FY07 UCEDD/LEND Directory Expansion



FY09 UCEDD/LEND Directory Instructions

Contents Page

Section I: Overview 1

Section II: Search Functions 1

Section III: Accessing the Directory 4

Section IV: Managing Directory Information 4

Section IV: Standard Reports 10

Section I: Overview

The capacity and functionality of the AUCD UCEDD/LEND Directories were expanded in FY07. This expansion was made possible with a combination of funds from our ADD TA contract, our MCHB TA contract, and the association.

• Data elements were added to increase the ability of the network, federal/state agencies, and the general public to quickly locate people by their interests and expertise.

• The “public search” capacity of the directories was substantially enhanced.

• Standard reports were created that are of particular use to the LENDs in their reporting to MCHB, but are available to the UCEDDs for their use as well.

There are NO required fields in the Directories, however it is crucial to update—at minimum—your staff names, email addresses, and phone numbers, as well as your Center’s website, address, and phone numbers—so that the people you want/need to talk to can find you.

A note on security and confidentiality: The UCEDD/LEND directories are password protected. Each Center may only access and modify their own directory information. As with NIRS, a few AUCD staff are able to access the directories to assist you in using these databases, locating passwords, etc. Please contact Maggie Nygren or Danielle Onunkwo at 301-588-8252 if you need assistance.

Section II: Search Functions

A. On the UCEDD or LEND Directory “search” screens, the key word search function searches the “interest and expertise” fields in the directory

• This function allows the use of Boolean operators (and, or, not)

• This function allows the use of the truncation (use “+” to include plurals in search results; use “*“after third character to include variations in search results)

B. On the UCEDD or LEND Directory “search” screens, the pull down menu search function enables users to “search for professionals by discipline.” This option searches the “discipline” fields in the directory.

C. On the UCEDD or LEND Directory “search” screens, the First Name and Last Name search fields to allow the use of truncation (use “+” to include plurals in search results; use “*“after third character to include variations in search results)

D. The search result screens provide links to individual Personnel pages (created with data entered as described in Section IV of this document).

E. Users may search (a) only the UCEDD Directory, (b) only the LEND Directory, or (c) may search the combined UCEDD/LEND Directory. To search the combined directory, select this option shown below the map of the UCEDD or LEND networks.

Display All Programs & Personnel -- Display All Programs -- Display Combined Directory

|Search criteria: |

|Enter information to search by key word or select a position from the menu |

|Top of Form | |

|[pic] | |

|Position |[pic][pic] |

|Discipline |[pic][pic] |

|Expertise |[pic] |

|First Name |[pic] |

|Last Name |[pic] |

|State |[pic] |

|Sort Order |[pic] |

|[pic] | |

|[pic][pic] |

|Bottom of Form |

SAMPLE SEARCH RESULTS

Search on discipline: Psychology

Results: Displayed will be all individuals from the selected Directory who have selected “psychology” as one of their discipline(s).

Directory Search Results

|[pic|Pietro Penny, PsyD | |PR | |787-555-5555 |ppenny@upr.edu |

|] | | | | | | |

|[pic|Allison Nickel, PhD | |AL | |205-555-5555 |anickel@uab.edu |

|] | | | | | | |

|[pic|Jose Dime, MS | |NV | |775-555-5555 |jdime@unr.nevada.edu |

|] | | | | | | |

|[pic|Sally Quarter, PhD | |DC | |202-555-5555 |squarter@georgetown.edu |

|] | | | | | | |

Search on expertise: Autism

Results: Displayed will be all individuals from the selected Directory

who have used the word “autism” in their “research,” “education,”

or “service” areas of interest/expertise text boxes.

Directory Search Results

|[pic|Polly C. Analyst, MS | |DE | |302-555-5555 |panalyst@udel.edu |

|] | | | | | | |

|[pic|R. E. Search-Assistant, BS | |SD | |605-555-5555 |rsearchassist@usd.edu |

|] | | | | | | |

|[pic|Constance Expert, EdD | |NY | |585-555-5555 |cexpert@urmc.rochester.edu |

|] | | | | | | |

Personnel: For two “real world” complete examples, please go the online UCEDD/LEND Directory and see the pages for ELIZABETH BISHOP (TN-Boling Center ) or GORDON RICHINS (UT UCEDD), who graciously volunteered to serve as examples. Click on the “vita/bio” link to see their vitas.

Vita/Bio

Section III: Accessing the Directory

From the AUCD home page, as appropriate, click on “UCEDD” or “LEND” then

• click on the “Directory” link,

• click on your State,

• click on your Center.

