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FY09 UCEDD/LEND Directory Instructions
Contents Page
Section I: Overview......................................................................................................................1.........................................................................................................................................................Section II: Search Functions.........................................................................................................1Section III: Accessing the Directory...............................................................................................4Section IV: Managing Directory Information..................................................................................4Section IV: Standard Reports......................................................................................................10
Section I: Overview
The capacity and functionality of the AUCD UCEDD/LEND Directories were expanded in FY07. This expansion was made possible with a combination of funds from our ADD TA contract, our MCHB TA contract, and the association.
Data elements were added to increase the ability of the network, federal/state agencies, and the general public to quickly locate people by their interests and expertise.
The “public search” capacity of the directories was substantially enhanced.
Standard reports were created that are of particular use to the LENDs in their reporting to MCHB, but are available to the UCEDDs for their use as well.
There are NO required fields in the Directories, however it is crucial to update—at minimum—your staff names, email addresses, and phone numbers, as well as your Center’s website, address, and phone numbers—so that the people you want/need to talk to can find you.
A note on security and confidentiality: The UCEDD/LEND directories are password protected. Each Center may only access and modify their own directory information. As with NIRS, a few AUCD staff are able to access the directories to assist you in using these databases, locating passwords, etc. Please contact Maggie Nygren or Danielle Onunkwo at 301-588-8252 if you need assistance.
Section II: Search Functions
A. On the UCEDD or LEND Directory “search” screens, the key word search function searches the “interest and expertise” fields in the directory
This function allows the use of Boolean operators (and, or, not) This function allows the use of the truncation (use “+” to include plurals in search
results; use “*“after third character to include variations in search results)
B. On the UCEDD or LEND Directory “search” screens, the pull down menu search function enables users to “search for professionals by discipline.” This option searches the “discipline” fields in the directory.
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C. On the UCEDD or LEND Directory “search” screens, the First Name and Last Name search fields to allow the use of truncation (use “+” to include plurals in search results; use “*“after third character to include variations in search results)
D. The search result screens provide links to individual Personnel pages (created with data entered as described in Section IV of this document).
E. Users may search (a) only the UCEDD Directory, (b) only the LEND Directory, or (c) may search the combined UCEDD/LEND Directory. To search the combined directory, select this option shown below the map of the UCEDD or LEND networks.
Display All Programs & Personnel -- Display All Programs -- Display Combined Directory
Search criteria:Enter information to search by key word or select a position from the menu
Position
Discipline
Expertise
First Name
Last Name
State
Sort Order
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SAMPLE SEARCH RESULTS
Search on discipline: PsychologyResults: Displayed will be all individuals from the selected Directory who have selected “psychology” as one of their discipline(s).
Directory Search ResultsPietro Penny, PsyD PR [email protected] Allison Nickel, PhD AL 205-555-5555 [email protected] Dime, MS NV 775-555-5555 [email protected] Quarter, PhD DC 202-555-5555 [email protected]
Search on expertise: AutismResults: Displayed will be all individuals from the selected Directorywho have used the word “autism” in their “research,” “education,” or “service” areas of interest/expertise text boxes.
Directory Search ResultsPolly C. Analyst, MS DE 302-555-5555 [email protected]. E. Search-Assistant, BS SD 605-555-5555 [email protected] Expert, EdD NY 585-555-5555 [email protected]
Personnel: For two “real world” complete examples, please go the online UCEDD/LEND Directory and see the pages for ELIZABETH BISHOP (TN-Boling Center ) or GORDON RICHINS (UT UCEDD), who graciously volunteered to serve as examples. Click on the “vita/bio” link to see their vitas.
Vita/Bio
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The underline indicates that a hyperlink is provided to their “Personnel” page. The “Personnel” page will contain only phone, email, and UCEDD/LEND information until expertise, photo, and vita are supplied.
