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FEBRUARY 2018: SCHOOL PSYCHOLOGICAL SERVICES 1

SharePoint How-To-Guide

Created by School Psychological Services Department

February 2018


Table of Contents Procedure for PST Chairs, DPS, School Counselors, Designated Child Find, and Speech/Language Pathologists…….……….……3 Procedure for School Psychologists, Social Workers, Speech/Language Pathologists, and Audiologist…………………………........5 Saving Link to Desktop…………………………………………………………………………………………..………………………………………………………..…..9 Setting Up Alerts for Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports…………………….11 Deleting Alerts for Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports………………………..14 Saving Email in Toshiba Printer……………………………………………………………………………………………………………………………………………16 Scanning Using Toshiba Printer (when email is saved in address book)……………………………………………………………………………….19 Scanning Using Toshiba Printer (when email is not saved in address book)…………………………………………………………………………21 Saving PDF from Email……………………………………………………………………………………………………………………………………………….……….24 Uploading to Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports……………………………....25 Deleting Documents from Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports…………..27 Accessing Referral Packet or Report Via Email…………………………………………………………………………………………………………………...29 How to View Comments Added to Version Comments……………………………………………………………………………………………………….30 Creating Electronic Signature & Importing into Report Shell……………………………………………………………………………………………….31 Important Reminders………………………………………………………………………………………………………………………………………………………….36 Quick Guide for Uploading Referral Packets………………………………………………………………………………………………………………………..37 Quick Guide for Uploading Reports……………………………………………………………………………………………………………………………………..38

For questions, contact, Troy Radford, Coordinator, School Psychological Services, at [email protected] or Natalie Stokes, School Psychologist, at [email protected]

mailto:[email protected]

mailto:[email protected]


Procedure for PST Chairs, District Placement Specialists, School Counselors, Designated Child Find, Speech/Language

Pathologists, and District Private School Office Completed referral packets for general education evaluations, ESE reevaluations, and gifted evaluations for formal assessments by the school psychologist, social worker, and speech/language pathologist will be uploaded as a PDF file to the SharePoint: Referrals for Evaluation site by PST Chairs, District Placement Specialists, School Counselors, designated Child Find personnel, and the District Private School Office. In addition, school-based speech/language pathologists will upload audiological only referrals as a PDF file to the SharePoint: Referrals for Evaluation site. ALL initial and ESE reevaluations for students enrolled in private schools will be uploaded to the student’s zoned school on SharePoint: Referrals for Evaluation site by the district private school office. In the event consent for an ESE reevaluation is obtained during a reevaluation meeting facilitated by an IEP Facilitator, said facilitator will put the referral packet together and scan the referral packet to the DPS. The DPS will then save PDF file using the saving guidelines below and upload to the SharePoint site. Be sure to save to your SharePoint link to your desktop as you will use this link to upload referral packets. Steps:

1. Once all paperwork is obtained, complete and attach appropriate cover sheets (psych, social history, and/or SLP). a. For example, if the referral is for the psych, social worker, and SLP you will put required paperwork for all

three into one packet for scanning and upload. 2. Enter your code (if the school has this function) and put original packet in printer to scan (make sure it is inserted so

papers are not scanned upside down). 3. On the Toshiba Printer, select the House button on right hand side of touchscreen keypad (shows a picture of a

house). Important: do not select the house icon that is found on the touchscreen. 4. Select Scan and then Email.

a. If you saved your email in the address book, select your name. b. If you have not saved your email in the address book, select the magnifying glass to search and enter either

first and last name or scroll down to enter email. Select OK and then Search. Select your name. 5. Your email should then be on the left side table. Hit Send. 6. Save emailed packet using the provided saving guidelines below. 7. Upload packet to the SharePoint: Referrals for Evaluation site where the student is enrolled. 8. Once uploaded, an email alert will be received by the school psychologist, social worker, speech language

pathologist, audiologist, and designated district level personnel for processing of referral and generating due dates. 9. If you need to make a correction to a referral packet, rescan corrected packet. Save as a PDF using the same title as

the previously incorrect referral packet. Upload the corrected PDF packet to the SharePoint: Referrals for Evaluation site. When uploaded the corrected packet will replace the old version and those with alerts will receive an email indicating the modified packet has been uploaded. If prompted for comments in the upload box put “Replacement- (reason, i.e., “error in date”, “misspelling”, etc.).”


