SAM
Todd Runkle
AMAC Information Technology Manager
Training Goals
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Overview
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Access
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Structure and Layout
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Navigation
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Data Entry
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View Data
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Help and User Manual
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Exercises
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Questions
What is SAM
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Relational database used to manage accounts for students receiving disability services
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Forms Repository
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Generate accommodation notification letters
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Integration with NEON
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Students
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Service Providers
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Integration with Banner, PeopleSoft, etc.
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Import/Export
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Track data and report on:
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Students
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Disabilities
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Accommodations
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Consent Types
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Referrals
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Case Notes
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Tasks
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Tests
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Orders
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Class Schedules
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Documentation
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Features of SAM
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Developed using QuickBase
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Secure
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Scalable
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Daily Backups
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Disaster Recovery
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Easily Customized
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Web-based
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Easy deployment
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No software to install
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Accessible
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Tested with JAWS
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Available 24x7
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Permissions based on user roles
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Powerful report writer
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Integrated with Email
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Looks and feels like NEON
Terminology
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Application
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Implementation of software. Examples: Microsoft Word, Banner.
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Database
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Collection of logically related data.
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Table
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A set of data in a database. Example: Student, Order.
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Record
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A row within a table. Example: John Doe in the Student table.
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Field
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A column within a table. Example: Last Name in the Student table.
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View or Report
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Collection of records in a table. Example: All Students with LD.
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SAM Table Relationships
Accessing SAM
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Bookmark QuickBase Sign In URL
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Same Sign In URL as NEON
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My QuickBase Applications
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AMAC Support Calls
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NEON
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SAM
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Sign In
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Login is your email address or screen name
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Same login and password as NEON
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Password is case-sensitive, a minimum of 8 characters, and does not expire
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If you forget your password, enter your email address and click the Forgot My Password link
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Your sign in determines which data you can see and access
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Roles
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Service Provider
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Administrator
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Roles
Exercise 1
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Go to
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Click Sign In link in top right-hand corner
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Enter E-mail Address as login
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Enter Password
My QuickBase
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Displays applications you have access to and links to edit your user profile
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Applications
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AMAC Support Calls
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NEON
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SAM
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Click on the name of the application to enter the application
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Click on Edit your user profile to change your password or email address
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Email address change locks account until confirmation email is validated
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SAM Application Dashboard
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Dashboard is the main or home page of SAM application
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Title Bar and Menu Items appear horizontally across top of page
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Dashboard Reports
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My Pending Tasks (Weekly)
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Messages
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Links
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Accommodation Masters
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Forms Library
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Accessible Menu
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Click on black box with house and application name SAM to return to Dashboard
Title Bar
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Top horizontal blue bar
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Application Name
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Link to your website
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Contact AMAC
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Link to AMAC website
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Use to contact AMAC if need support
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Menu Items
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Second horizontal gray bar
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Customize
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Import/Export
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Manage Personal Reports
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Recent
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Recently Accessed Records
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Find
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Help
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Guide to SAM
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User Manual
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Training Presentations
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Signed in as
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Current User and Role
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Sign Out
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Change Password
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My QuickBase
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Switch Applications
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Exercise 2
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Use the Global Find menu to search for LD in all tables.
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How many records in the students were found?
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How many records in the disabilities table were found?
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Why were records in the Referrals table found?
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How do you return to the Dashboard?
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Return to the Dashboard.
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Table Menu Items
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Third horizontal black and blue bar
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Tables
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Students
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Disabilities
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Accommodations
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Consent Types
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Referrals
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Case Notes
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Tasks
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Tests
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Orders
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Class Schedules
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Documentation
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Click on black box with house and application name SAM to return to Dashboard
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Accommodation Masters and Forms tables are not in table menu list
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Click on menu item to activate submenu
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Add a New Record
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Find Records
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Create a New Report
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Personal Reports
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Shared Reports
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Students
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A student record is added only once when first setting up the student
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Student contact and demographic data
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Status
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Active, Inactive, Pending
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Default is Active
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Reset at beginning of new term to Inactive
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes about a student
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A SAM student record should be related to a NEON student record if the student receives AMAC services
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SAM and NEON student data must be manually kept in synch
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SAM is considered authoritative source
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Exercise 3
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Add a new student. Make up any name and be sure to complete every field above the first horizontal line. Click the save button to save the record. Did the record save? Why or why not?
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What is special about the format of the address fields?
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How do you add a new choice any of the drop down fields?
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Use the All Students report to display all students. Sort the report by name. Sort the list by email address. (hint: click on column headers)
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Use Find Students from the Student menu to locate your student record.
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Edit your student record, add a note, and save your record. What is special about the notes field that is different than any other field on the student form?
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What report would you use to quickly find your active students?
Disabilities & Accommodations
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Disabilities per Student
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A record is created for each disability
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Temporary disabilities requires an expiration date
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes about a student’s disabilities
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Accommodations per Student
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A record is created for each accommodation provided
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Temporary accommodations require an expiration date
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes about a student’s accommodations
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Exercise 4
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Add a disability for the student you created in Exercise 3.