Section III: Accessing the Directory
From the AUCD home page, as appropriate, click on “UCEDD” or “LEND” then click on the “Directory” link, click on your State, click on your Center.
At the bottom of your Center’s Directory page, enter your Center’s login code in the text box and click the “login” button. If you don’t know your Center’s login code, check with your Data Coordinator or contact AUCD.
Last updated: 09/11/2006 10:34 AMReturn to Main Page
Bottom of Form
Section IV: Managing Directory Information
Center Information
The Directory edit screen begins with the Center information, followed by sections for staff in the following position “clusters.” Center Leadership Lead Administrative Staff Primary Activity Coordinators Discipline Coordinators Specialty Resource Contacts Project/Program/Clinic Contacts
Use the “add,” “edit,” and “delete” buttons to modify your Center’s information. Contact AUCD if you need to modify/change the logo you want to display on your Directory page (in this example, the frolicking polar bear is located where the logo displays).
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SAMPLE UCEDD/LEND DIRECTORY EDIT SCREEN
Program Entry: Institute For Disability StudiesThe State University 123 Alphabet AvenueAny State, US 12345 Main Phone: 555-555-5555 Main Fax: 555-555-5555Main Email: [email protected] Website: http://www.ids.tsu.edu Website 2:
Position Name Phone Email
UCEDD Director Paulette Panda, PhD 555-555-5555 [email protected]
LEND Director Teddy Roosevelt, MD 555-555-5555 [email protected]
Staff Information
Use the “add,” “edit,” and “delete” buttons to modify your Staff information.
We recognize that one individual may be listed in several roles on your Directory page; however only one complete record per person (demographics, interest/expertise, council membership, vita, photo) is needed for the system to work. You may link all subsequent entries in the directory back to that one complete record.
NOTE: Duplicate complete entries may provide your Center with inaccurate information in the standard reports.
Once a complete record is provided, all subsequent Directory entries for a single individual should be linked by checking the box for “This record is a secondary copy for this person. No biographical information is needed.”
Section I: Basic Contact Information
Section I (Basic Contact Information) of the Directory Record is unchanged from the previous iterations of the directory.
First select the appropriate position “cluster” for the individual’s entry: Center Leadership, Lead Administrative Staff, Primary Activity Coordinator, Discipline Coordinator, Specialty Resource Contacts, or Project/Program/Clinic Contacts.
The staff names will display in the directory in alphabetical order within each “cluster.”
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Three of the position “clusters” within the Directory allow position titles to be typed in: Lead Administrative Staff, Specialty Resource Contacts, and Project/Program/Clinic Contacts.
Three of the position “clusters” within the Directory require the selection of a position title from a pull down menu: Center Leadership, Primary Activity Coordinators, and Discipline Coordinators. Below are the pull down menu options for each of these position “clusters:”
Center Leadership (pull down menu options)UCEDD DirectorActing UCEDD DirectorCo-UCEDD DirectorUCEDD Associate DirectorLEND DirectorActing LEND DirectorCo-LEND DirectorLEND Associate Director
Primary Activity Coordinators (pull down menu options)Adult Services Exemplary Services Vocational Rehabilitation/EmploymentClinical Services Information Dissemination Training DirectorCommunity Support Parent/Consumer Community Education DirectorCultural Diversity Pediatric Services Medical Director Data Person Centered Planning Research DirectorDistance Learning ResearchEarly Intervention Technical Assistance
Discipline Coordinators (pull down menu options)Assistive Technology Neurology PsychiatryAudiology Nursing Psychiatry: ChildDentistry/ Pediatric Dentistry Nutrition PsychologyEducation Occupational Therapy Psychology: DevelopmentalEpidemiology Parent/ Family Resources Public HealthGenetics Pediatrics Social WorkHealth Administration Pediatrics: Developmental/ Neonatology Special EducationMedicine Physical Therapy Speech Language Pathology
To begin, click on the “Add” or “Edit” buttons to enter a new staff person or modify an existing record in the appropriate position “cluster.”