Saving Referral Packets: Title: Last name, first name, ALPHA, who referral is for (PSY SW SLP CFS AUDE AUDW), other potential codes (LEP EMG CFE CFW HSE HSW), date school received consent. Code: School Psychologist- PSY Social Worker- SW Speech/Language Pathologist- SLP Child Find, Speech- CFS Audiological, East Side- AUDE Audiological, West Side- AUDW Bilingual Referral-LEP Emergency-EMG Child Find, East Side-CFE Child Find, West Side-CFW Head Start, East Side- HSE Head Start, West Side- HSW Private School Evaluation- PRV Examples:

• Doe Jane 1AAAA PSY 4-5-17 if packet is ONLY for the school psychologist

• Doe Jane 1AAAA SW 4-5-17 if packet is ONLY for the social worker

• Doe Jane 1AAAA SLP 4-5-17 if packet is ONLY for the speech/language pathologist

• Doe Jane 1AAAA CFS 4-5-17 if packet is ONLY for a child find, speech evaluation

• Doe Jane 1AAAA AUDE 4-5-17 if packet is ONLY for the east side audiologist

• Doe Jane 1AAAA PSY SW SLP 4-5-17 if packet is for the school psychologist, social worker, and speech/language pathologist

• Doe Jane 1AAAA SLP HSE 4-5-17 if packet is for an east side head start speech/language evaluation

• Doe Jane 1AAAA PSY SLP CFW 4-5-17 if packet is for a west side child find school psychologist and speech/language evaluation

• Doe Jane 1AAAA PSY SW EMG 4-5-17 if packet is an emergency referral for the school psychologist and social worker

• Doe Jane 1AAAA SLP PRV 4-5-17 if the packet is for the speech/language pathologist for a private school evaluation

Psycho-educational, social histories, and speech/language reports will be uploaded to the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site. District Placement Specialists and designated school-based and district staff will need to set up alerts for this site to receive notifications when reports are uploaded. The email alerts will provide you with a direct link to the uploaded report. The designated school-based staff member will print report(s), attach the orange (social histories) or green stickers (psych reports) to appropriate report, follow any specific school routing procedure, and place report in student’s cumulative folder.


Procedure for School Psychologists, Social Workers, Speech/Language Pathologists, and Audiologist

Referral packets will be uploaded to the SharePoint: Referrals for Evaluation site by PST Chairs, District Placement Specialists, School Counselors, designated Child Find personnel, speech/language pathologists (for audiological evaluations), and the District Private School Office. After receiving a link to the SharePoint site, save to your desktop. Once you have received the SharePoint link you will need to set up your email notifications to alert you when a referral packet is uploaded. The email alerts will provide you with a direct link to the uploaded referral packet. School Psychologists:

• You will have access to all schools. Set up alerts for your assigned schools for Referrals for Evaluation and if desired, Psycho-educational, Social History, & Speech/Lang. Reports.

• Della Sheridan will receive an email alert when a school uploads a completed referral packet. She will then enter the information into the school psych system and email the school psychologist the PDF data sheet.

• School psychologists will check their assigned schools SharePoint sites once a week to verify they have received all referrals. When an email alert is received for a referral, forward the email to the individual who uploaded the packet to confirm it was received.

• If the referral uploaded is a bilingual referral, the school psychologist will forward the email alert to Carolyn Troncoso or Mark Hamilton from which they can access the referral packet.

• If a referral is uploaded from a charter school or alternative education school, Della Sheridan will process the referral and email you the data sheet. You can then access the referral packet.

• NEW- Private school referral packets will be uploaded by the District Private School Office to the student’s zoned school. Della Sheridan, will process the referral and email you the data sheet.

• When the school psychological services department receives a private evaluation report, it will be reviewed by Troy Radford and uploaded to the SharePoint site of the student’s place of enrollment or zoned school should the student attend a private school. In addition, Della Sheridan will alert the school psychologist (and if appropriate the gifted department).

• Once you have completed a psycho-educational report you will save your report as a PDF using the saving guideline below. Remember to include your electronic signature along with the date the report was typed at the bottom of your report.

