New Teacher Training
Version 2.0
August 15, 2024
Security
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If you see any links in the chat from the AI please do not click the link.
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Enabling closed caption
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Youtube also has a closed caption option that you can turn on when viewing the recording.
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Format
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Today’s presentation will be recorded. Please put any questions you have in the chat during this time.
When the presentation is complete, we will stop recording to address any questions and open the session for discussion on today’s content.
The recording will be posted on https://spedforms.com/support/
Recording starts now
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New Teacher Training
Version 2.0
August 15, 2024
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Welcome to SpEd Forms 2.0!
SpEd Forms 2.0
versus
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Login
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Log in the same way you have in the past.
Your District SpEd Forms Site
Login (2)
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Important note: Just like 1.0, never log in to SpEd Forms twice simultaneously using two browser windows or two different devices. You risk losing your work- or your coworker’s!
Make the switch to 2.0!
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Step 1
Step 2
Choose SpEd Forms 2.0 and Save
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You will get used to 2.0!
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If you must return to 1.0…
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Profile
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Select Educator setup (gear icon)
Access Educator setup to customize SpEd Forms for your use by selecting Educator setup, found in the “hamburger” menu.
Notice that the task or page you have open turns blue in the “hamburger” menu.
Educator Setup: Profile
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*The red text beneath the menu displays your level of permissions within SpEd Forms.
Profile
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Choose settings
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Profile: Email address
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Your email address must be correct.
If you forget your password, a link to reset it will be sent to this email address.
Profile: Contact information
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Enter your school phone number and school address.
These will be displayed as your contact information on various forms you send to parents.
Profile: Change Your Password
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Please note: Passwords must be at least 8 characters and contain at least one number, one capital letter, one lowercase letter, and one special character. �Your password cannot contain the following: first name, last name, user name, district ID, school ID, district name or school name.
Profile: Miscellaneous
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SpEd Forms recommends...
Team Member List
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Educator setup: Team member list
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Create Your Team Member List
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There are two ways to add team members to your list:
Create Your Team Member List (2)
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Edit Team Member List
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To edit an existing team member:
To remove an existing team member:
Eval/assessment tools
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Educator setup: Eval/assessment tools
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Eval/assessment tools in Educator setup stores the names of tests/procedures, and a brief description of each.
Stored tools are quickly entered into Evaluation/ Reevaluation Notices. No need to retype the information.
Eval/assessment tools
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SpEd Forms has default evaluation/assessment tool for everyone’s use in the ER.
Districts may add evaluation and assessment tools for district-wide use in the PWN
To add your custom materials that are available only for you:
Example
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SpEd Forms
Basics
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Accessibility
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SpEd Forms may be accessed anywhere there is internet available.
SpEd Forms works on the following devices:
Accessibility (2)
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SpEd Forms is optimized to work with the following browsers:
SpEd Forms will work with other browsers, but some features may not function properly and you may experience printing problems.
Follow your district guidance
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SpEd Forms has a lot of ways to make the system work individually for each district. The district leadership make decisions based on their needs and set preferences in SpEd Forms.
Make sure you follow the guidance provided by your district!
Vocabulary
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Vocabulary used within SpEd Forms:
Plan Manager – the person who controls an active student’s record within SpEd Forms.
Provider - the person who provides service to a student.
SpEd Forms Administrator – the person who oversees and manages SpEd Forms within your district.
Vocabulary (2)
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Vocabulary used within SpEd Forms:
Read Only Access: individuals are able to view but not work on a student’s record.
Edit Access: individuals are able to view and work on a student record.
Working Copy: the editable form as it exists on the computer screen, the copy you ‘work’ on.
Finalized Copy: the completed form that is given to parents and is stored in SpEd Forms History. This is a PDF and is uneditable.
Vocabulary (3)
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Provider Number – unique identifier automatically assigned to each user within the system.
Although the Provider Number is not printed on any form, it:
If an individual works in more than one coop, they will have a provider number for each coop and a different web address to log-in for each coop.
“Hamburger Menu”
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Click the “Hamburger” to open menu
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Hamburger Menu Closed Hamburger Menu Open
Closed hamburger menu?
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Even when your hamburger menu is closed, hovering over the dashboard icons will display each label.
Click an icon to navigate to that page.
Signing out: 2.0
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Sign out using command found by clicking the person icon when navigating in 2.0 as shown by red arrow.