As appropriate to the “cluster,” either select a position from the pull down menu or type one in.
Provide First Name, Last Name, Degree, Phone, and Email.
Select “AUCDigest” for the individual to receive a copy of this valuable monthly publication.
If appropriate, select the appropriate “Program Type.” If the Center has both a UCEDD and a LEND, and the individual should be displayed on both Directories, check both boxes.
NOTE: Once a complete record is provided, all subsequent Directory entries for a single individual should be linked by checking the box for “This record is a secondary copy for this person. No biographical information is needed.”
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To create a complete a Directory record, provide information in the following two sections:
Section II
Section II includes information that can be accessed through the Directory “search” function and the Personnel pages.
And
Section III
Section III includes demographic information that can only be accessed by an individual with a password at your Center. This information is not available for public search or display.
Notes:o Text may be “cut and pasted” into text boxes. o A photo may be uploaded by using the “browse” button.o Radio dials mean that only one option may be selected.o Check boxes mean that multiple options may be selected.o Enter year information in YYYY format (i.e., “1965,” not ’65)o URLs can be provided with or without the http:// prefix; no special tagging or
formatting is needed. Once saved, the URL will display in “view” mode and in the public search as an underlined link. The clicked link will open in a new window. Users are cautioned to use this function when they are sure that the link will be remain valid for some time.
o Always save records when you are done by clicking on the “Save” button.
Most of the data elements themselves are self-explanatory.
For “Areas of Interest and Expertise,” we suggest using a list of “key words,” separated by commas, rather than complete sentences. These text boxes are what is searched by the “expertise” search function.
We have deliberately chosen to provide a “cut and paste” option for vitas rather than an “upload” option for several reasons. The short format is an attempt to balance information and privacy, as vitas in the directory are accessible to the entire world wide web. The “cut and paste” option prevents most problems associated with properly rendering the variety of word processing software and minimizes the challenges of storing, managing, and loading lengthy vitas.
When cutting and pasting vitas, unless you are particularly savy about formatting, we suggest that you use the “Paste as Plain Text” or “Paste from Word” buttons.
Vita or Bio,about
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2 pages:
Following is a sample data entry screen. A paper form is also available for your convenience.
UCEDD Directory - Edit Contact
Section I: Basic Contact Information. This information will display on the directory page.
Position
First Name
Last Name
Degree
Phone
AUCD Digest List(Uncheck to Opt-Out)
Program Type UCEDD LEND (this refers to the Center, not the staff person)
This record is a secondary copy for this person. No biographical information is needed.
Section II: This information will be available for public search and display:Discipline(s):Check all that apply
Audiology Dentistry/Pediatric Dentistry
Disability Studies Early Intervention/Early Childhood Education
Education: General Family Studies
General Medicine Genetics
Gerontology Human Development/Child Development
Interdisciplinary Law
Nursing Nutrition
Occupational Therapy Pastoral
Pediatric Medicine Physical Therapy
Psychiatry Psychology
Public Health Social Work
Special Education Speech-Language Pathology
Other – Please specify:
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Council Membership (does not display in profile but is publicly searchable): Check all that apply
Committee on Research and Evaluation (CORE)
Council for Interdisciplinary Service (CIS)
Council on Community Advocacy (COCA)
Multicultural Council (MCC)
National Community Education Directors' Council (NCEDC)
National Training Directors' Council (NTDC)
Check this box if the COCA representative is not a staff person and he/she should not be displayed in the online staff directory.
Professional Areas of Interest and Expertise (provide a concise -- 200 words or less -- description for each):Research Autism, Fragile X, Education Early Childhood, Public HealthService EPSDT
Vita or Bio,about 2 pages:
Photo
Photo should be at most 250 (width) x 300 (height) pixels.