At the bottom of your Center’s Directory page, enter your Center’s login code in the text box and click the “login” button. If you don’t know your Center’s login code, check with your Data Coordinator or contact AUCD.

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|Last updated: 09/11/2006 10:34 AM |

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|Return to Main Page |

|Top of Form |

|[pic][pic] |

|Bottom of Form |

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|[pic] |

Section IV: Managing Directory Information

Center Information

The Directory edit screen begins with the Center information, followed by sections for staff in the following position “clusters.”

• Center Leadership

• Lead Administrative Staff

• Primary Activity Coordinators

• Discipline Coordinators

• Specialty Resource Contacts

• Project/Program/Clinic Contacts

Use the “add,” “edit,” and “delete” buttons to modify your Center’s information. Contact AUCD if you need to modify/change the logo you want to display on your Directory page (in this example, the frolicking polar bear is located where the logo displays).

SAMPLE UCEDD/LEND DIRECTORY EDIT SCREEN

|Program Entry: [pic][pic] [pic]  |

|Institute For Disability Studies |[pic][pic] | |

|The State University | | |

|123 Alphabet Avenue | | |

|Any State, US 12345 | | |

|Main Phone:  555-555-5555 | | |

|Main Fax:  555-555-5555 | | |

|Main Email: ifd@tsu.edu | | |

|Website:   | | |

|Website 2:   | | |

| | |

|Position |Name |Phone |Email |  |

|[pic] |

| |[pic] |

|UCEDD Director |Paulette Panda, PhD |555-555-5555 |ppanda@tsu.edu |[pic][pic] |[pic][pic]|

|LEND Director |Teddy Roosevelt, MD |555-555-5555 |teddyr@tsu.edu |[pic][pic] |[pic][pic]|

Staff Information

Use the “add,” “edit,” and “delete” buttons to modify your Staff information.

We recognize that one individual may be listed in several roles on your Directory page; however only one complete record per person (demographics, interest/expertise, council membership, vita, photo) is needed for the system to work. You may link all subsequent entries in the directory back to that one complete record.

NOTE: Duplicate complete entries may provide your Center with inaccurate information in the standard reports.

Once a complete record is provided, all subsequent Directory entries for a single individual should be linked by checking the box for “This record is a secondary copy for this person. No biographical information is needed.”

Section I: Basic Contact Information

Section I (Basic Contact Information) of the Directory Record is unchanged from the previous iterations of the directory.

First select the appropriate position “cluster” for the individual’s entry: Center Leadership, Lead Administrative Staff, Primary Activity Coordinator, Discipline Coordinator, Specialty Resource Contacts, or Project/Program/Clinic Contacts.

The staff names will display in the directory in alphabetical order within each “cluster.”

Three of the position “clusters” within the Directory allow position titles to be typed in: Lead Administrative Staff, Specialty Resource Contacts, and Project/Program/Clinic Contacts.

Three of the position “clusters” within the Directory require the selection of a position title from a pull down menu: Center Leadership, Primary Activity Coordinators, and Discipline Coordinators. Below are the pull down menu options for each of these position “clusters:”

Center Leadership (pull down menu options)

UCEDD Director

Acting UCEDD Director

Co-UCEDD Director

UCEDD Associate Director

LEND Director

Acting LEND Director

Co-LEND Director

LEND Associate Director

Primary Activity Coordinators (pull down menu options)

|Adult Services |Exemplary Services |Vocational Rehabilitation/Employment |

|Clinical Services |Information Dissemination |Training Director |

|Community Support |Parent/Consumer |Community Education Director |

|Cultural Diversity |Pediatric Services |Medical Director |

|Data |Person Centered Planning |Research Director |

|Distance Learning |Research | |

|Early Intervention |Technical Assistance | |

Discipline Coordinators (pull down menu options)

|Assistive Technology |Neurology |Psychiatry |

|Audiology |Nursing |Psychiatry: Child |

|Dentistry/ Pediatric Dentistry |Nutrition |Psychology |

|Education |Occupational Therapy |Psychology: Developmental |

|Epidemiology |Parent/ Family Resources |Public Health |

|Genetics |Pediatrics |Social Work |

|Health Administration |Pediatrics: Developmental/ Neonatology |Special Education |

|Medicine |Physical Therapy |Speech Language Pathology |

To begin, click on the “Add” or “Edit” buttons to enter a new staff person or modify an existing record in the appropriate position “cluster.”

As appropriate to the “cluster,” either select a position from the pull down menu or type one in.

Provide First Name, Last Name, Degree, Phone, and Email.