Navigate to your SpEd Dashboard
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2.0
1.0
Navigate from one form to another
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Follow the digital “breadcrumbs” to navigate within the forms menu of a single student.
We are in the PWN for Jonny Appleseed. Clicking the words SpEd Forms will bring me to his entire forms menu instantly.
Navigating from one form to another (2)
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Navigating from one page to another
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You will find this dropdown to navigate from one page when working in a student’s:
Navigation: Switch Students
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The switch student button allows a user to efficiently move from one student’s file to the same location in a another student.
Clicking the green button (circled) will activate a dialog box.
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Navigation: Switch Students (2)
SpEd dashboard
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SpEd Dashboard:Hamburger Menu Open
Educator setup Messages
SpEd districts
Pick ups
Sign out
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SpEd Dashboard
Drop down menu to sort by
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SpEd Dashboard (2)
White Rows:
you have access to the student’s file
Shaded Rows:
you are the plan manager
SpEd Dashboard (3)
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The “i” means the student is inactive.
If you’re an educator with a lot of students on your dashboard, the search box at the top of the page can be especially helpful. If a student has been shared with you, they will appear in your search results as you type.
SpEd Dashboard (4)
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We moved from the red, orange, and green smiley faces to red, orange, and green symbols because the faces were difficult for people with color blindness to distinguish the differences.
Birthday!
Ask your district if they use symbols, and if so, what for.
SpEd Dashboard (5)
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Green Checkmark: in compliance
Orange Caution Sign: something is�due within 90 days
Red Stop Sign: something is overdue
Important info only a click away!
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Search for students
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Clicking the name will open the student’s forms menu
If you’re an educator with a lot of students on your dashboard, the search box at the top of the page can be especially helpful.
If a student has been shared with you, they will appear in your search results as you type.
Quick links
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Clicking the chevron will access quick links.
Filters: Friend or Foe
Filters are a friend. They allow you to refine your SpEd Dashboard:
Filters can be a foe. If a student has “disappeared” from your dashboard, it is most likely due to a filter.
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Sharing files
Plan Managers and users with administrative rights can grant other personnel access to a student files.
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Almond Butter
Test Student
Sample Test
Sharing files (2)
When the forms menu opens, the options under the Hamburger menu will change.
Find and select “Sharing/Transfer”
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Sharing files (3)
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Sharing files (4)
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5. When the list of users opens, select the person you want to give access and click “Share”.�This will copy them to the right side of the page and the list of educators that have been shared with the student.
Sharing files (5)
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6. A user’s default access is “read only”
7. Check the “Edit” box to give a user ”edit access” necessary to work on the file
Requesting a student be shared
You have been assigned to participate in a reevaluation or to deliver services to a student enrolled in your district or coop.
The student does not appear on your dashboard (and you have checked your filters and the search box at the top of the page).
From the SpEd dashboard, click “Find/request student” indicated by red arrow.
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Request access to a student
Enter the first name, last name or MARSS ID of the student you would like shared with you. Click Search.
Students who match your criteria will be instantly displayed.
Choose “request” in the row of the student you are requesting.
A message is sent to the student’s case manager
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Message notification
When a message is sent through SpEd Forms a small red indicator appears next to the blue person icon in the upper right hand corner of your SpEd Dashboard as shown below.
Click on “Messages” to open
Messages communicated through SpEd Forms may be general messages or may signal you to pick up a new student.
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Message notification (2)
Read and act upon all messages as quickly as possible.
Delete messages no longer needed.
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Transferring plan management
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Plan Managers and SpEd Forms administrators have the ability to transfer a student to a new Plan Manager if district allows.
As a professional courtesy, finalize all forms before transferring a student record.
Select “Sharing/transfer” under the Hamburger Menu
Transferring plan management (2)
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Select “New plan manager.”
Transferring plan management (3)
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When the transfer window opens, type the first and/or last name of the person you wish to transfer the student record to.
Click “Search”.
Transferring plan management (4)
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Complete the transfer process by choosing “Send”.
Forms menu / Forms basics
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Forms menu
To work on a student’s file, click on the student’s name within your SpEd dashboard.
Forms menu (2)
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The Referral and Evaluation folder is “closed.” (black text, “closed” folder icon) �You can’t see the forms found within this folder.
The Service Plan folder is “open.” (blue text, “open” folder icon) �You can see and select the forms found within this folder.
Forms menu (3)
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Clicking on accesses the form in other languages.
Clicking on accesses additional guidance.
