’s date for reporting functions and then return back to future date for when service is to

commence.

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The following image provides further guidance about the Team Overview page of the Sensory

Database teams.

Figure 22 Team Overview - more information about page

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5.3 Viewing Existing Caseloads

It is possible to view existing caseloads in a number of ways.

a – Via “Caseloads” icon on APH/APV Dashboard

1. From APV/APH Dashboard click on “Caseloads”.

2. From the caseload list, user can click on the Blue Circle with white + icon for summary of each

caseload or click on Details option on right side of screen for more detail in relation to this

caseload.

3. User can also edit some of the caseload information via the edit option.

NB – Deleting a caseload does not delete the student or the teacher.

b – Via “Students” icon on APV/APH Dashboard

1. From APV/APH Dashboard click on “Students”.

2. Locate the student that you wish to view caseload of.



caseload.

4. User can also edit some of the caseload information via the edit option.

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c – Via “Teachers” icon on APH/APV Dashboard

1. From APV/APH Dashboard click on “Teachers”.

2. Locate the teacher that you wish to view caseload of.



caseload.

User can also edit some of the caseload information via the edit option

5.4 Editing Caseloads

Once a caseload has been created, you are able to edit the caseload details. To make changes to

student or teacher details, it is best to access this data via the Students and Teachers tab from the

APH/APV Dashboard. (see Chapters 3 and 4).

1. From the APV/APH Dashboard, click on “Caseloads”

2. When in the caseload List - click on “Edit” icon (right hand side) of the caseload you wish to edit

3. Make the changes in the dialogue box

4. Click “Save”

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5.5 Deleting caseloads

Once a caseload is created, it is able to be deleted when necessary.

It is important to note that deleting a caseload DOES NOT delete the student or teacher from the

database, just the caseload that links the two together.

1. From the APV/APH Dashboard, click on “Caseloads”

2. When in the caseload List - click on “Delete” icon (right hand side) of the caseload you wish to

delete

3. Click on “Delete” at bottom of dialogue box if you are sure you wish to delete the caseload.

Otherwise click on Cancel.

5.6 Deactivating caseloads

Deactivating a caseload maintains the student data in the system in the case that the student is

likely to return.

1. From the APH/APV Dashboard, Click on “Caseloads”.

2. Find student and click “Deactivate”.

3. Enter the reason for the Status change in the Notes field.

4. Click “Deactivate caseload” or “Cancel” if you do not wish to deactivate caseload.

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5.7 Activating Caseload

Once a caseload has been deactivated, you can locate this caseload via the Advanced Search icon

on the APV/APH Dashboard

1. From the APV/APH Dashboard, click on “Advanced Search” under Search and Reports.

2. Click on the “Caseloads” tab.

3. Choose Inactive from status dropdown box option

4. Click on “Search”

5. Locate the caseload and click on “Activate” from right hand side.

6. Type notes (why student is being reactivated and date) in Notes box

7. Click on “Activate Caseload” to activate, or “Cancel” to leave screen.

Figure 23 Search for Inactive Caseloads

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Figure 24 Update Caseload status - Deactivate

Figure 25 Update Caseload Status - Activate

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5.8 Caseload History

It is possible to view the history of Caseloads on the Sensory Database.

1. From the APV/APH Dashboard click on “Caseloads”.

2. Click on “Caseload history”.

3. Clicking on the Blue Circle with white + to the left will show the notes only .

4. Click on “Detail” icon to the right side for further details of each caseload change.

Figure 26 Caseload history list

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Chapter 6 – Search Functionality

The Sensory Database has extensive search functions built in to allow student, teacher and

caseload data to be located in a number of ways.

As discussed previously in this user guide, the Team Overview tab allows the user of the database

to see some level of detail about the teachers in their team, the students assigned to their team as

well as the caseloads in their team.

6.1 Team overview

1. From the APV/APH home page click on the “Team Overview” tab.

2. To view a summary of detail about a staff member click the blue circle with white + symbol next

to their name.

3. To view the full details of each team member click “Manage details”.

4. You will be able to view and edit a range of information from here

5. Figure 27 Team Overview - General

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6.2 Student Search

1. From the APV/APH Dashboard click on “Advanced Search” from Search and reports menu.

2. Enter the search parameters that you wish to search within

3. Click on “Search”.

Figure 28 Student Search Box

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6.3.1 Search by Hearing Detail

Within the Advanced Search feature of the Sensory Database the user can search within specific

data fields specific to Hearing Detail.


