Online tools for managing students
Use the Students page to enter student information, which can then be downloaded into School Psychology Tools on your mobile device. You must be using version 1.9.0 or higher of School Psychology Tools on iOS to use this feature.
First, register for an account on Special Ed Hub. Then browse to the School Psychology Tools section, and click the Students link in the toolbar.
Entering student information
There are two ways to enter student information:
- You can create students manually. On the Students screen, click to start editing a new student. All fields are optional, but you should include at least a first or last name or a student ID. In addition to the student information, you can optionally upload a student photo. Click when you are done.
- Alternatively, you can upload student records from your mobile device and edit them on the website. When you download them, the student records on your mobile device will be updated.
Loading students into the app
After you have entered all your student information here, open School Psychology Tools on your mobile device. From the app's home screen, go to Settings, then tap the button named SpecialEdHub Online Tools. If it's the first time, sign in using the email address and password you registered with. Tap "Fetch student information," and the app will check how much student information you have entered on the website. If information is available, you will be prompted to load it.
If you have your student data in a spreadsheet already, then this upload tool can save you some work when you want to load it into your School Psychology Tools app. Prepare your spreadsheet using the format described below, then go to the Load Spreadsheet screen on this website. Use the form there to upload the spreadsheet file from your computer.
A preview will show the student data our system found on your spreadsheet, and at this point you can choose to load it or discard it. If you load it, it will be added to any other student data that you have entered into the website). You can edit it further and add photos, if you want. Use the app's online features to download these students' information to your mobile device as described above.
File types accepted
You can upload
- Excel workbooks (.xls or .xlsx),
- OpenOffice workbooks (.ods),
- and CSV files (.csv or .txt).
If you upload an Excel or OpenOffice workbook, your student information should be in the first spreadsheet (the first tab). Additional spreadsheets will be ignored.
The first row of your spreadsheet should be a header row containing the names of the columns. Each further row represents one student. Your spreadsheet can contain any of the following columns in any order:
|first name||Text||First name|
|last name||Text||Last name|
|birth date||Date||Birth date|
|school||Text||Name of school|
|student id||Text||Student ID|
|diagnosis code||Text||Diagnosis code|
|latest evaluation completed||Date||Date most recent evaluation was completed|
|evaluation due date||Date||Evaluation due date|
|reevaluation due date||Date||Re-evaluation due date|
|evaluation reminder date||Date||Evaluation reminder date|
|iep due date||Date||IEP due date|
Column headings are case-insensitive and ignore spaces, so, for instance, "IEPDueDate" is acceptable. It's important to make sure that columns have the correct format in your spreadsheet, especially for dates.
We recommend including at least a name or student ID in each record.
In addition to the columns listed above, which may only occur once, you can use flexible columns to hold records that can occur more than once per student. These include addresses, email addresses, phone numbers, parents, teachers, and intervention specialists. The first column shown in each case below marks the beginning of the record and must appear before the other columns. For instance, an address must begin with an "address label" column.
|address label||Text||Label (e.g. Home, Work, Other)||*|
|street1||Text||Street (line 1)|
|street2||Text||Street (line 2)|
|postal code||Text||Postal/ZIP code|
|country code||Text||Country code|
|email label||Text||Label (e.g. Student, Parent, Teacher)||*|
|phone label||Text||Label (e.g. Home, Work, Other)||*|
|phone number||Text||Phone number||*|
|parent||Text||Name of parent||*|
|teacher||Text||Name of teacher||*|
|intervention specialist||Text||Name of intervention specialist||*|
As an example, consider the following spreadsheet data:
|First Name||Last Name||Student ID||Grade||Teacher||Teacher||Phone Label||Phone Number||Phone Label||Phone Number||Address Label||Street 1||City||State||Postal Code||Latest Evaluation Completed||Reevaluation Due Date||Reevaluation Reminder Date|
|John||Winthrop||1630||4||Thomas Endecott||Henry Vane||Home||617-111-2222||Father's cell||617-222-1111||Home||19 Garden St.||Cambridge||MA||02138||1/16/2013||1/16/2015||10/16/2014|