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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
User Guide: Sensory Database
Itinerant Support Teachers Vision
Itinerant Support Teachers Hearing
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Table of Contents Chapter 1 – Introduction to User Guide 3
1.1 Purpose 3
1.2 Structure 3
1.3 Visual workflow tabs 3
1.4 Overview of levels of access 4
Chapter 2 – Getting Started & Dashboard Features 5
2.1 Adding a shortcut link 5
2.2 Sign in 6
2.3 ISTV/ISTH Dashboard 7
Chapter 3 – Viewing your Students 8
Chapter 4 – Viewing your Caseload 12
4.1 Viewing your Caseload 13
4.2 Printing your Caseload summary 14
4.3 View further student detail 15
Chapter 5 – Team Schools & My teams 18
5.1 Team Schools 18
5.1.2 Schools in NSW 19
5.2 My Teams 19
Chapter 6 – Database Support 20
6.1 Local School Services Teams 20
6.2 Sensory Database support website 20
Index of Images 21
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Chapter 1 – Introduction to User Guide
1.1 Purpose
The Sensory database is a web application that will a llow 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 – Viewing your Students
Chapter 4 – Viewing your Caseload
Chapter 5 – Team Schools & My Teams
Chapter 6 - 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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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
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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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
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
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
2.2 Sign in
1. Use your Portal username and password to sign in.
2. Once you are signed in you will see the ISTH/ISTV Dashboard.
In order for ISTH or ISTVs to be able to access the Sensory Database, the Team leader (AP
ISTH/ISTV) will need to add ISTH/ISTV to their Teacher’s list on the Sensory Database.
ISTH/ISTV will not be able to view Students or Caseloads until they are assigned by the Team
Leader.
Figure 3 Sensory Database Sign In
Figure 4 ISTH/ISTV Dashboard
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
2.3 ISTV/ISTH Dashboard
The 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 4 of this guide for further information)
Team Schools (see chapter 5 of this guide for further information)
My teams. (see chapter 5 of this guide for further information)
Figure 5 ISTH Dashboard
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Chapter 3 – Viewing your Students
Once a teacher has been assigned caseload by the Team leader (APISTH or APISTV), teachers
will be able to view the students that are on their caseload. You will not be able to view students on
other Teacher’s caseloads.
1. In the ISTH or ISTV Dashboard, click on “Students”.
2. From Student List – click on “Details” to view general student information or
3. From Student List – click on “Hearing/Vision details” for more specific information regarding
hearing or vision.
Figure 6 Student list - hearing & Vision
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Figure 7 Student Details window
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Figure 8 Student Vision Details
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Figure 9 Student Hearing details
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Chapter 4 – Viewing your Caseload
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 10 Building blocks of database
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
4.1 Viewing your Caseload
To view students on your caseload
1. From ISTH/ISTV Dashboard click on “Caseloads”.
2. A Caseload List will appear
3. Clicking on the “Details” icon will provide summary information about each student including
support allocation per week.
Figure 11 Caseload list
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
4.2 Printing your Caseload summary
To print a summary of your caseload
1. From ISTH/ISTV Dashboard click on “Caseloads”.
2. A Caseload List will appear
3. Click on the “Print” icon to print a summary of your caseload. You may need to adjust the print
settings from portrait to landscape,
Figure 12 Caseload list print dialogue box
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
4.3 View further student detail
When you have accessed the Caseload list, it is possible to show further details about the student
by clicking on the student’s SRN.
1. From ISTH/ISTV Dashboard click on “Caseloads”.
2. A Caseload List will appear
3. Click on the student’s SRN that you wish to view more detail about
4. Each of the tabs towards the top of the page will allow you to view further information about the
student.
Figure 13 Student Details window
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Figure 14 Student vision details window
Figure 15 Student hearing details window
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Figure 17 Student history window
Figure 16 Caseload List window
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Chapter 5 – Team Schools & My teams
The two remaining icons on the ISTV/ISTH dashboard allow the user to
view the schools that the teacher is supporting as well as the different
teams that a teacher may be working across.
5.1 Team Schools
The tab Team Schools will only show the schools that the teacher is currently supporting by way of
caseload students.
1. From ISTH/ISTV Dashboard click on “Team Schools”.
2. Team School list will appear showing contact details for the visit schools.
3. Click on “Details” to show contact information for the one school selected.
Figure 18 Team school list window
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Figure 19 My teams list window
5.1.2 Schools in NSW
You may also notice that there is a Schools icon on your ISTV/ISTH Dashboard. Clicking on this
will show ALL NSW Department of Education schools and their contact details.
5.2 My Teams
The My teams tab on the Sensory Database Dashboard shows which teams that you are connected
to on the Sensory Database. There are occasions where a Teacher may work across a number of
different teams.
1. From ISTH/ISTV Dashboard click on “My Teams”.
2. My teams list will appear showing which teams you are linked to.
Click on “Details” to show contact information for the one school selected
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Chapter 6 – Database Support
6.1 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 and
the Hearing & Vision Teams.
Your Assistant Principal Hearing or Vision will be able to provide you with support in the use of the
Sensory Database.
6.2 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 Firstname.Lastname@education.nsw.gov.au
Your password is the same as your DoE portal and email password.
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NSW Department of Education – User Guide Sensory Database – ISTV/ISTH (October 2017) ver1.0
Index of Images
Figure 1 Screen grab from My applications page ........................................................................... 5
Figure 2 Screen grab DoE Portal Insights ..................................................................................... 5
Figure 3 Sensory Database Sign In ............................................................................................... 6
Figure 4 ISTH/ISTV Dashboard .................................................................................................... 6
Figure 5 ISTH Dashboard ............................................................................................................. 7
Figure 6 Student list - hearing & Vision ......................................................................................... 8
Figure 7 Student Details window ................................................................................................... 9
Figure 8 Student Vision Details ................................................................................................... 10
Figure 9 Student Hearing details ................................................................................................. 11
Figure 10 Building blocks of database ......................................................................................... 12
Figure 11 Caseload list ............................................................................................................... 13
Figure 12 Caseload list print dialogue box ................................................................................... 14
Figure 13 Student Details window ............................................................................................... 15
Figure 14 Student vision details window ...................................................................................... 16
Figure 15 Student hearing details window ................................................................................... 16
Figure 16 Caseload List window ................................................................................................. 17
Figure 17 Student history window ............................................................................................... 17
Figure 18 Team school list window ............................................................................................. 18
Figure 19 My teams list window .................................................................................................. 19
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