Select “AUCDigest” for the individual to receive a copy of this valuable monthly publication.

If appropriate, select the appropriate “Program Type.” If the Center has both a UCEDD and a LEND, and the individual should be displayed on both Directories, check both boxes.

NOTE: Once a complete record is provided, all subsequent Directory entries for a single individual should be linked by checking the box for “This record is a secondary copy for this person. No biographical information is needed.”

To create a complete a Directory record, provide information in the following two sections:

Section II

Section II includes information that can be accessed through the Directory “search” function and the Personnel pages.

And

Section III

Section III includes demographic information that can only be accessed by an individual with a password at your Center. This information is not available for public search or display.

Notes:

o Text may be “cut and pasted” into text boxes.

o A photo may be uploaded by using the “browse” button.

o Radio dials mean that only one option may be selected.

o Check boxes mean that multiple options may be selected.

o Enter year information in YYYY format (i.e., “1965,” not ’65)

o URLs can be provided with or without the http:// prefix; no special tagging or formatting is needed. Once saved, the URL will display in “view” mode and in the public search as an underlined link. The clicked link will open in a new window. Users are cautioned to use this function when they are sure that the link will be remain valid for some time.

o Always save records when you are done by clicking on the “Save” button.

Most of the data elements themselves are self-explanatory.

For “Areas of Interest and Expertise,” we suggest using a list of “key words,” separated by commas, rather than complete sentences. These text boxes are what is searched by the “expertise” search function.

We have deliberately chosen to provide a “cut and paste” option for vitas rather than an “upload” option for several reasons. The short format is an attempt to balance information and privacy, as vitas in the directory are accessible to the entire world wide web. The “cut and paste” option prevents most problems associated with properly rendering the variety of word processing software and minimizes the challenges of storing, managing, and loading lengthy vitas.

When cutting and pasting vitas, unless you are particularly savy about formatting, we suggest that you use the “Paste as Plain Text” or “Paste from Word” buttons.

| |[pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic]|

|Vita or |[pic] |

|Bio, | |

|about 2 | |

|pages: | |

Following is a sample data entry screen. A paper form is also available for your convenience.

UCEDD Directory - Edit Contact

Top of Form

|[pic] |

|Section I: Basic Contact Information. This information will display on the directory page. |

|Position |[pic][pic] |

|First Name |[pic] |

|Last Name |[pic] |

|Degree |[pic] |

|Phone |[pic] |

|Email |[pic] |

|AUCD Digest List |[pic] |

|(Uncheck to Opt-Out) | |

|Program Type |[pic]UCEDD  [pic]LEND  (this refers to the Center, not the staff person) |

|[pic] |

|[pic]This record is a secondary copy for this person. No biographical information is needed. |

|Section II: This information will be available for public search and display: |

|Discipline(s): | |

|Check all that apply | |

| |

|Audiology |

|Dentistry/Pediatric Dentistry |

| |

|Disability Studies |

|Early Intervention/Early Childhood Education |

| |

|Education: General |

|Family Studies |

| |

|General Medicine |

|Genetics |

| |

|Gerontology |

|Human Development/Child Development |

| |

|Interdisciplinary |

|Law |

| |

|Nursing |

|Nutrition |

| |

|Occupational Therapy |

|Pastoral |

| |

|Pediatric Medicine |

|Physical Therapy |

| |

|Psychiatry |

|Psychology |

| |

|Public Health |

|Social Work |

| |

|Special Education |

|Speech-Language Pathology |

| |

|Other – Please specify: |

| |

| |

| |

|Council Membership (does not display in profile but is publicly searchable): Check all that apply |

| |

|Committee on Research and |

|Evaluation (CORE) |

|Council for Interdisciplinary Service (CIS) |

| |

|Council on Community Advocacy |

|(COCA) |

|Multicultural Council (MCC) |

| |

|National Community Education Directors' Council (NCEDC) |

|National Training Directors' Council |

|(NTDC) |

| |

| |

|Check this box if the COCA representative is not a staff person and he/she should not be displayed in the online staff directory. |

| |

| |

| |

|Professional Areas of Interest and Expertise (provide a concise -- 200 words or less -- description for each): |

|Research |Autism, Fragile X, |

|Education |Early Childhood, Public Health |

|Service |EPSDT |

| |[pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic]|

|Vita or Bio, |[pic][pic][pic][pic] |

|about 2 pages: | |

| | |

| | |

| | |

|Photo | |

| | |

| |Photo should be at most 250 (width) x 300 (height) pixels. |

|[pic] |

| |

|Section III: This information WILL NOT be available for public search or display: |

