Itinerant Support Teachers Vision Itinerant Support ... · the Hearing & Vision Teams. Your Assistant Principal Hearing or Vision will be able to provide you with support in the use

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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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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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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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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 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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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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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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Figure 7 Student Details window

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Figure 8 Student Vision Details

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Figure 9 Student Hearing details

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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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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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4.2 Printing your Caseload summary

To print a summary of your caseload



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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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.



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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Figure 14 Student vision details window

Figure 15 Student hearing details window

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Figure 17 Student history window

Figure 16 Caseload List window

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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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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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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 [email protected]

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

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

mailto:[email protected]

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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

Documents

Itinerant Support Teachers Vision Itinerant Support ... · the Hearing & Vision Teams. Your Assistant Principal Hearing or Vision will be able to provide you with support in the use