Working with forms
Many forms feature word processing tools.
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Dropdown menus
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Many forms contain drop down menus
Dropdown menus (2)
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Quick tip: Text box expansion
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When you print your completed forms, text boxes automatically expand so that everything you’ve entered prints.
If you wish to see an entire field while working on a form, you can manually enlarge each text boxes by placing your cursor over the // in the lower right hand corner and dragging downward.
Quick tip: Spacing
Click the Enter key alone to automatically double
space.�
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+
Click Shift + Enter together to automatically single space
Updated forms
SpEd Forms is working to update forms to “2.0 - newer version”.
More forms are being converted to the newer version each month.
Information moves seamlessly from 1.0 to 2.0.
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Switch students
You can easily switch from one student’s form to the same form for another student by clicking the switch students button in the upper right corner.
Doing so will open a popup.
Complete any fields and click “search.”
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Switch students (2)
This will bring up any students you have access to that meet the search criteria.
Find the appropriate student and click the green “Go” button.
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Switch students (3)
The system will load the new student’s form.
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Navigating service plans & evaluations
Educators can now navigate within an IEP, IFSP or Evaluation report using the new dropdown found in the “breadcrumbs.”
Click on the name of the current page and choose the new page from the dropdown
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Working with service plans and other forms
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Service plan menu: IEP
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Amending an IEP
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Printing an IEP
Print an IEP in its entirety, or
Print selected pages using highlighted check boxes because IEPs for younger students won’t include statewide assessment or secondary transition.
You can print a “draft” IEP that displays a watermark.
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IEP progress report
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Translations
Translated forms include the symbols.
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Some forms use Google translate
Meeting with Special Education Team
To translate what you’ve typed or selected from the drop down menu click the “Translate to Spanish” button.
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Translate your text (2)
When the translation window appears, click “Insert Translation”
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Translate your text (3)
What you typed or selected in English and the Spanish translation will each be inserted into the text box.
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Languages translated
SpEd Forms provides translations of many frequently-used documents.
Some translated documents also feature Google Translate functionality to be used at district discretion.
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Validate and Finalize
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Validation
If you are creating history of one of the service plans (IEP or IFSP), you must first “Validate” the form. When you click the “Validate” button, your form pages will be checked for required fields and/or inconsistencies. If an issue is found through the validation process, you will be given the opportunity to change those fields before you follow through with “Finalization”. Make any changes as needed to satisfy the validation process.
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Validation (2)
Warnings appear with a yellow background and do not prevent finalization.
Errors appear with a pink background and do prevent finalization until resolved. You won’t see the button to finalize until errors are corrected.
You will also see a red stop sign near the error on the validation page. (Scroll down.)
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Finalizing a completed form
Clicking “Finalize” creates a static copy (a PDF) of the form and stores it in History. (It’s like taking a photo of the form and storing it an electronic file cabinet.)
*Educators Guide:
How do I put a form into history? :https://spedforms.com/wiki/doku.php?id=put_form_in_history&s[]=history
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“Finalizing” a draft
Some forms allow you to Finalize (save) a “Proposal/Draft” copy.
SpEd Forms encourage you to do this with all Notice and Consent forms and the IEP or IFSP. Once you’ve received parental consent/approval, then Finalize again as “Final.”
Always “Save” before finalizing. If you finalize without saving, recent additions to your document will NOT be in the finalized version.
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Communication log
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Communication log
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Communication log (2)
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Communication log (3)
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Moving documents into history
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History
Student-specific documents received from outside sources can be uploaded and saved in a student’s “History”.
Desired additions to student history may include:
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Adding documents to history
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Adding documents to history (2)
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Adding documents to history (3)
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Adding documents to history (4)
You will have an opportunity to edit your file name, form date and add a comment if desired. Save.
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Adding documents to history (5)
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More information
For more information about the finalized document, click the chevron icon to see who finalized the document, when filed, and comments.
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Finding documents in history
Use the search box to find the documents you are looking for.
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Support!
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Support
Seek out your district leadership!
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Educator guide 1.0
Educator guide 2.0 Working on it.
Administrator guide
Medical billing guide
Frequently asked questions
Browser compatibility
YouTube tutorials
Recent fixes
Upcoming events
-links to Thursday at Three
Support
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Sign up for our emails
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SpEd Forms’ YouTube videos
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Thank you for
joining us today!
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Recording stops now
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Questions?
Questions
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