|Check if individual is a |

| | |

| |[pic] Former MCHB-program trainee   |

| | |

| |[pic] Former UCEDD Trainee   |

| | |

| | |

|Gender |[pic] Male |

| | |

| |[pic] Female |

| | |

| | |

|Year of Birth |[pic] |

|Year Hired at Center |[pic] |

| | |

|Race |[pic] White |

| | |

| |[pic] Black or African-American |

| | |

| |[pic] American Indian or Alaska Native |

| | |

| |[pic] Asian (includes Asian Indian, Chinese, Filipino, Japanese, Korean, Vietnamese, and other Asian) |

| | |

| |[pic] Native Hawaiian and Other Pacific Islander (includes Native Hawaiian, Guamanian or Chamorro, Samoan, and |

| |other Pacific Islander) |

| | |

| |[pic] Two or More Races |

| | |

| |[pic] Other |

| | |

| | |

|Ethnicity |[pic] Hispanic or Latino |

| | |

| |[pic] Non Hispanic or Latino |

| | |

| | |

|PRIMARY Employment |[pic] UCEDD/LEND Director or Associate Director |

|Role at UCEDD/LEND: | |

| |[pic] Senior Faculty: Faculty at the rank of Associate Professor or Professor. |

| | |

| |[pic] Junior Faculty: Faculty at the rank of Assistant Professor, Lecturer, Adjunct, etc. |

| | |

| |[pic] Clinical Staff: Individuals with a high degree of expertise and training who specialize in providing clinical|

| |services. |

| | |

| |[pic] Professional Staff: Individuals with a high degree of expertise and training who specialize in performing |

| |professional, scientific, or technical activities. |

| | |

| |[pic] Support Staff: Non-contract employees that include assistants, clerks, coordinators, etc. |

| | |

| | |

|Personal relationship | |

|with Disabilities: |[pic] Person with a disability   |

|Check all that apply | |

| |[pic] Person with a special health care need   |

| | |

| |[pic] Parent of a person with a disability   |

| | |

| |[pic] Parent of a person with a special health care need   |

| | |

| |[pic] Family member of a person with a disability   |

| | |

| |[pic] Family member of a person with a special health care need   |

| | |

| |[pic] None   |

| | |

|[pic] |

Bottom of Form

Section V: Standard Reports

Seven Standard Reports are described below. These reports are displayed at the bottom of the Directory edit screen. Select the Directory records to include using the “UCEDD/LEND” filter (check or don’t check as appropriate), and click on the report title.

NOTE: All reports are based on information currently in your Center’s Directory. There is no capacity for creating historical reports. There is currently no capacity for creating Custom Reports.

Note on the UCEDD/LEND filter: By checking the box next to the program type(s), the resulting report will be filtered to include only what has been checked.

• Check “UCEDD” to get UCEDD-only records returned

• Check “LEND” to get LEND-only records returned

• CHECK “UCEDD” and “LEND” to get records that are identified as both UCEDD and LEND

• To include all records, do not check either box (i.e., do not filter)

Currently, a “Download” link is visible in the upper right hand corner of each report window. Clicking “Download” allows you to download a CSV (comma separated values) Excel file of the report data.

Future enhancements may include a “PDF” button to create an Adobe PDF of the report and a “Flash Paper” button to create a Macromedia PDF for storing locally or sharing with others.

|Reports |

|[pic]  UCEDD   |

|[pic]  LEND |

|Faculty and Staff Information: MCH Reporting |

|Staff Race and Ethnicity |

|Staff Gender |

|Staff Age and Years of Service |

|Staff Personal Relationship with Disabilities |

|Staff Disciplines |

|Staff Expertise |

|Directory Expansion Status |

|Staff Expertise |

| |

| |

|Change Password | All Done... Sign Out |

Information on the Standard Reports

1. Report Title: Faculty and Staff Information: MCH Reporting

| |Name |Race |Ethnicity |Gender |Discipline |Degrees |Former |

| | | | | | | |MCHB |

| | | | | | | |Trainee? |

|Faculty | | | | | | | |

|Staff | | | | | | | |

|Faculty=Director, Associate Director(s), Senior Faculty, Junior Faculty |

|Staff=Clinical Staff, Professional Staff, Support Staff |

Notes:

This report is intended to assist LEND programs in their annual reporting to MCHB.

All individuals in the directory display in the report, even if no information other than name is available.

Grouped by “Faculty” first, then displayed in alpha order by last name.

Grouped by “Staff” second, then displayed in alpha order by last name.

If more than one discipline is provided by an individual, all are listed separated by commas.