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Add two accommodations for the student you created in Exercise 3.
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What is the difference between using the Add a New Disability from the Disabilities Menu and using the Add Disability from the Student Form?
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Run the Disabilities by Student report to display the disabilities for the student you created in Exercise 3.
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Run the Disabilities by Student report to display the disabilities for all students.
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How is the Disabilities by Student Count report helpful?
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What is the difference in appearance between the disability and accommodation field?
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How do you print the Accommodation Notification for the student you created in Exercise 3? (hint: look at the student form)
Accommodation Masters
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List of accommodations that appear in accommodation drop-down box in Accommodations table.
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Detailed description of accommodations used on Accommodation Notifications.
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Optional use of Category and Group for reporting purposes.
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Add or edit by using Application Masters link on Dashboard.
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Description is not personalized by Service Provider but is the same for all users.
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Check Hide on Accommodation Notification is accommodation should not print on the Accommodation Notification or Faculty Accommodation Notification.
Exercise 5
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Run the All Accommodations report.
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How do you view the detailed description for an accommodation?
Consent Types & Referrals
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Consent Types per Student
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A record is created for each entity granted consent
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Referrals per Student
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A record is created for each entity that referred the student to disability services
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A record is created for each entity the student was referred to
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Exercise 6
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Add a consent type for the student you created in Exercise 3.
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Add a referral for the student you created in Exercise 3.
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How do you tell if a student was referred to disability services or to another organization by disability services?
Case Notes
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Case Notes per Student
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A record is created for each meeting or contact
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Notes
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Cumulative
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Date, Time, and User stamped
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These are the case notes
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Exercise 7
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Add an appointment for the student you created in Exercise 3.
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Run the Appointment Calendar report. How do you view all the appointments scheduled for a day?
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Edit the appointment you created and update the status to complete. How can you create a case note for the student as a result of the appointment?
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Add a case note for the student you created in Exercise 3.
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How would you view all case notes for a student?
Tasks & Tests
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Tasks per Student
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A record is created for each task that must be completed
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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A notification email is received by the person assigned to the task
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Tickler of to-do items
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Production Order Tasks for alternate media production orders
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Testing services per Student
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A record is created for each test
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Testing schedule
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Accommodations requested per test
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Exercise 8
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Add a task for the student you created in Exercise 3. Make the due date 5/20/2007 and the status pending.
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Run the My Pending Task (Weekly) report. How do you view the details of your task?
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What do you do to the task record when the task is completed? Why?
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Add a test for the student you created in Exercise 3.
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Run the Test Calendar report. How do you see the details of the test request?
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If a student requests a reader accommodation for the test, how do you verify that the accommodation is allowed?
Orders & Class Schedules
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Alternative Media Orders per Student
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A record is created for each book order
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is not blank
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Activity and status
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Alternative Media Production
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Production Order Tasks
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Hours
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Quantity (Pages)
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Class Schedules per Student
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A record is created for each class
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Future: Integration with Banner
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Print Faculty Accommodation Notification
Exercise 9
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Add an order for the student you created in Exercise 3. Make the order a production order.
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Add a task for the order to scan the book. What is different about the task form? (hint: the task type should be Production Order)
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How would you view the hours spent to scan the book for the order?
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Add a class schedule for the student you created in Exercise 3.
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Print the Faculty Accommodation Notification.
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How does the Faculty Accommodation Notification on the class schedules form differ from the Accommodation Notification on the student form?
Documentation & Forms
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Documentation per Student
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A record is created for each document
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Attach file or point to a file located on server or local machine
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Forms is NOT a child table of Student
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Repository of forms used by disability services
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Attach file or point to a file located on server or local machine
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Fields marked with asterisk (*) are required
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You cannot save a record if a required field is blank
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Notes
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Cumulative
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Date, Time, and User stamped
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These are not the case notes
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Exercise 10
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Start to add a document for the student you created in Exercise 3. How do you browse for the document to attach to the record? Do NOT save your record.
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Run the All Documentation report.
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How do you view the document attached to a record?
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How do you delete a document attached to a record? (hint: view a record in edit mode)
Creating Personal Reports
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Report Builder invoked using Create a New Report on each table menu
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Report Types: Table, Summary, Chart, Calendar
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Matching: Filter or records you want to select
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Grouping: Break By
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Subtotals
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Saved personal reports are listed on the table menus as Personal Reports
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The Personal Reports heading is absent if you have not created any personal reports for the table
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Reports can be printed or customized and data in the report exported by using the links in report title bar
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Hint: It is usually easier to start with an existing report and customize it to create a new report
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Child table reports can incorporate student fields
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Administrator must make student fields available
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Exercise 11
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Create the following personal reports:
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All active students who are enrolled, grouped by service provider. Show the default fields.
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All case notes created between a date range that the user can select. Show only the student name, created date, and service provider.
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A summary report of tasks by status.
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A pie chart of appointments by type.
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How do personal reports differ from pre-defined reports?
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How do you delete a personal report?
Guide to SAM
SAM User Manual
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Hyperlinked
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Overview
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Access
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Tables and Fields
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Layout, Navigation, Views and How To
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