Section III: This information WILL NOT be available for public search or display:Check if individual is a
Former MCHB-program trainee
Former UCEDD Trainee
Gender Male
Female
Year of Birth
Year Hired at Center
Race White
Black or African-American
American Indian or Alaska Native
Asian (includes Asian Indian, Chinese, Filipino, Japanese, Korean, Vietnamese, and other Asian)
Native Hawaiian and Other Pacific Islander (includes Native Hawaiian, Guamanian or Chamorro, Samoan, and other Pacific Islander)
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Browse Remove
Two or More Races
Other
Ethnicity Hispanic or Latino
Non Hispanic or Latino
PRIMARY EmploymentRole at UCEDD/LEND:
UCEDD/LEND Director or Associate Director
Senior Faculty: Faculty at the rank of Associate Professor or Professor.
Junior Faculty: Faculty at the rank of Assistant Professor, Lecturer, Adjunct, etc.
Clinical Staff: Individuals with a high degree of expertise and training who specialize in providing clinical services.
Professional Staff: Individuals with a high degree of expertise and training who specialize in performing professional, scientific, or technical activities.
Support Staff: Non-contract employees that include assistants, clerks, coordinators, etc.
Personal relationshipwith Disabilities:Check all that apply
Person with a disability
Person with a special health care need
Parent of a person with a disability
Parent of a person with a special health care need
Family member of a person with a disability
Family member of a person with a special health care need
None
Section V: Standard Reports
Seven Standard Reports are described below. These reports are displayed at the bottom of the Directory edit screen. Select the Directory records to include using the “UCEDD/LEND” filter (check or don’t check as appropriate), and click on the report title.
NOTE: All reports are based on information currently in your Center’s Directory. There is no capacity for creating historical reports. There is currently no capacity for creating Custom Reports.
Note on the UCEDD/LEND filter: By checking the box next to the program type(s), the resulting report will be filtered to include only what has been checked.
Check “UCEDD” to get UCEDD-only records returned Check “LEND” to get LEND-only records returned
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CHECK “UCEDD” and “LEND” to get records that are identified as both UCEDD and LEND
To include all records, do not check either box (i.e., do not filter)
Currently, a “Download” link is visible in the upper right hand corner of each report window. Clicking “Download” allows you to download a CSV (comma separated values) Excel file of the report data.
Future enhancements may include a “PDF” button to create an Adobe PDF of the report and a “Flash Paper” button to create a Macromedia PDF for storing locally or sharing with others.
Reports
UCEDD
LEND
Faculty and Staff Information: MCH ReportingStaff Race and EthnicityStaff GenderStaff Age and Years of ServiceStaff Personal Relationship with DisabilitiesStaff DisciplinesStaff ExpertiseDirectory Expansion StatusStaff Expertise
Change Password | All Done... Sign Out
Information on the Standard Reports
1. Report Title: Faculty and Staff Information: MCH Reporting
Name Race Ethnicity Gender Discipline Degrees FormerMCHBTrainee?
Faculty
StaffFaculty=Director, Associate Director(s), Senior Faculty, Junior FacultyStaff=Clinical Staff, Professional Staff, Support Staff
Notes:This report is intended to assist LEND programs in their annual reporting to MCHB.All individuals in the directory display in the report, even if no information other than name is available.Grouped by “Faculty” first, then displayed in alpha order by last name.Grouped by “Staff” second, then displayed in alpha order by last name.If more than one discipline is provided by an individual, all are listed separated by commas.Under “former MCHB trainee, “Y” “N” or “unkn” (for those whom the field is blank) is displayed.
