Special Education Data BasePhase #1

A User’s Guide

Welcome!

• Welcome to the Special Education Data Tracking Database user’s guide

• This guide will step through Phase #1 of the database application.

Phase #1

• What do we mean by Phase #1– This database application will be rolled out in a

series of 3 phases• Phase #1 – Introduction and Special Educator

acclimation• Phase #2 – Information Transfer and records keeping• Phase #3 – Secure, web base approach to database

application

Step #1- Transferring the Database

• Each of you were given a CD ROM with the database application

• Take that CD and place it in you CD ROM drive on your computer or laptop.

• Go to My Computer• Locate the CD ROM Drive• Click on the CD ROM to access the file

Example:

This will be the only file on the CD1. Right click on the file (don’t

open it yet)2. Click Copy3. Right click and paste it to your

desktop, anywhere

This will change the file so that you can access it and make changes

Step # 2- Opening the Database

• Now that you have it on your desktop– Double click the file and let it open– It should open and look like this

Enable Content

• You always want to start by enabling content

1. Click on Options2. Enable this content3. Okay

Step # 3- Using the Switchboard

• Next you will open the switchboard to see the choices you have to work with

Double Click Switchboard

Once you have double clicked the switchboard tab, your database selections appear. You will always start from the switchboard.

Look at Your Choices

• Look at your choices very carefully– You can open the database form in ADD mode– You can open the database form in EDIT mode– You can exit the application• Add mode is just that, it allows you to add new

students• Edit mode allows you to see and edit students already

present• Exit- allows you to close the application

Step # 4- Adding Students

This is the main database form. Take a moment to look it over and see the data fields for collection.

If this tables section gets in your way, you can close it and open it with the following.

In edit mode, you can search for any of the above field information

This tells how many records and which record you are on

Use your tab key to advance box to box

You never have to do a Save or Save as…you simply close out and it will prompt you to save

You can right-click and close the tabs at the top

Practice

• Now practice entering your data.• Ask clarification questions on any item of

which you are unsure• Open the database in edit mode and search

for a student name etc.

Conclusion

• This concludes Phase #1 training. • There will be more step-by-step to come• Phase #2 will cover:– Report generating– Transfer of files from OIEP facility– Submission of files to Jared Hughes as directed

Thank You

• Thank you for participating in this brief training

• Remember, you can contact me anytime with questions, suggestions, etc.– tchenowe@access.k12.wv.us

• Good luck!