Case Management Documentation and GAS Part 4

I'm writing this down so I can remember why I did things the way I did when I have to go back and either fix it or make a new one somewhere else:

"The less change the better" is a simple motto for some folks. I wanted to keep the new method (my form) of getting Gen Ed feedback as similar as possible to the old method, so I kept the same wording and the same order of questions.  I simply lifted them on to a google form which will plop the answers down in a sheet that autocrat turns into a nice PDF that looks identical to the version we use now.  The output keeping the same look is only important to me so that the admin and district people who are used to seeing our forms can feel comfortable.  More important is that the "front end"--where the Gen Ed teachers look at it--looks as similar as possible.

Here's where my problem arises: I have to add some pre-filled, superfluous "questions" to the form so that autocrat will spit out the the PDFs exactly how I want them while keeping the formatting customized to each student.  Information such as student initials and case manager emails are easy for a spreadsheet to look up and calculate, however, this behind the scenes look up has to happen before the form submits to autocrat (without reworking my entire concept and workflow here).  So I will make it part of my case-manager-side script, but that means that I have about 4 extra questions hanging off the end of my Gen Ed form.

Perhaps I can find a way to make them invisible in the future, or end up reworking the entire work flow.  For now, better to make a working product before getting ahead of myself.

That's all for now.
Links:
Link to part 1
Link to previous part
Link to next part

Case Management Documentation and GAS Part 3.5

Part of being a Special Education Teacher is giving  parents progress updates on goals at least as often as their non-disabled peers.  At high school, that means once per quarter.  So doing goal updates this week and next has put my side project on break for a minute.  In spite of that, I was able to solve one small problem with my script.  I was able to get the script to take the IEP date information (from whatever the case manager puts in) and have it spit out a pretty and formatted text string (instead of a weird date code that computers read!). This solves a little problem I was having at the tail end where the printout would show a long date string including time--which I didn't want on that piece of text.

As an aside, goal updates are another beast that might benefit from some automation during certain parts of that process.  That's a long term thought I'm letting simmer and cook on the back burner.

Class Feedback Results

To follow Larry Ferlazzo's example, I'm posting my class feedback results from my end of year suvey. I'll put the questions followed by the highest percentage rating, just to save typing since I don't want to take the time to screen shot the charts and graphs that google forms made for me.

 I didn't split these by class period or anything, although I think for next year I'll take the trouble to make a different form for separate classes to get a better idea. This will be really important for me next year since I'll be co-teaching with two different teachers and teaching 4 different subjects. I'm excited for the challenge.

• I felt challenged by this class: 41% neutral
• I felt like Mr. Hyland respected me: 46% agree
• I felt like Mr. Hyland gave me useful feedback: 70% agree
• I felt like Mr. Hyland was fair: 63% agree
• Mr. Hyland had high expectations of me: 50% agree
• I tried my hardest to do my best in class: 37% each (tie) strongly agree and agree
• My grades reflected the quality of my work: 52% agree
• Mr. Hyland encouraged me to do my best: 43% agree
• I felt safe in Mr. Hyland's class: 54% agree
• The class was well organized: 59% agree
• I enjoyed being in this class: 41% agree
• I always followed Mr. Hyland's instructions: 41% neutral

 I also had 5 short answer questions where students could type a response. Some did not, and others made what seemed like sarcastic comments (hard to tell if they were serious). However, there are some gold nuggets that told me what I needed to hear from students (that's the point after all!). Many of these comments referred to our penultimate activity--watching Star Wars after a series of lessons on the Hero's Journey, so if you follow the link below and scan those comments, you'll note some fanboys.

 I also co-teach one period, so I included my co-teacher and co-teach class on the questionnaire. You'll see her name in there as well. Here's the link to my full results, and--as un-scientific as they are--I'm proud of them this year. I always have plenty of room to improve. My goals for next year include inching forward on tech integration in my classroom lessons.

Streamline the Paperwork to Save the Sanity of the Case Manager

My department chair asked a while ago for info on data collection using google forms.  I presume she has gotten pretty far in the process and that the data has started pouring in since the question today was how to display the results.  I have put up some screen shots below of how and where to click to get the automatic version of data summary that google provides for free.  Anything much beyond that will require a little more spreadsheet wizardry.  I'm getting out my robe and wizard hat now.

First, I'll show you how to create a form and then it will make more sense how to get information out of the response spreadsheet.

First, in your Drive account, click on "Create" and then "Form":

Simple enough.  Google will ask you to title the form and then you can create some questions.  There are some awesome tutorial videos on how best to use each type of google form question. +Melissa Hero has some good ideas if none spring to mind. (But then, if you had no ideas for how to apply these tools, you wouldn't be looking around for tutorials.)

Next, put in your questions.  You can also add in data validation, and many other neat tricks, no computer programming class required.

You can make questions that work from check boxes or drop down menus or radio buttons or large text boxes and many other types (e.g. date and/or time; although, the date and time questions display all funky when you pull them out of spreadsheets since it's stored as a time code of some sort so computers will read all the way down to the millisecond).

Google will automatically create a spreadsheet to collect all the responses.  Each column header is named for a question you created.  The far left column will always be a timestamp when the "submit" button was clicked.  This is useful as a paper trail.  I also learned a little trick to add a unique ID down one column.
The formula is this:
=arrayformula(Row(B:B))

I use the B column since Google steals the A column for the timestamp and the left hand column is the normal spot for a Key ID in (for example) a database.  With the arrayformula down the whole column, I can later look up any row of response data I want.  It's very neat.

Back to the summary of data!
You can get to the summary from the responses spreadsheet by clicking on Form menu and then Show Summary of Responses.

Alternatively, you can get to the summaries from the form itself (in edit mode, not the live form that users see) by clicking on Responses, then Summary of responses.








I put in some fake sample data:

Here is what the responses look like for my fake data:

That was cool.  I hope that helped and was actually what I was asked for.

Now for some real wizardry.  We have the technology, we can rebuild him, stronger, faster than before!
Using two google forms (one for Special Ed case managers and one for Gen Ed teachers to post feedback), we can replace the current paper system of giving and receiving IEP feedback.  That's not accurate, all mine are electronic right now.  I'm just using MS Office docs with forms to fill out which is only cumbersome when new versions of the software comes out and half the staff can not upgrade (public school budgets, etc.).

With a different revision of the current feedback system, I would insert a link into my MS Outlook calendar invites that go out to Gen Ed teachers. Here is the link to the sample email headed to Gen Ed teachers to invite them to the meeting.  Please make comments on it. Remember, this email is automatically generated and filled with the correct meeting info etc., so I don't have to write 26 individual invites for my individual students times 6 teachers each.  Microsoft allows you to do the same thing.  There are a number of advantages to google so the department could debate which they'd like to use.  I'm honestly ok with either as long as the whole department is doing the same thing.  I love uniformity, I think it makes us look professional to parents and teachers and I think the Gen Ed staff appreciates when we have our systems in place smoothly.  (Our current system is really good at VHS, I want to shed as much paper as possible and the little timestamp feature when Gen Ed teachers click submit is a nice perk!)

After teachers get that email, they click the link to the feedback form that would create the final pdf attached to the IEP in the computer.  Here's a sample feedback form.

There are many other uses for this type of functionality in a school system.