2. Click on the “Hearing Detail” tab above the search dialogue.



NB – the fields Degree of Hearing Loss Left & Right, Amplification Device & Primary Mode of

Communication allow user to select multiple options to search within fields.

Figure 29 Search by Hearing Detail

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6.3.2 Search by Vision Detail

Within the Advanced Search feature of the Sensory Database the user can search within specific

data fields specific to Vision Detail.


2. Click on the “Vision Detail” tab above the search dialogue.



NB – the fields Media for Print Access allows user to select multiple options.

Figure 30 Search by Vision Detail

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6.4 Teacher search

The Sensory Database also allows users to search for data within fields related to Teachers. Data

can be filtered by base school name, employment type, Teams and so on.


2. Click on the “Teachers” tab above the search dialogue.



Figure 31 Search by Teacher

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6.5 Caseload search

The Sensory Database also allows users to search for data within fields related to Caseloads.


2. Click on the “Caseloads” tab above the search dialogue.



Figure 32 Search by Caseload

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6.6 Export to Excel

All of the Advanced Search options (Students, Vision/Hearing Detail, Teachers & Caseloads) will

allow the Team Leader to export search results to an excel file format once the search has

completed. An icon “Export to Excel” will appear above the search results.


2. Click on the tab that reflects the search you wish to undertake.


4. Click on “Export to Excel” once search has completed.

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Chapter 7 – Miscellaneous

7.1 Email Notifications

System generated emails are sent as a result of changes made in the database.

When vision or hearing details are edited by the Assistant Principal an email notification is sent

to the state officer.

When a request to transfer a student is submitted the system will send an email to the AP

where the student is transferring to.

7.2 Transferring Students

After receiving an email notification, Assistant Principals Vision and Hearing can browse student

transfers.

1. From the APH/APV Dashboard, Click on “Student transfers” in dashboard.

2. Click on “Details”.

Figure 33 Student transfer list

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7.3 Switching between Teams

On the rare occasion that an AP is responsible for multiple teams, the AP can switch between

teams.

1. Go to the APH/APV Dashboard

2. Click on “Switch Team Dashboard”.

Figure 34 Switching between Dashboards

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Chapter 8 – Database Support

8.1 Local School Services Teams

In addition to the current user guide for the Sensory Database, your local Learning and Wellbeing

Officer/Advisor/Co-Ordinator have a specific user guide for the role that they play in supporting you

and your Hearing or Vision Team.

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)

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]

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

mailto:[email protected]

mailto:[email protected]

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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 Screen grab DoE Portal Insights ..................................................................................... 6

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

Figure 4 APH/V Dashboard ........................................................................................................... 7

Figure 5 Switching Modes to ISTH/V ............................................................................................. 8

Figure 6 ISTH/V Dashboard .......................................................................................................... 8

Figure 7 APH/V Dashboard ........................................................................................................... 9

Figure 8 Team Overview ............................................................................................................ 10

Figure 9 Create Student Box....................................................................................................... 11

Figure 10 Editing Student Details/Status and Transfer Student .................................................... 12

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Figure 11 Edit Student Details Screen......................................................................................... 14

Figure 12 Adding Panel Details ................................................................................................... 15

Figure 13 Edit Caseload ............................................................................................................. 16

Figure 14 Student History ........................................................................................................... 17

Figure 15 Create Teacher Dialogue box ...................................................................................... 18

Figure 16 Add Teacher - more information .................................................................................. 19

Figure 17 Team Overview - Backfilling Info ................................................................................. 21

Figure 18 Team Overview - Backfilling details ............................................................................. 22

Figure 19 Overview of building blocks of Sensory Database ........................................................ 23

Figure 20 Create New Caseload - Option A ................................................................................. 24

Figure 21 Create New Caseload - Option B ................................................................................. 25

Figure 22 Team Overview - more information about page ............................................................ 27

Figure 23 Search for Inactive Caseloads ..................................................................................... 31

Figure 24 Update Caseload status - Deactivate ........................................................................... 32

Figure 25 Update Caseload Status - Activate .............................................................................. 32

Figure 26 Caseload history list .................................................................................................... 33

Figure 27 Team Overview - General ........................................................................................... 34

Figure 28 Student Search Box .................................................................................................... 35

Figure 29 Search by Hearing Detail ............................................................................................ 36

Figure 30 Search by Vision Detail ............................................................................................... 37

Figure 31 Search by Teacher ...................................................................................................... 38

Figure 32 Search by Caseload .................................................................................................... 39

Figure 33 Student transfer list ..................................................................................................... 41

Figure 34 Switching between Dashboards ................................................................................... 42

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