2. Report Title: Staff Race & Ethnicity
Race
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Primary Employment
Role
Total #
(% of Staff for Whom Race was Supplied) % of Staff for Whom
Race was Not
Supplied
White Black or African Am
Am Indian or Alaska Native
Asian
Native Hawaiian/Pacific Islander
Two or more races
Other
Faculty (Director, Associate Director(s), Senior & Junior Faculty)
# % % % % % % % %
Clinical and Professional Staff
# % % % % % % % %
Support Staff# % % % % % % % %
Total # % % % % % % % %
Primary Employment Role
Total #Ethnicity
(% of Staff for Whom Ethnicity was Supplied)
% of Staff for Whom Ethnicity
was Not Supplied
Hispanic Not Hispanic
Faculty (Director, Associate Director(s), Senior & Junior Faculty)
# % % %
Clinical and Professional Staff # % % %Support Staff
# % % %
Total # % % %
3. Report Title: Staff Gender
Primary Employment Role
Total #Gender
(% of Staff for Whom Gender was Supplied)
% of Staff for Whom Gender was
Not SuppliedMale FemaleFaculty (Director, Associate Director(s), Senior & Junior Faculty)
# % % %
Clinical and Professional Staff # % % %Support Staff
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# % % %
Total # % % %
4. Report Title: Staff Age and Years of Service
Primary Employment Role
Total # Mean Age of Staff for
Whom Age was Supplied
% of Staff for Whom Age was
Not Supplied
Mean Years of
Service of Staff for Whom
Information was
Supplied
% of Staff for Whom Years of Service was Not Supplied
Faculty (Director, Associate Director(s), Senior & Junior Faculty)
# M % M %
Clinical and Professional Staff # M % M %Support Staff
# M % M %
Overall Total, Mean, & Percentages
# M % M %
Notes:Age is determined by using the date of birth data. Mean age is determined by using available birth data (note: the number of staff without birth data are not included in the denominator).
Years of service is determined by using date of hire. Mean years of service is determined by using available hire data (note: the number of staff without hire data are not included in the denominator).
5. Report Title: Staff Personal Relationship with Disabilities
Primary Employment
Role
Total #
Personal Relationship with Disabilities(% of Staff for Whom Information was Supplied)
% of Staff for Whom Information was Not Supplied
PWD PW SHCN
Parent of a PWD
Parent of a PWSHCN
Family Member of a PWD
Family Member of a PW SHCN
Faculty (Director, Associate Director(s), Senior &
# % % % % % % %
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Junior Faculty)Clinical and Professional Staff
# % % % % % % %
Support Staff# % % % % % % %
Total # % % % % % % %
6. Report Title: Staff Disciplines
Discipline # of Faculty/Staff Who Identify with Discipline
(Individuals may identify with more than one discipline)
Audiology #
Dentistry/Pediatric Dentistry #
Disability Studies #
Early Intervention/Early Childhood Education #
Education: General #
Education: Special Education #
Family Studies #
General Medicine #
Genetics #
Gerontology #
Human Development/Child Development #
Interdisciplinary #
Law #
Nursing #
Nutrition #
Occupational Therapy #
Pastoral #
Pediatrics #
Physical Therapy #
Psychiatry #
Psychology #
Public Health #
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Social Work #
Speech-Language Pathology #
Office/Administrative Staff #
Other – Please specify:<list here>
#
Notes:For each discipline for which the number of staff is zero, the discipline will not display in the report.For each “other please specify,” for which text was provided, the text is listed, separated by commas.
7. Report Title: Staff Expertise
Name Research Education Service
Berry-Nice, Janice Shows the text provided in the record
Shows the text provided in the record
Shows the text provided in the record
Cat, Fritz T. Shows the text provided in the record
Shows the text provided in the record
Shows the text provided in the record
8. Report Title: Directory Expansion Status
Name Discipline(s) Recorded?
Areas of Interest & Expertise Recorded?
Brief Vita/BioRecorded?
Photo Uploaded?
Berry-Nice, Janice X X X
Cat, Fritz T. X X X
Notes:This report might be used to track the status of your Center’s directory expansion efforts.An “X” is displayed if any data (including spaces) has been saved in the relevant fields. This report is sortable by column.
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