• Upload PDF report to the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site to the appropriate school. Add comments in provided section (e.g., upload report, corrected report, etc.). Reports for traditional public schools and charter schools are uploaded to the student’s school of enrollment (e.g., a report for an Ivy Hawn student is uploaded to the Ivy Hawn SharePoint site). Reports for alternative education students are uploaded to the zoned school and alternative school and reports for private school and Child Find students are uploaded to the student’s zoned school. When a report is uploaded for a private school student forward the alert you receive indicating the report is available for viewing to your office specialist (Susan Tedesco or Leila Cordaro) asking them to print the report from SharePoint and mail a paper copy of report to the private school or email your office specialist with the pertinent information requesting they print and mail a hard copy of report to the private. NEW- Also, forward your alert to or email Cheryl (Lou) Coleman at the District Private School Office.

• The designated school-based personnel, Della Sheridan, district placement specialist, and gifted department will receive alert notifications so the report can be printed and processed accordingly.

• Send protocol packets with referral packet in the county mail to your office specialist.


School Social Workers:

• Each social worker will need to set alerts for their assigned schools. When the social worker receives an alert from their school(s) for a Social History Referral, they will forward the alert to Lisa Woebkenberg and to the individual who uploaded the referral packet to confirm it was received.

• Lisa will receive alerts when a charter school uploads a referral and will email the referral packet to the social worker for the zoned school.

• NEW- Private school referral packets will be uploaded by the District Private School Office to the student’s zoned school. Lisa will process the referral and email you the data sheet.

• If the referral uploaded is a bilingual referral, the social worker will forward the email alert to Lissette Fernandez (East side) or Jahrelis Delgado (West side) from which they can access the referral packet.

• Lisa will enter the referral information in the Social Services System to generate the data sheet and parent letter then assemble the referral packet and send to the social worker. Lisa sends a copy of the parent letter to the PST Chair/Registrar with an orange social history sticker attached for the student’s cumulative record.

• The social worker will check their assigned schools’ SharePoint sites once a week to verify they have received all referrals.

• The social worker completes the CUM review, obtains student information from teacher(s), observes student and completes the parent interview then types the social history report, saves the report as a PDF, and uploads to the Psycho-educational, Social History, & Speech/Lang. Reports on SharePoint. Remember to include your electronic signature along with the date the report was typed at the bottom of your report. Reports for private school and Child Find students are uploaded to the student’s zoned school. Reports for alternative education students are uploaded to the zoned school and alternative school.

• When a report is uploaded for a private school student, forward the alert you receive indicating the report is available for viewing to your office specialist (Susan Tedesco or Leila Cordaro) asking them to print the report from SharePoint and mail a paper copy of report to the private school or send an email with the student’s name, zoned school, and private school asking them to print the report and mail a paper copy to the private school. NEW- Also, forward your alert to or email Cheryl (Lou) Coleman at the District Private School Office.

• The social worker will fill in the dates on the Information for Completed Social History Data Sheet form and scan/email it to Lisa and their site secretary.

• Lisa enters pertinent dates (interviewed, typed, completed, given secretary, etc.) in the Social Services System.

• The social worker sends the referral packet, their case notes and any other pertinent documentation to their site secretary and the site secretary makes up a file then sends to Lisa for storage.

Speech/Language Pathologists:

• Set up your alert for your assigned school.

• When permission for a speech/language evaluation is obtained at the school, the Speech/Language Referral form is completed by the designated school personnel which is attached to all other required paperwork. The completed referral packet is uploaded to the school’s SharePoint: Referrals for Evaluation site.

• The speech/language pathologist will then receive an alert that the referral packet was uploaded. Click on the link in the email to access the referral packet. Determine the 60-day timeline and record on the Speech/Language Referral form. When an email alert is received for an SLP evaluation, forward the email to the individual who uploaded the referral packet to confirm referral packet was received.

• If the referral uploaded is a bilingual referral, the speech/language pathologist will forward the email alert to Belkis Pineyro-Wiggins from which she can access the referral packet.

• Once you have completed a speech/language report save the report as a PDF using the saving guideline below.

• Upload PDF report to the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site to the appropriate school. Add comments in provided section (e.g., upload report, corrected report, etc.). Reports for private school students will follow the usual procedure. Reports for alternative education students are uploaded to the zoned school and alternative school. NEW- for evaluation reports for students enrolled in a private school, forward your alert to or email Cheryl (Lou) Coleman at the District Private School Office.


• The designated school-based personnel and DPS will receive alert notifications so the report can be printed and addressed.

Child Find/Pre-K Team Evaluations:

• Set up your alert.

• Referrals for Pre-K team evaluations will be uploaded to the Child Find tab under Referrals for Evaluation on the SharePoint site by Patty Naquin, Lauren Laggner, or Lane Anderson.

