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.
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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.

Case Management Documentation and GAS Part 3

Well, moving forward on this project.  I now have the script getting all the values from the case manager submitted form and then looking up successfully the course schedule for the student from a second spreadsheet of schedule data that I pulled from the Aeries student database.  At some point that could be a live lookup, but for now it's dependent on a human to keep it accurate and up-to-date.

Next, it pre-fills the course info and IEP meeting information on a form for the General Education teacher to fill out and emails the teacher with a link.  When they click the link, it brings them to the feedback form already in progress with almost half the information already filled in.  No longer do they have to fill in their own class and double check the IEP date and time. (of course, at this point the IEP could get rescheduled, but that should be a separate thing on their calendar for another project at a later time!)

One item on my list is to make this Gen Ed version of the google form look slick and professional by using the school colors and logos now that Google allows us to customize their forms in that way. I'll get this pretty good looking before I show it to my Admin., but all that is cosmetic and the guts of the program currently work how their supposed to.

The next step is an Autocrat PDF creation off of my template feedback form that I created about a year ago for VHS.  I have 3 or 4 tweaks left on it at this point, until the Admin. sees it and offers changes.

At this point I want to record for posterity the methods I used to dump my spreadsheet data.  I had to go into MS Outlook and find my campus's "All Staff" email list.  Then I added all the names on that list to my contacts in Outlook.  This was in the Outlook program, not webmail like a lot of people like to use for outlook.  When all the names are in your contacts, you can export your contacts as a .csv file that will convert nicely into google sheets or excel, etc.  It has loads of empty columns that I don't use, but it has about 3 that I needed to get.  These were the account names of all the teachers and staff on campus.

All our district has the domain @vacavilleusd.org but their account names are different.  Usually it's the first name and the last initial (which I could make up with a spreadsheet function if it worked all the time).  However, sometimes there is already an "AndrewH" account and they do "AHyland" as the account.  So now I have that list from which to pull email addresses whenever I need.  I made a named range to look up in and concatenated the account name with the vacavilleusd.org domain.

I did some similar data pulls for schedule from Aeries (teacher, course, period) and special ed info (like testing accommodations and behavior plan status, dates for next IEP, etc.) from SEIS--our Special Ed Information System.  I can detail how I pulled those later so that I can replicate them next time and for any other campus and/or district that might use this idea.
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