Under “former MCHB trainee, “Y” “N” or “unkn” (for those whom the field is blank) is displayed.

2. Report Title: Staff Race & Ethnicity

| | |Race | |

| | |(% of Staff for Whom Race was Supplied) |% of Staff for |

|Primary Employment |Total # | |Whom Race was Not|

|Role | | |Supplied |

| | |White |Black or African Am |

| | |Hispanic |Not Hispanic | |

|Faculty | | | | |

|(Director, Associate Director(s), Senior &|# |% |% |% |

|Junior Faculty) | | | | |

|Clinical and Professional Staff | | | | |

| |# |% |% |% |

|Support Staff | | | | |

| |# |% |% |% |

| | | | | |

|Total |# |% |% |% |

3. Report Title: Staff Gender

| | |Gender | |

|Primary Employment Role |Total # |(% of Staff for Whom Gender was Supplied) |% of Staff for Whom Gender was |

| | | |Not Supplied |

| | |Male |Female | |

|Faculty | | | | |

|(Director, Associate Director(s), Senior &|# |% |% |% |

|Junior Faculty) | | | | |

|Clinical and Professional Staff | | | | |

| |# |% |% |% |

|Support Staff | | | | |

| |# |% |% |% |

| | | | | |

|Total |# |% |% |% |

4. Report Title: Staff Age and Years of Service

| | | | | | |

|Primary Employment Role |Total # |Mean Age of Staff |% of Staff for Whom|Mean Years of |% of Staff for Whom|

| | |for Whom Age was |Age was Not |Service of Staff for|Years of Service |

| | |Supplied |Supplied |Whom Information was|was Not Supplied |

| | | | |Supplied | |

|Faculty | | | | | |

|(Director, Associate Director(s), Senior |# |M |% |M |% |

|& Junior Faculty) | | | | | |

|Clinical and Professional Staff | | | | | |

| |# |M |% |M |% |

|Support Staff | | | | | |

| |# |M |% |M |% |

| | | | | | |

|Overall Total, Mean, & Percentages |# |M |% |M |% |

Notes:

Age is determined by using the date of birth data. Mean age is determined by using available birth data (note: the number of staff without birth data are not included in the denominator).

Years of service is determined by using date of hire. Mean years of service is determined by using available hire data (note: the number of staff without hire data are not included in the denominator).

5. Report Title: Staff Personal Relationship with Disabilities

| | | | |

| | |Personal Relationship with Disabilities |% of Staff for Whom|

|Primary Employment Role|Total # |(% of Staff for Whom Information was Supplied) |Information was Not|

| | | |Supplied |

| | |

|Audiology |# |

|Dentistry/Pediatric Dentistry |# |

|Disability Studies |# |

|Early Intervention/Early Childhood Education |# |

|Education: General |# |

|Education: Special Education |# |

|Family Studies |# |

|General Medicine |# |

|Genetics |# |

|Gerontology |# |

|Human Development/Child Development |# |

|Interdisciplinary |# |

|Law |# |

|Nursing |# |

|Nutrition |# |

|Occupational Therapy |# |

|Pastoral |# |

|Pediatrics |# |

|Physical Therapy |# |

|Psychiatry |# |

|Psychology |# |

|Public Health |# |

|Social Work |# |

|Speech-Language Pathology |# |

|Office/Administrative Staff |# |

|Other – Please specify: |# |

| | |

Notes:

For each discipline for which the number of staff is zero, the discipline will not display in the report.

For each “other please specify,” for which text was provided, the text is listed, separated by commas.

6. Report Title: Staff Expertise

|Name |Research |Education |Service |

|Berry-Nice, Janice |Shows the text provided in the |Shows the text provided in the |Shows the text provided in the |

| |record |record |record |

|Cat, Fritz T. |Shows the text provided in the |Shows the text provided in the |Shows the text provided in the |

| |record |record |record |

7. Report Title: Directory Expansion Status

|Name |Discipline(s) Recorded? |Areas of Interest & |Brief Vita/Bio |Photo Uploaded? |

| | |Expertise Recorded? |Recorded? | |

|Berry-Nice, Janice |X |X |X | |

|Cat, Fritz T. |X | |X |X |

Notes:

This report might be used to track the status of your Center’s directory expansion efforts.

An “X” is displayed if any data (including spaces) has been saved in the relevant fields.

This report is sortable by column.

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The underline indicates that a hyperlink is provided to their “Personnel” page.

The “Personnel” page will contain only phone, email, and UCEDD/LEND information until expertise, photo, and vita are supplied.

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