• For bilingual evaluations, upload the referral packet, which includes the psych/SLP referral coversheet, consent, and screening report. The referral packet needs to be saved as last name, first name, ALPHA, who referral is for (PSY SLP) LEP. See examples on page 4.

• If the child lives on the east side of the county and lives on the west side, code as west side.

• Once the referral packet is uploaded, Della will receive an alert and enter the information into the school psych system.

• If the referral has not received a pending code by the time the evaluation report has been written, type “code pending” in the comment section when the report is uploaded to the SharePoint site.

• For community children, print and scan the psych/SLP coversheet, consent, and screening report.

• The Speech/language pathologist and school psychologist will receive an alert that the referral packet was uploaded. Click on the link in the email to access the referral packet. Determine the 60-day timeline. Simply delete the email alert if the referral is not for you.

• The Pre-K Evaluation team will send the cumulative folder to the zoned school’s DPS.

• Once you have completed a report save the report as a PDF using the saving guidelines below.

• Upload PDF report to the zoned school’s SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site. Add comments in provided section (e.g., upload report, corrected report, etc.).

• The designated school based personnel and DPS will receive alert notifications so the report can be printed and addressed.

• Complete the Child Find data sheet and email to the Child Find specialists or parent ed. specialist. Patty Naquin, Lauren Laggner, or Lane Anderson will then log-in the information on the Child Find database.

Child Find Speech Only Evaluations:

• Referrals for Child Find speech only evaluations will be uploaded by Patty Naquin, Lauren Laggner, or Lane Crooks to the Child Find Speech tab under Referrals for Evaluation SharePoint site.

• Lori Quattrock will receive email alerts when the referrals are uploaded and then forward the email alert to the designated speech/language pathologist for completion of the evaluation.

• The speech/language pathologist will then click on the link in the email to access the referral packet, determine the 60-day timeline, and record on the Speech/Language Referral form.

• Child Find will send the cumulative folder to the zoned school’s DPS.

• Once the report has been completed save the report as a PDF using the saving guidelines below.

• Upload PDF report to the zoned school and Child Find tab on the SharePoint: Psycho-educational & Social Histories site. Add comments in provided section (e.g., upload report, corrected report, etc.).

• The designated school based and Child Find personnel and DPS will receive alert notifications so the report can be printed and addressed.

Child Find and School-Age Audiological Only Evaluations:

• Set up your alert.

• Patty Naquin, Lauren Laggner, Lane Crooks, or school-based SLP’s will upload audiological only referral packets to the Audiological Only SharePoint: Referrals for Evaluation site.

• Debra Michael, Lee Gosson, and Robin Mackler will receive email alerts when a referral to this site is uploaded. Click on the link in the email to access the referral packet. Determine the 60-day timeline. When an email alert is


received for a referral packet, forward the email to the individual who uploaded the referral packet to confirm it was received.

• Once you have completed a report save the report as a PDF using the saving guidelines below.

• For Child Find evaluations, upload PDF report to the zoned school and Child Find tab on the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site. For School-Age evaluations, upload PDF report to the school of enrollment. Add comments in provided section (e.g., upload report, corrected report, etc.).

• The designated school based and Child Find personnel and DPS will receive alert notifications so the report can be printed and addressed.

If you need to correct a report, use the word document that is saved on your flash drive/hard drive (my documents). Once corrections are made save as a word document and then as a PDF file (you do not have to change the name of the document you are saving). When replacing the older PDF version with the new and corrected PDF version you will be asked to either replace the existing file or not- select Yes. Close out the document and upload the corrected PDF report to the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site. When you upload the corrected report, it will replace the old version and those with alerts will receive an email indicating the modified report has been uploaded. When prompted for comments in the upload box put “Replacement- (reason, i.e., “error in date”, “misspelling”, etc.).” Saving Reports: Title: Last name, first name, ALPHA, person generating report (PSY SW SLP CFS AUD), other potential codes (LEP/GIFTED/EMG/ALT ED/CF), date of last evaluation component. Code: School Psychologist- PSY Social Worker- SW Speech/Language Pathologist- SLP Child Find, Speech Only- CFS Audiologist- AUD Bilingual Referral-LEP Gifted- GIFTED Emergency-EMG Alternative Education- Alt Ed Child Find-CF Addendum- ADD Examples:

• Doe Jane 1AAAA PSY 4-5-17 for a psych report

• Doe Jane 1AAAA SW 4-5-17 for a social history report

• Doe Jane 1AAAA SLP 4-5-17 for a speech/language report

• Doe Jane 1AAAA CFS 4-5-17 for a child find speech only report

• Doe Jane 1AAAA AUD 4-5-17 for an audiological only report

• Doe Jane 1AAAA PSY GIFTED 4-5-17 for a gifted psych report

• Doe Jane 1AAAA PSY CF 4-5-17 for a child find psych report

• Doe Jane 1AAAA SLP CF 4-5-17 for a child find speech/language report

• Doe Jane 1AAAA SW Alt Ed EMG 4-5-17 for an alternative education emergency social history report

• Doe Jane 1AAAA SLP CF LEP 4-5-17 for a bilingual child find Speech/language report

• Doe Jane 1AAAA PSY ADD 4-5-17 for an addendum to a psych report


Saving Link to Desktop

1. Once you have received the SharePoint link in your email, right click cursor on your desktop and select New followed by Shortcut.

2. Copy and paste SharePoint link into the blank box as seen below and click Next.

3. Replace New Internet Shortcut with a new name (e.g., SharePoint Site) and click Finish.


4. The shortcut will appear on your desktop.


Setting Up Alerts for Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports

1. Access the appropriate SharePoint site from link (desktop shortcut) and select school.

OR

2. Click on Files.


3. Click Alert Me and then Manage My Alerts.

4. Select Add Alert.

5. Click on the circle next to the desired school and then Next.


6. Leave pre-populated selections and click OK.


Deleting Alerts for Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports

1. Access the appropriate SharePoint site from link (desktop shortcut) and select school.

OR

2. Click on Files.


3. Click Alert Me and then Manage My Alerts.

4. Select your school and then click Delete Selected Alerts.

5. Click Ok.


Saving Email in Toshiba Printer (to easily access email to scan in the future)

1. Enter your code (if the school has this function).

2. Select the House button on right hand side of touchscreen keypad (shows a picture of a house). Important: do not select the house icon that is found on the touchscreen.

3. Select User Functions

4. Select Address.

5. Select the first empty line (in this picture it is 001) and then select Entry.


6. Type in name and email.

7. Select the heart icon. Make sure it lights up like in the picture below and select ok.

8. Name and email should appear in the address book.

9. To check your name and email are stored for future use, go back to the home screen (as shown below) and select scan. Then select email. Your name/email should appear in the heart icon section of the address book.


10. If you get the following error message, there is a system issue. You will need to try again later.


Scanning Using Toshiba Printer (if name/email is saved in printer address book)

1. Enter your code (if the school has this function) and put original packet in printer to scan (make sure it is inserted so

papers are not scanned upside down.


3. Select Scan.


4. Select Email.

5. Select your name/email.

6. The email should then be on the left side table. Hit Send.


Scanning Using Toshiba Printer (if name/email is not saved in printer address book)

1. Enter your code (if the school has this function) and put original packet in printer to scan (make sure it is inserted so

papers are not scanned upside down.


3. Select Scan.


4. Select Email.

5. Select the magnifying glass to Search.

6. At this point you can either type in your name or email. To look up by name, tap on the text box next to “first name” to bring up the keyboard and enter the first name. Then tap on the text box next to “last name” to bring up the keyboard and enter the last name and select OK.


To enter your email, scroll down and tap on the box next to email and type in the email. Select OK.

7. Select Search.

8. Select your name when it appears on the screen.

9. The email should then be on the left side table. Hit Send.


Saving PDF from Email

1. Go to Outlook and select the received email from the printer.

2. Right click on the PDF file and select Save As.

3. Rename PDF file using the provided referral packet saving guideline and save to My Documents or other preferred location.

Saving Referral Packets Title: Last name, first name, ALPHA, who referral is for (PSY SW SLP CFS AUDE AUDW), other potential codes (LEP EMG CFE CFW HSE HSW), date school received consent. Code: School Psychologist- PSY Social Worker- SW Speech/Language Pathologist- SLP Child Find, Speech- CFS Audiological, East Side- AUDE Audiological, West Side- AUDW Bilingual Referral-LEP Emergency-EMG Child Find, East Side-CFE Child Find, West Side-CFW Head Start, East Side- HSE Head Start, West Side- HSW Examples:


• Doe Jane 1AAAA SW 4-5-17 if packet is ONLY for the social worker









Uploading to Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports

1. Click on desired school from the appropriate SharePoint site- Referrals for Evaluation or Psych-educational, Social

History, & Speech/Lang. Reports.

OR

2. Click on Files.

3. Select Upload Document.


4. Click Browse and select desired PDF report to upload.

5. Leave box checked next to “overwrite existing files” and select OK. If a Version Comments box is available, type in comments (e.g., upload report, corrected report, etc.).

6. The document will show in the school’s library. An email alert will be sent to all who set up alerts.


Deleting Documents from Referrals for Evaluation or Psycho-educational, Social History, & Speech/Lang. Reports

1. Click on desired school from the appropriate SharePoint site- Referrals for Evaluation or Psych-educational, Social


OR

2. Click on the three dots.

3. Click on the three dots.


4. Click Delete.

5. Click OK.

6. Document will be removed from the Document Library.


Accessing Referral Packet or Report Via Email

1. When a referral or report is uploaded to the database those who set up alerts will receive an email notification like the one below.

2. Click on View ____.

3. The referral or report will then either open on the screen or a second box will appear asking you to open the document. If this box appears select to open the document. You can then print (if desired). Each department will follow their specific procedures for processing the referral made to their respective department.


How to View Comments Added to Version Comments (You can view comments by following the steps below if comments were added at the time the document was uploaded to the SharePoint site)

1. Click on desired school from the appropriate SharePoint site: Referral for Evaluation or Psych-educational, Social


2. Select the three dots.

3. Select the three dots.

4. Select Version History.

5. Read comments.


Creating Electronic Signature & Importing into Report Shell

1. Download and Open the Autograph Plus Lite app on your tablet or smartphone. It is a free app.

2. Sign your name as you would like it to appear on your reports (if you do not like your signature you can click clear all and try again).

3. To save, click on the picture of a disk at the top of the page.

4. Tap the email tab and then click on the image of a check mark.

5. Email yourself the signature.

6. Open the email on your laptop, right click image of signature, and select Save as Picture.

1. Select Pictures, name your picture, choose the JPEG option from Save as type, and then Save.


2. Go to Pictures and then double click on your signature.

3. It will open in this view. Copy and paste your signature into a new word document.

4. Click on signature and then the Format tab at the top of the page.


5. Select Crop to crop signature.

6. Then click the icon next to Crop that has two triangles to rotate your signature.

7. Click on Corrections and choose a Brightness/Contrast option that removes the gray on the signature box.


8. Minimize the size of your signature.

9. Right click your signature and choose Save as Picture.

10. Title signature file, select JPEG in Save as Type, and select Save. Your signature is now saved in the Pictures library.


11. Copy and paste your signature into your report shell.

12. You may need to alter the size of your signature again so it fits appropriately in the signature space. Then select the Save icon. Your report shell will now have your electronic signature embedded for future use.


Important Reminders

• The SharePoint site link for school site personnel is specific to the school.

• SharePoint Site for DPS, SP, SW, & SLPs: https://team.volusia.k12.fl.us/instructional-services/ese-and-student-services/_layouts/15/start.aspx#/Referral%20Documents/Forms/AllItems.aspx

• The school principal will identify a person responsible for receiving alerts and printing out reports to be placed in the student’s cumulative record.

• You must set up alerts to receive email notifications that a referral or report was uploaded to the database.

• Each School Registrar will receive the green stickers that are placed on student’s cumulative records denoting a psychoeducational report is located inside. The Registrar should contact Della Sheridan for the green psychological stickers. The PST Chairperson or Registrar will receive the orange stickers that are placed on student’s cumulative records denoting a social history report is located inside attached to the school’s copy of the parent letter that is generated when Lisa Woebkenberg sets up the referral. In the event more orange stickers are needed, the PST Chairperson/Registrar should contact Lisa.

https://team.volusia.k12.fl.us/instructional-services/ese-and-student-services/_layouts/15/start.aspx#/Referral%20Documents/Forms/AllItems.aspx

https://team.volusia.k12.fl.us/instructional-services/ese-and-student-services/_layouts/15/start.aspx#/Referral%20Documents/Forms/AllItems.aspx


Quick Guide for Uploading Referral Packets Steps:

1. Once all paperwork is obtained, complete and attach appropriate cover sheets (psych, social history, and/or SLP). a. For example, if the referral is for the psych, social worker, and SLP you will put required paperwork for all

three into one packet for scanning and upload. 2. Enter your code (if the school has this function) and put original packet in printer to scan (make sure it is inserted so

papers are not scanned upside down). 3. On the Toshiba Printer, select the House button on right hand side of touchscreen keypad (shows a picture of a

house). Important: do not select the house icon that is found on the touchscreen. 4. Select Scan and then Email.

a. If you saved your email in the address book, select your name. b. If you have not saved your email in the address book, select the magnifying glass to search and enter either

first and last name or scroll down to enter email. Select OK and then Search. Select your name. 5. Your email should then be on the left side table. Hit Send. 6. Save emailed packet using the provided saving guidelines below. 7. Upload packet to the SharePoint: Referrals for Evaluation site where the student is enrolled. 8. Once uploaded, an email alert will be received by the school psychologist, social worker, speech language

pathologist, audiologist, and designated district level personnel for processing of referral and generating due dates. 9. If you need to make a correction to a referral packet, rescan corrected packet. Save as a PDF using the same title as

the previously incorrect referral packet. Upload the corrected PDF packet to the SharePoint: Referrals for Evaluation site. When uploaded the corrected packet will replace the old version and those with alerts will receive an email indicating the modified packet has been uploaded. If prompted for comments in the upload box put “Replacement- (reason, i.e., “error in date”, “misspelling”, etc.).”

Saving Referral Packets: Title: Last name, first name, ALPHA, who referral is for (PSY SW SLP CFS AUDE AUDW), other potential codes (LEP EMG CFE CFW HSE HSW), date school received consent. Code: School Psychologist- PSY Social Worker- SW Speech/Language Pathologist- SLP Child Find, Speech- CFS Audiological, East Side- AUDE Audiological, West Side- AUDW Bilingual Referral-LEP Emergency-EMG Child Find, East Side-CFE Child Find, West Side-CFW Head Start, East Side- HSE Head Start, West Side- HSW Private School Evaluation- PRV Examples:









• Doe Jane 1AAAA SLP PRV 4-5-17 if the packet is for the speech/language pathologist for a private school evaluation


Quick Guide for Uploading Reports

1. Once report is typed, save as a PDF using the saving guidelines below. Remember to include your electronic signature along with the date the report was typed at the bottom of your report.

2. Upload to the appropriate school in the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site.

3. Designated staff who have set up their email alerts will receive alert notifications so the report can be printed and processed accordingly.

4. If you need to correct a report, use the word document that is saved on your flash drive/hard drive (my documents). Once corrections are made save as a word document and then as a PDF file (you do not have to change the name of the document you are saving). When replacing the older PDF version with the new and corrected PDF version you will be asked to either replace the existing file or not- select Yes. You can then upload the corrected PDF report to the SharePoint: Psycho-educational, Social History, & Speech/Lang. Reports site. When you upload the corrected report, it will replace the old version and those with alerts will receive an email indicating the modified report has been uploaded. If prompted for comments in the upload box put “Replacement- (reason, i.e., “error in date”, “misspelling”, etc.).”

Saving Reports: Title: Last name, first name, ALPHA, person generating report (PSY SW SLP CFS AUD), other potential codes (LEP/GIFTED/EMG/ALT ED/CF), date of last evaluation component. Code: School Psychologist- PSY Social Worker- SW Speech/Language Pathologist- SLP Child Find, Speech Only- CFS Audiologist- AUD Bilingual Referral-LEP Gifted- GIFTED Emergency-EMG Alternative Education- Alt Ed Child Find-CF Addendum- ADD Examples:

• Doe Jane 1AAAA PSY 4-5-17 for a psych report

• Doe Jane 1AAAA SW 4-5-17 for a social history report

• Doe Jane 1AAAA SLP 4-5-17 for a speech/language report

• Doe Jane 1AAAA CFS 4-5-17 for a child find speech only report

• Doe Jane 1AAAA AUD 4-5-17 for an audiological only report

• Doe Jane 1AAAA PSY GIFTED 4-5-17 for a gifted psych report

• Doe Jane 1AAAA PSY CF 4-5-17 for a child find psych report

• Doe Jane 1AAAA SLP CF 4-5-17 for a child find speech/language report

• Doe Jane 1AAAA SW Alt Ed EMG 4-5-17 for an alternative education emergency social history report

• Doe Jane 1AAAA SLP CF LEP 4-5-17 for a bilingual child find Speech/language report

• Doe Jane 1AAAA PSY ADD 4-5-17 for an addendum to a psych report